After conducting our 2018 research and analysis of online fax services, we recommend Nextiva for its online fax service for small businesses.
We chose Nextiva 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.
Nextiva is incredibly affordable, and it comes with all the key features we looked for in an online fax service, making it our best overall pick for small business online fax services.
Nextiva offers three different plans. The first and lowest-cost plan, Single User, includes 500 pages for $4.95 per month. The Small Business package includes 1,000 pages per month at $12.95. Finally, the Business Pro package includes 3,000 pages per month at $29.95. Each of these pricing tiers is billed annually; single-month subscriptions are slightly costlier, but they make it much easier to cancel your subscription if you decide that this particular service isn't for you.
Nextiva offers a 30-day free trial before it asks you to subscribe, so you can give it a test spin. Nextiva's overage rates are among the most generous in its class, at just 3 cents per fax beyond the allotted limits. There are no startup costs, and Nextiva integrates with Microsoft Outlook, so you will already have access to your existing contacts.
For its low costs, Nextiva still offers a robust selection of features. It accepts most file types, including PDF, GIF and rich text. Although there is no mobile application unless you have Nextiva's full unified communications solution, you can send and receive faxes with your mobile browser or email application. This is not an uncommon method among online fax services for mobile sending. You can also keep your existing fax number, so you don't have to replace any business cards that already list that number. Nextiva can even configure the service to work with your existing fax machine if you don't want to get rid of it entirely.
While Nextiva does not comply with the standards governing the Health Insurance Portability and Accountability Act (HIPAA), it does employ a secure online portal to protect your documents. Sent and received documents are stored on the company's secured server until they are deleted. Still, if you work in a HIPAA-regulated industry, you'll want to look for a service that offers more robust measures, including business associate agreements. If you're looking for a HIPAA-compliant service, check out our review of SRFax.
Nextiva's customer support service is available Monday through Saturday, from 5 a.m. until 6 p.m. Arizona time on weekdays, and 9 a.m. to 1 p.m. Arizona time on Saturday. In our experience, Nextiva's customer service representatives were responsive and friendly, answered all of our questions about their online fax service, and weren't overly aggressive in trying to make a sale.
There is no Nextiva smartphone application, but you can access the online portal through your mobile device's web browser as well as your email application. In addition, Nextiva's service does not allow you to electronically sign documents. International faxing is only available at an additional charge, which is something to consider if you need to send a lot of faxes to other countries.
Ready to choose an online fax service? Here's a breakdown of our complete coverage:
- Best Online Fax Services 2019
- Choosing an Online Fax Service: A Buyer's Guide
- Best HIPAA-Compliant Online Fax Service
- Best Pay-Per-Use Online Fax Service
- Best Free Outgoing Online Fax Service
- Best Free Incoming Online Fax Service
- Best Online Fax Service for Multiple Users
Additional reporting by Jill Bowers.