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Best Online Fax Service for Multiple Users: RingCentral Review

RingCentral
Credit: RingCentral

After conducting our 2018 research and analysis of online fax services, we recommend RingCentral as the best online fax service for multiple users.

We chose RingCentral from a pool of dozens of online fax services. To learn more about our full methodology and for a more comprehensive list of online fax services, see Business News Daily's best picks.

RingCentral offers a comprehensive service that grants access to your online faxing to multiple members of your team. It is also part of a larger communications suite, which includes video conference, in the event you'd like to upgrade.

RingCentral includes both incoming and outgoing fax services, which can be used on a desktop client, via email, or on the RingCentral mobile application. The service transfers faxes to each of these locations as PDF files, and up to five users can access the same number if they have the associated login credentials. Any user can see the entire fax inbox if their access is authorized.

RingCentral's online fax service also maintains several useful cloud integrations for transferring your PDF files to services like Dropbox, Google Drive and Microsoft Office for archiving purposes. Once they're saved, your team members will have easy access to those communications. 

Add-ons include additional fax numbers for $4.99 per month each. Additional 800 or vanity numbers cost a one-time $30 fee.

RingCentral offers decent prices on a number of plans; however, it lacks a truly low-volume option. That means businesses might be stuck with more pages than they need. However, the monthly costs for RingCentral begin at just $12.99, so it still won't break the bank.

  • Fax 750: $12.99 per month for 750 pages
  • Fax 1,500: $17.99 per month for 1,500 pages
  • Fax 2,500: $49.99 per month for 2,500 pages
  • Fax Unlimited: $39.99 per month for unlimited faxing

RingCentral offers a 30-day free trial period for you to test out the online fax services. However, the company does require you to place your credit card information on file to take advantage of the free trial period, meaning you have to cancel before the end of the trial to avoid being charged for a subscription. An overage on any plan results in an automatic $20 charge, which adds a 550-page credit to your account.

RingCentral representatives were friendly, responsive, helpful and upfront with us when answering our questions about service features, contract requirements, additional fees and more. We came away from the conversation feeling as though we fully understood the service.

RingCentral's sales department is open 8 a.m. to 10 p.m. ET on weekdays, 10 a.m. to 7 p.m. ET on Saturdays, and 11 a.m. to 8 p.m. ET on Sundays. Customer support is available 24/7 online at the company's Customer Care Center.

RingCentral's biggest drawback is its lack of low-volume support for companies with few faxing needs. Many business owners send under 100 pages of faxes each month, so a base plan starting at 750 pages might be overkill. Still, given that the price is just $12.99 per month and the plan includes up to five users – a feature that isn't always a given – the service is still well worth the price, even if some of those pages will go to waste each month.

It is also worth noting that, while RingCentral refers to its plans in terms of pages, it really calculates based on minutes. The company assumes that one page equals one minute, but this depends wholly on your internet speed. So, in some cases, users might send five pages in one minute, while others send one page in five minutes. This results in an uneven pricing system. However, the company's representatives made no efforts to hide this fact from us – in fact, they were the ones who illuminated it for us. In essence, if you have fast internet, you'll be able to squeeze out even more pages. However, if your connection is slow, be aware that it could impact your plan.

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

Adam C. Uzialko

Adam C. Uzialko, a New Jersey native, graduated from Rutgers University in 2014 with a degree in Political Science and Journalism & Media Studies. In addition to his full-time position at Business News Daily and Business.com, Adam freelances for a variety of outlets. An indispensable ally of the feline race, Adam is owned by four lovely cats.