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Best Online Fax Services for Small Business

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Credit: Mooshny/Shutterstock

Faxes were once a central part of business communications, but they've surely gone the way of the dinosaurs since the digital revolution, right? Wrong. While email has largely taken the reins from the fax-centric business of yesteryear, many companies still need to send and receive faxes, whether for regulatory compliance purposes or keeping sensitive information off a potentially vulnerable network. Sometimes, faxing is even just a matter of convenience if one party still prefers to use it.  

Whatever your reasons for needing a fax service, you probably don't want a bulky, expensive and finicky machine taking up a sizable corner of your workspace. Online fax services digitize the faxing process, offering you an email-like inbox in which you can send, receive and store documents easily.

Want to take a step back and learn more about what to look for in an online fax service? Check out our buyer's guide first.

Small Business Overall
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  • Why it's our best pick
    Nextiva is incredibly affordable, and comes with all the key features we looked for in an online fax service.
  • Pricing
    Starts at $4.95 per month (500 pages)
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  • Why it's a best pick
    Its pay-per-use prices are lower than average, and its fax credits never expire.
  • Pricing
    Starts at 98 cents per fax up to 10 pages
Free Outgoing
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  • Why it's a best pick
    The free version of GotFreeFax is simple to use and offers features like rich-text editing and a cover page option.
  • Pricing
    Two free faxes of 3 pages or less per day
Free Incoming
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  • Why it's a best pick
    FaxBetter is one of the few vendors offering free incoming services, and does not require a credit card to use it.
  • Pricing
    Free to receive up to 20 pages of faxes per month
Read Review
  • Why it's a best pick
    This HIPPA-compliant service offers SSL encryption on all faxes, making it ideal for medical practices.
  • Pricing
    Starts at $3 per month for 25 faxes
Multiple Users
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  • Why it's a best pick
    This comprehensive service, which is part of RingCentral's larger communications suite, grants multi-user access via desktop, email or mobile app, and integrates with services like Dropbox, Google Drive and Microsoft Office.
  • Pricing
    Starts at $12.99 for 750 pages

The online fax service industry is expected to continue its growth, demonstrating that businesses do indeed still have a need for faxing solutions. According to Arizton, the industry should eclipse $2.4 billion in value by 2022. That growth will be largely driven by North American and European companies, many of which are in the highly regulated healthcare and financial industries. The shift from conventional fax machines to online faxing will continue to be motivated by reduced upfront and maintenance costs, scalability through a SaaS model, and a desire for more automation in day-to-day operations.  

The online fax service industry is a crowded and competitive space, but it is likely ripe for consolidation. Some companies have made acquisition a prominent focus within their strategy, including J2 Global, which owns big-name brands such as eFax, MetroFax and Fax.com. 

Of all the services we reviewed, Nextiva offers the best balance of affordability, convenience and customer service. Nextiva, which offers several 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 two faxes of up to three pages each per day.

We like GotFreeFax because it is easy to use and, unlike competing free services, 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 from GotFreeFax.

FaxBetter is the only free incoming service we found in our research. The company does not require a credit card upon signup, and there are no advertisements on received faxes. To keep your account valid, you must receive a fax at least once every seven days. You can receive up to 20 faxes per month for free, and FaxBetter includes enough storage space to maintain an archive of 1,000 pages.

The service is incredibly easy to use. The interface looks much like an email inbox, from which you can view your inbox, manage labels and sort received faxes. As far as a free service goes, FaxBetter offers a good number of features and a sharp interface. See our full review of the free services from FaxBetter.

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 very affordable, 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.

RingCentral offers an online fax service that allows multiple users to easily access and use the same fax number. This is an ideal option for teams that need full transparency in their faxed communications. RingCentral also enables direct integrations with cloud software like Dropbox, Google Drive and Microsoft Office, meaning you can maintain a permanent archive of your faxes-turned-PDFs on a cloud storage system.

RingCentral's online fax service also offers users the option to expand their number of fax lines for a small add-on fee of $4.99 per month each. In addition, you can obtain a true 800 number or another vanity number for a one-time fee of $30. See our full review of RingCentral's online fax services.

Business News Daily's substantial research into various online fax services, plans and features began with building 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 25 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 sent sample faxes when that feature was available. We used these criteria to narrow down our pool of candidates. Those that made it to our shortlist for best picks include Best Free Fax, Fax.plus, Faxx.us, Faxage, FaxBetter, Fax Zero, GotFreeFax, HelloFax, mFax, Nextiva, RingCentral and SRFax.

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, full features and ease of use. We shied away from vendors that offer low upfront pricing with lots of hidden fees or high over-limit fees.

We used these criteria 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

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.

aFax – This online fax service is a straightforward online fax service that converts all documents to PDF files before sending. It works in conjunction with Gmail and makes faxing as simple as sending an email. afax.com

Biscom 123 – This cloud-based fax solution was built with small businesses in mind. Users can send, receive and sign faxes via email and even directly on mobile devices. Biscom also offers additional services, including personal e-fax, fax servers and enterprise cloud-based fax. biscom123.com

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. You can fax from your computer, tablet, smartphone or any other internet-enabled device. eFax lets you receive, review, edit, add a digitized signature to and securely email your faxes, plus you can store and retrieve all your faxes from its online service for as long as you wish. eFax.com

Fax.com – J2 Global's 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

Fax.plus – This online fax service has various plans to meet your needs. Its free plan comes with 10 free pages to send, but it doesn't include incoming fax capabilities. Paid plans start at $4 a month and go up to $14.99 per month if billed annually. Fax.plus has fax numbers available from 30 countries, and it's a good choice if you need to fax internationally, as it can send faxes to over 150 countries. You can send, sign and receive faxes online or from an easy-to-use mobile app. fax.plus

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, email or 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/email/internet-fax

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 and PCI-DSS. 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 says its network has 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 traditional fax machines. mFax.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. It accepts most file formats and stores faxes for later access. Toll-free and local numbers are available, and no contract is required. It offers a variety of plans. Read our full review of Nextiva here. get.nextiva.com.

PamFax – PamFax offers a truly international service, extending online fax services to 236 countries at affordable rates. It is also easy to use: Once you sign up, you simply upload your document and send. Users receive three pages free after signup. pamfax.biz

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.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. Read our full review of RingCentral hereringcentral.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 is compatible with Microsoft Office. Send2Fax.com

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

*SRFax – SRFax is a HIPAA-compliant service with extensive experience serving the healthcare 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. Read our full review of SRFax heresrfax.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 it doesn't specify the limit on its website. Fax numbers for incoming faxes can be purchased for $3.29 a month. Email customer support is available. bestfreefax.com

Fax.plus – Fax.plus offers a free outgoing fax service that includes 10 free pages total and charges 20 cents per page beyond that limit. Its offering is comprehensive for a free service, including a mobile application, secure cloud storage and multiple recipients per fax. fax.plus

Faxx.us – Faxx.us offers a free outbound service that includes 25 free pages per month. Faxes sent include one page of advertisements. It's an incredibly simple service to use: Simply upload your document and send to the desired fax number. faxx.us

*FaxBetter FaxBetter's free service is a receive-only service that offers a dedicated toll-free fax number. The number is yours to keep as long as you receive at least one 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. Read our full review of its free services here. faxbetter.com

FaxZero – FaxZero is a send-only service that lets you send up to five free faxes per day of three pages each, to any fax machine in the United States or Canada. 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. Multiple file types 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. Read our full review of GotFreeFax's free services here, or its pay-per-use service here. gotfreefax.com

If you'd like your company to be added to this list and possibly considered as a best pick for our next round of reviews, please email your request to b2bconsiderrequest@purch.com.

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.