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Grow Your Business Technology

Best Online Fax Services for Small Business

Credit: FabrikaSimf/Shutterstock

No matter what your faxing needs are, there's a solution out there for you. Our staff researched and reviewed a number of popular online fax services to find out which ones are the best for small businesses. Here's a roundup of our best picks for 2017 and how we chose them.

Ready to choose an online fax service? Here's a breakdown of our complete coverage:

Of all the services we reviewed, Nextiva offered the best balance of affordability, convenience and customer service. Nextiva, which offers a number of different plans, boasts a strong array of features, including integration with existing fax machines and numbers, support for most file types and mobile access.

Nextiva employs a secure online portal and stores your documents on its own servers. The company also offers useful customer service support (available Monday through Friday, plus limited hours on Saturday). See our full review of Nextiva's service.

If your business wants a pay-as-you-go service for the occasional fax, GotFreeFax is an affordable option. You'll pay just 98 cents for a fax of up to 10 pages, and the service is secure and simple to use.

GotFreeFax can only be used to send faxes, not to receive them. However, we could not find a pay-per-use fax vendor offering both incoming and outgoing fax service that wouldn't quickly add up to at least the same cost as a more robust subscription service. For businesses with incoming and outgoing needs, a low-cost subscription service may be a better value and less hassle than pay-per-use vendors. See our full review of GotFreeFax.

Many online fax services have a free option that allows businesses to send a limited number of faxes per day at no charge. In addition to the pay-per-use version, GotFreeFax has a free service that allows customers to send up to two faxes of up to three pages each per day.

We like GotFreeFax, because it is easy to use and, unlike competing free services, it does not include advertisements on your cover page. While the service doesn't provide a lot of features, it gets the job done. See our full review of the free services offered by GotFreeFax.

For small medical practices, we chose SRFax as the best online fax service. Medical practitioners are required to use communications technologies that comply with the Health Insurance Portability and Accountability Act (HIPAA). SRFax meets those requirements with a high level of encryption and password protection, ensuring that sensitive patient data and medical information is protected.

SRFax's service is priced at a very affordable rate, especially considering the level of features the company offers. The company will store your faxes indefinitely for later reference, and an unlimited number of users can access the system. Moreover, SRFax's customer support hotline is available 24/7, so if a problem should arise, you'll always have somebody to help you. See our full review of SRFax's services.

Business News Daily invested substantial time to research various online fax services, plans and features. We started the process by coming up with a comprehensive list of vendors that offer online faxing through our own research as well as other lists and reviews of popular vendors. We ended up with a list of 22 online fax services to examine further.

From there, we visited the websites of each fax service to compare pricing and features. We watched product demos and tutorials, and we sent sample faxes when that feature was available. We used this criteria to narrow down our pool of candidates. Those that made it to our shortlist for best picks include Nextiva, SRFax, eFax, GotFreeFax, MetroFax, Greenfax, RingCentral, SFax, Foiply, HelloFax, FaxZero, and MyFax.

Next, we contacted all the services we were considering, calling and posing as a customer when possible. We wanted to get a feel for how the companies handle actual customer interactions, so we asked each customer service rep the same questions about features, options and pricing, and we noted our reactions to the experience.

For our overall best pick, the decision came down to which company offered the best balance of affordability, robust features and ease of use. We shied away from vendors that offered low upfront pricing with lots of hidden fees or expensive over-limit fees.

We didn't select more expensive and specialized services that cater to specific industries or that offer very advanced capabilities. Many of these services are great, but our goal was to choose the service that provided the best value and benefits to the largest number of businesses.

Here are the criteria we used to evaluate each online fax software provider:

  • Ease of use
  • Variety and features of plans
  • Pricing structure
  • Fax limits and overage fees
  • Mobile access
  • International and toll-free faxing
  • Contract requirements
  • Payment options

Here is a full list of online fax services we reviewed and a summary of what each company claims to offer. We separated the vendors into two categories: subscription-based services and pay-per-use or free services. The alphabetical lists also include our best picks.

eFax – eFax bills itself as the world's largest online fax service, used by 11 million people each day to send and receive online business faxes. Customers include small businesses around the world and nearly half of the Fortune 500 companies. With eFax, you can fax from your computer, tablet, smartphone or any other internet-enabled device. eFax lets you receive, review, edit, add a digitized signature and securely email your faxes, plus you can store and retrieve all of your faxes from its online service for as long as you wish. eFax.com

Fax87 – Fax87 can deliver faxes to multiple recipients at once and saves received faxes for up to one year. Faxes can be sent via email or the service's online portal. Local numbers are free, as is customer support. The account can be shared with an unlimited number of email addresses. This service offers a money-back guarantee on the first 30 days of service. Fax87.com

Fax.com – Since 1996, j2 Global Inc.'s Fax.com has provided businesses and individuals with digital fax services. Fax.com offers faxing by web, email or mobile device. Additional features include sending multiple messages simultaneously, using dedicated toll-free and local numbers, and shared user accounts. Fax.com

Faxage – Faxage has plans available for individuals and businesses of different sizes. Online fax storage and an unlimited number of users are both included with each plan for no additional charge. Faxes can be sent and received via email or the service's website. APIs are available. Faxage.com

FaxBetter – FaxBetter offers a dedicated toll-free fax number. Faxes can be sent in multiple file formats, and unlimited lifetime storage is offered. Faxes are searchable on the website. faxbetter.com

Faxx.us – Faxx.us provides straightforward, economical, secure, web-based inbound and outbound faxing for businesses and individuals. Faxx.us is a TelNG LLC service. faxx.us

GoDaddy – This domain-name and web-hosting service also offers an online faxing service called Fax Thru Email. Faxes can be sent and received over the web, through email or via a mobile device. The company offers several tiers of plans: economy, deluxe and premium. Both local and toll-free fax numbers are available. godaddy.com

HelloFax – HelloFax sends faxes directly to your email inbox as a PDF, where they can be viewed, downloaded and shared. Outgoing faxes can be signed, edited and sent electronically to multiple numbers at once. Users sign in with their Google account, so no new password is required for access, and they have the option of sending or receiving faxes by syncing the account with Google Drive, Dropbox, Box, OneDrive and/or Evernote. International faxing is available. hellofax.com

InterFAX – InterFAX sends and receives faxes through email and online web forms. Free APIs are available for Java, Python and many more platforms. InterFAX is a secure platform that complies with global privacy requirements, including HIPAA, EU Privacy Directive, PCI-DSS and more. Interfax.net

MetroFax – MetroFax is a sister company of eFax and MyFax. Faxes can be sent using laptops, desktops or wireless devices, and fax pages are delivered to your inbox as email attachments. You can sign up for either an annual or monthly plan. Local and toll-free numbers are available. metrofax.com.

mFax – mFax is a fax-over-IP solution that is built for enterprises, but available to anyone. The cloud-faxing platform offers HIPAA-quality security and compliance, and the company said its network boasts industry-leading fax success rates and the latest infrastructure. It offers plans to suit everyone, from individuals to enterprises. Faxes can be sent via email, the web interface or using traditional fax machines. moove.io

MyFax – MyFax is a cloud-based fax service that serves individuals, small businesses and corporations. Faxes can be sent or received via email, the web or mobile devices. The company offers one plan, which includes 100 pages you can send and 200 pages to receive each month. Faxes can be sent from up to five different email addresses on the same plan. myfax.com

*Nextiva – Nextiva is a voice-over-internet protocol (VoIP) service that allows faxes to be sent over email, online or with a mobile device. Most types of file formats are accepted, and faxes are stored for later access. Toll-free and local numbers are offered, and no contract is required. A variety of plans are offered. See our full review here or visit get.nextiva.com.

OnlineFaxes.com – OnlineFaxes.com is an email-to-fax, subscription-based service with many features. Its setup is instantaneous, and you don't have to sign a contract to work with this service. You can send faxes via a mobile app, and all communications are HIPAA-compliant. Onlinefaxes.com

RapidFAX – RapidFAX is a subscription-based, fax-to-email and email-to-fax service that offers individual and small business faxing. Users can send and receive faxes from local or toll-free fax numbers, with no extra charge for toll-free numbers. RapidFAX has tens of thousands of customers, according to the company. rapidfax.com

RingCentral – RingCentral allows you to send and receive faxes from a desktop, your online account or the RingCentral mobile app. Documents can be sent to multiple recipients, and both toll-free and local numbers are available. Multiple plans are available at various price points. ringcentral.com

Send2Fax – Send2Fax offers multiple plans with various fax services. All plans come with a toll-free fax number. This service sends faxes to and from email accounts, or through the company's web portal. Send2Fax compatible with Microsoft Office. Send2Fax.com

Sfax – Sfax is a cloud-faxing, HIPAA-compliant service created specifically for the health care industry, but other industries can use it. The service allows administrators to have full control to manage users, set accesses and permissions, adjust security settings and more. Groups can collaborate, view, file, and send and export documents from any location. scrypt.com/sfax/

*SRFax – SRFax is a HIPAA-compliant service with extensive experience serving the health care industry. It offers encryption and password protection for faxes, and it allows multiple users to access the service. The company offers a 24/7 customer-support hotline. To read our full review, go here or visit http://srfax.com

TrustFax – TrustFax allows customers to send faxes via email or the company's website. Features include digitized signature tools, free account setup, secure online storage and international faxing. Local and toll-free numbers are available. trustfax.com

BestFreeFax – BestFreeFax, a service of SRFax, provides free outgoing faxes up to a certain limit, although the limit isn't specified on the website. Fax numbers for incoming faxes can be purchased for $3.29 a month. Email customer support is available. bestfreefax.com

FaxBetterFree FaxBetter's free service is a receive-only service that offers users a dedicated toll-free fax number. The number is yours to keep as long as you receive a fax every seven days. The service allows you to receive 20 incoming pages a month for free, and faxes are sent to your email inbox. The service offers free storage for up to 1,000 pages. faxbetter.com

FaxZero – FaxZero is a send-only service that lets you send up to five faxes per day of three pages each, to any fax machine in the United States or Canada for free. You don't need a fax machine yourself, but you do need a valid email address. For a fee, the service lets you send additional faxes as well as faxes to many other countries. The free version has the FaxZero logo on its faxes, while the paid version at $1.99 for a fax of up to 25 pages does not. Several types of files can be uploaded and attached. faxzero.com

*GotFreeFax – GotFreeFax is another send-only option that offers up to two free faxes per day, of three pages each, without advertisements. The paid version starts at 98 cents for a 10-page fax. The service allows for rich  text, and several types of files can be uploaded and attached. To read our full review of GotFreeFax, go here or visit gotfreefax.com

Are you an online fax service provider that would like to be added to this list and possibly be considered for our next round of reviews? Please feel free to contact Business News Daily at jmulvey@purch.com.

Additional reporting by Jill Bowers and Ashley Smith.

Adam C. Uzialko

Adam received his Bachelor's degree in Political Science and Journalism & Media Studies at Rutgers University. He worked for a local newspaper and freelanced for several publications after graduating college. He can be reached by email, or follow him on Twitter.