6 Best Online Fax Services for Small Businesses in 2023

Why Use an Online Fax Service? Traditional fax machines use outdated technology, but faxing remains one of the most secure ways to send and receive information. Online fax services combine the convenience of email with the security of traditional faxing, eliminating the need for physical fax machines or modems.

In business, faxing is often necessary when communicating with government agencies, the IRS, or for high-level banking information. Online fax services can streamline the process and integrate with existing software, allowing faxes to be sent directly from email clients.

Transitioning from traditional to online faxing can benefit businesses by enabling electronic signatures, managing, storing, and searching faxes in one place, receiving and sending faxes via mobile devices, filtering out spam, improving document storage and security, and integrating with other digital communication channels.

Moreover, online faxing is particularly suitable for remote teams as it eliminates the need for physical fax machines. In this article, we present the best online fax services that can support small businesses.

1. Nextiva

Nextiva is an affordable and feature-rich online fax service suitable for most businesses. Its suite of business communication tools, including phone services, is highly regarded. Nextiva vFax is especially useful for remote teams, with the ability to send and receive faxes via mobile, desktop, and tablet. Nextiva can integrate with a traditional fax machine, and new numbers can be added with ease. All incoming and outgoing faxes are saved for six months, and file sharing is built-in. The unified communication platform, starting at $14.95 per month, includes unlimited fax, voice and video calling, auto-attendant, toll-free numbers, and more. Nextiva is an excellent choice for small businesses, and it is also used by larger organizations such as Taco Bell and the Buffalo Bills. The vFax plan starts at $7.95 per month for occasional fax users.

2.RingCentral

RingCentral is an excellent online fax service suitable for small and growing businesses. It is a leading provider of business communication services, offering phone lines, instant messaging, video conferencing, and online faxes. This service can be used alone or integrated with the business VoIP and communication platform. RingCentral Fax is best for companies that send a high volume of faxes, including legal offices or universities. It can also integrate and upgrade outdated physical fax machines. Standard fax features like online cover pages, cloud storage service integration, encryption, and the ability to add unlimited fax numbers are also available. Integration options with Dropbox, Google Drive, Microsoft Outlook, and more are available. It’s a mobile solution that can alert you of incoming faxes via text message, and the mobile app lets you send, receive, view, and store faxes. Their Standard bundled plan for $27.99 per month is the best value, allowing unlimited faxing, business phone calls, video meetings, audio conferencing, business text messages, and more. However, their fax storage is limited to the last 200 faxes. RingCentral Fax is best for companies that need to send a high volume of faxes or want to bundle business communications together, and it is often the top pick among enterprise customers due to its strong security features like two-factor authentication and user-friendly access control.

3.SRFax

SRFax is a secure online fax service that guarantees high levels of security, privacy, and compliance, making it the preferred choice for healthcare providers that transmit sensitive information such as medical records.

SRFax is fully HIPAA compliant for US-based healthcare practitioners and PHIPA compliant for those based in Canada, exceeding the minimum security standards required by most online fax services.

It offers 2048-bit encryption, user authentication, backups, and 24/7 physical security, along with standard features like unlimited storage and cross-platform integration.

Although the pricing plans are a little higher, starting with the Basic Plus plan for $9.95 per month for 200 pages, SRFax is the best choice for businesses that require the highest levels of security.

Expert Review: SRFax is the best online fax service for businesses that require the highest levels of security.

4. Fax.Plus

Fax.Plus is a user-friendly online fax service with dozens of integrations and a mobile app that lets you read, download, and send faxes on the go. It is suitable for small teams and offers a free plan for sending up to 10 pages per month. The service also offers a range of affordable plans, with the Basic plan starting at $5.99 per month and the Business plan allowing up to 800 pages per month for $19.99. Integrations are available with platforms such as Microsoft Office, Google Chrome, Slack, and Google Drive. The service allows you to optimize faxes for readability and speed, and add digital signatures and notes. An expert review concludes that Fax.Plus is the best online fax solution for small teams.

5. eFax

eFax is a leading online fax service with a focus on fax archiving and storage, making it an excellent choice for organizations such as financial and legal institutions, universities, and real estate offices. Its unlimited storage and in-depth fax archiving and organization features provide a hassle-free and efficient solution. The mobile app, available for both iOS and Android, allows users to archive, search, download, and forward faxes directly from their phones. eFax also supports electronic signatures, multiple users, cloud storage integrations, and international faxing. Although it is relatively expensive, starting at $18.99 per month, it is a great choice for businesses in need of advanced search, storage, and archive features. The Pro plan, costing $24.99 per month, is the best value plan, allowing users to send and receive 275 fax pages every month.

6. MyFax

MyFax is an affordable and straightforward online fax service suitable for small and home-based businesses with low fax volume. Unlike free services that may appear unprofessional, MyFax provides customizable cover templates, unlimited fax storage, and a free fax number. The service also offers Android and iOS apps for convenient faxing on the go. MyFax’s Home Office plan is an excellent option for smaller teams at $12 per month, including 100 pages to send and receive monthly. If you need to send or receive additional pages, there are more expensive plans available with an overage charge of $0.10 per page.

Expert Review: MyFax is the top choice for budget-conscious businesses in need of an online fax service.

Best Online Fax Service Provider:

After thorough research of all the top online fax service providers, we recommend Nextiva as the best online fax provider in the market due to its low cost, high volume of faxes, and powerful features like business phone, video calls, and collaboration tools.

RingCentral is also an excellent choice for online fax services and offers similar features as Nextiva for a great price but with less flexibility.

Online Fax Services FAQs:

Online faxing services convert your documents into a file format that can be read by a fax machine and vice versa. All fax apps are safe and use encryption to protect transmissions. SRFax has the highest security protocols and is recommended for healthcare professionals.

We do not recommend using free online fax services for business purposes due to their limited features. Fax.Plus offers a free plan for sending up to 10 pages a month, with the ability to upgrade as needed.

Online faxing services like Nextiva and RingCentral allow you to send faxes via the internet, tablets, and even mobile devices. You can also send online faxes to traditional fax machines with an online fax service.