What if we were to tell you that those bulky fax machines that we all are familiar with, have been replaced by online fax services? That the entire setup that had a scanner, a printer, a modem, stacks of paper, and whatnot, have been condensed to a three-step process?
Sounds almost impossible right? But, it’s been happening.
Conventional faxing is being replaced by online fax services and for good reason. You save space, paper, cost, and time with this virtual system and your data stays more secure than ever, unlike paper faxes that can come into any hands.
Online faxing systems allow you to send and receive faxes over the internet without the need for any additional software or equipment. All you need is an online fax number, a device (could be a phone, laptop, tablet, or PC), and an internet connection.
Your faxes arrive securely in your mailbox, it gets delivered in seconds, you can scan on the go and send it as fax and you can do all this without wasting a single piece of paper.
Even though we have moved to an age of emails and text messages, faxing is still an essential component of business communication. Online fax services make it easy to stay up-to-date with technology while also meeting their faxing needs.
Using these services, you can send faxes to any fax number across the world as long as you are permitted to do so and have a service provider that allows it.
There are many online fax services in the market. Our guide will help you understand when an online fax service is worth considering, how to choose the best one, and will also help you learn the process of choosing a good virtual fax service.
When Does it Make Sense to Invest in Online Fax Services?
While contemplating whether to invest in an online fax service, the first question that might come to your mind is, “do I really need it” or “is an online fax service worth investing in.”
If you are or aim to be a truly global business and sending faxes is an essential means of business communication, you might want to give online faxing some serious thought. The benefits of investing in online fax services are manifold.
You save cost, space, time, and effort, and the process of sending faxes becomes extremely convenient.
Consider investing in an online fax service if you need to send multiple faxes every week. You could be sending them locally or internationally, if you would like to stay up-to-date with the digital evolution, you might just want to begin using a service.
Soon the regular faxing will become obsolete and you may or may not be able to keep up with the maintenance. Whereas an online fax service does not require any upkeep. There is no software, no plugs or installations and you can send faxes right from your phone.
You do not see phones and emails becoming obsolete, do you?
With online fax services, your faxes arrive straight in your email inbox, as PDFs.
Another important factor to consider is whether you send sensitive information through fax. With a regular fax that gets printed on paper, anyone at the other end can see what’s in it.
However, with online fax service, you send it to the intended audience and no one else has access to it.
Online fax is also worth investing in if you have to send volumes of faxes. Most online fax services offer volume faxing by allowing you to create an address book and send faxes to multiple addresses at once, instead of adding one recipient at a time.
Evaluate your faxing needs, analyze your current fax expenses and time consumed, and compare them alongside the best online fax services in the market that we have listed here.
Best Online Fax Services for Small Businesses
Best online fax service for conveniently sending documents saved on mobile devices.
eFax allows you to send and receive faxes online through email or their mobile app without the need for a fax machine. The faxes are sent as PDFs to recipients and can be edited to add digital signatures.
Along with a free mobile app and desktop application, eFax also allows users to choose their local, international, or toll-free fax numbers.
To send faxes using eFax, all you need is the recipient’s fax number. You can log in to the app on the desktop or the mobile application and attach up to ten files at once. You then have to enter the recipient’s fax number and click send.
eFax even makes it easy to send faxes through your email if you cannot access the application. All you have to do is draft a normal email with ten file attachments at a time and add the recipient’s fax number along with the eFax suffix.
This online fax service even allows you to attach large files that emails might not always allow and you can also send a document to up to 20 people at once.
It allows you to save electronic signatures and add them to documents as and when required.
Using eFax, it becomes very easy to manage all your documents as it offers integrations with cloud services like Dropbox, iCloud, and Google Drive. You can access all your documents from the cloud and send them through fax whenever required.
You can also save all the faxes that you send or receive in your eFax account and organize them in your inbox by categorizing them using keywords.
eFax also offers an enhanced security feature that allows users to send and receive encrypted faxes whenever you need to send confidential documents to your contacts.
eFax offers three different pricing plans which can be subscribed to on a monthly or yearly basis. If you choose the annual plan, you can get two months of services free of cost.
Best easy-to-use online fax service with a great mobile app, ideal for small businesses.
This online fax service is ideal for businesses located in the US and Canada and lets users send faxes locally using a local or a toll-free online fax number. So if you would like to send faxes internationally MetroFax may not be the ideal choice.
For international faxing the prices might be on the higher side.
Using a MetroFax fax number, you can send faxes from your email as well as the web or through their modern mobile app.
The web interface may look slightly outdated but their app makes up for it. MetroFax allows you to import your contact list in CSV format and start using the numbers on them to send faxes, eliminating the need to enter each address manually.
If one of your faxing needs is to have just one fax number that multiple people can use to send faxes, MetroFax offers the solution of allowing 5 email addresses to use one fax number.
Another great feature that MetroFax offers is their flexible monthly plans differing in the volume that you can fax using each. Each of the plans also offer you a pay per page price once you cross the upper limit of pages allowed by your plan.
If you already have a fax number, you can port it to MetroFax and then start using their services.
While sending your faxes, if it fails, Metrofax offers automatic retries 5 times after which you will be informed about the failed delivery. When your faxes get sent successfully you automatically receive confirmations through SMS or email, depending on your preference.
MetroFax offers three different pricing plans with different allowed volumes that you can fax. It also offers a 14-day free trial. You can either subscribe to the monthly or the annual plan, but the annual plan lets you save 20% of the price.
Best online fax service for companies running on a small budget.
Fax.Plus is very easy to use and allows you to send faxes locally as well as internationally. It is a HIPAA compliant faxing solution and offers multiple layers of security so that your data does not get stolen on the way.
You can also use this online fax service to send faxes to numbers with extensions, the procedure of which is easy to follow.
With every paid plan, Fax.Plus offers an online fax number but if you already have one from another provider, you can simply port your old fax number to Fax.Plus and your customers can send you faxes on the same old number. The best part is that there is no downtime during the switch.
Fax.Plus is one of the best online fax services because it not only offers simple online fax but also allows you to send large volumes of faxes, automatically retries to resend failed ones, allows you to schedule faxes and others.
Once you send a fax, Fax.Plus also offers you a confirmation report that your fax was delivered along with a thumbnail of the first page which you can use as a reference in the future.
With this online fax service, you also get a mobile application that allows you to scan documents with your camera, add a digital signature, store them on the cloud and access them anytime, send them to any fax number or even to your Fax.Plus contacts.
If there are fax numbers that you regularly send faxes to, you can create a contact list and save all those numbers into your list.
Fax.Plus makes it easy to bring all your work together by offering integrations with many other services like Slack, Chrome Extension, Microsoft Word, Google Sheets, and others.
Using this online fax service does not mean that you can send faxes to other online fax services only. Fax.Plus allows you to send faxes to human-operated fax machines also and even lets you set voice messages to announce incoming fax at the destination.
Fax.Plus offers four different pricing plans apart from the free plan. There are some other features as well like, additional numbers, vanity fax numbers, and a few others that you can get for a small added fee.
Best online fax services for businesses looking for a one-stop faxing solution.
MyFax offers all the basic features and some advanced ones that one might look for in a good internet fax service.
MyFax lets you set up your online faxing just the way you want it. Whether you want a local or international fax number or a toll-free number, MyFax lets you choose as per your needs.
It also offers a mobile application that lets you send faxes right from your mobile devices. You can even click pictures of documents from your phone and send them through fax. If you already have a fax number, MYFax allows you to port the number to MyFax and start using their services.
Apart from using the application to send faxes, you can also use your email to send faxes to your contacts. All you have to do is compose a normal email and you can attach up to 10MB files with the mail. All faxes delivered and received will be delivered as PDFs.
If multiple people have to send faxes, MyFax allows users to send faxes from 5 email addresses without the need to have multiple numbers. You can use one online fax number from five email addresses.
Another unique feature is that if you wish to send a fax to multiple numbers, you will not be required to send it to each person individually. MyFax allows you to send one fax to 50 recipients at a time.
It lets you save digital copies of all the documents that you have ever sent or received. This unlimited fax history acts as a cloud where you can store and access all your documents anytime.
MyFax may be slightly more expensive than other available options. It offers three different pricing plans. Once you have sent the maximum number of faxes included in the price, MyFax starts charging you on a per-page basis.
5. Nextiva vFax
Best virtual fax service for companies that are in the process of becoming paperless.
This online fax service could be ideal for businesses who are trying to go digital and are looking at replacing their conventional fax machine with an online service. It allows you to migrate your old fax number to Nextiva vFax and start using their services.
Once you give up your old fax machine, you can send faxes using your phone, tablet, PC without having to purchase any special device for the purpose. All of your faxes are delivered straight to your inbox and you will also receive text alerts as soon as the fax arrives.
The reason Nextiva vFax is ideal for beginners is that the platform is very intuitive and easy to use. It also offers an online library of videos on instructions about how to make the most of Nextiva vFax.
This online fax service also offers HIPAA compliant virtual fax and deploys high-level security so that your data is protected during transmission. Every fax that you send and receive through Nextiva vFax is encrypted using 256-bit SSL encryption.
You can also access all your sent as well as received from one single secured portal.
While Nextiva vFax is just one of the services that Nextiva offers, there are many other tools offered by them that solve a wide range of business problems similar to this one.
Nextiva vFax is one of the most affordable online fax services and offers three different pricing plans.
If you would like to opt for the HIPAA compliant online fax service, you will be required to speak to the customer support team who will walk you through it and also provide pricing information.
Best online fax service for businesses that need to fax many documents each month.
RingCentral Fax offers tough competition to Nextiva vFax in terms of the online fax services and other business solutions that it offers.
You can use RingCentral Fax to eliminate your old fax system and replace it with a modern, less bulky, and much more convenient virtual fax machine. Instead of using a fax machine, your phone, tablet or PC can now do the job.
You can either continue using your old fax number so that customers do not get confused or you can get new local, international, or toll-free fax numbers. You can either use the mobile application or web interface to send faxes or simply send an email to the respective fax number with RingCentral Fax suffix.
Whether you use the application or email to send faxes, all files securely get delivered to your recipient. Every fax that is sent to you or by you gets delivered in an encrypted format.
You can also receive faxes from other numbers and they get delivered straight to your inbox. You can ensure that all the arriving faxes arrive in an inbox that is secure and has restricted access. RingCentral Fax allows you to block numbers if you do not want to receive faxes from them.
While conducting business, if you are required to send the same faxes to a particular set of people, RingCentral Fax makes your job easy. It allows you to create groups and send a fax to the entire group with one click instead of sending it to each member individually.
RingCentral fax also offers integrations with the most popular cloud services like Box, Dropbox, Google Drive, and others which makes it easy to access your documents from any device and fax or store them whenever required.
Since RingCentral Fax offers several other business solutions, you can either choose only the faxing solution or opt for a package that offers phone and video services as well. Compared to many other online fax services, the pricing offered by RingCentral is quite affordable.
If you opt only for the faxing services, you can fax 1500 pages per month, which is a large number compared to most other internet fax services. You can fax unlimited documents if you opt for the bundle.
Best easy-to-use online fax service for businesses that only need to receive faxes.
The reason we say that HelloFax is good for businesses that primarily need to receive faxes is that it may otherwise be comparatively expensive for sending faxes.
The interface is, however, quite easy to use and offers all the basic features that one might look for in a virtual fax service.
If you are in the USA or Canada, you can transfer your previous fax number, if you have one, to HelloFax and start receiving and sending faxes. It offers integrations with several well-known cloud services like Google Drive, DropBox, Box, and others.
All faxes sent or received also get stored in these clouds and can be accessed at any time in the future.
You can attach any file that you wish to send from your drives and simply add the recipient’s fax number. All inbound faxes get delivered straight to the designated inbox in PDF format. Hellofax also ensures that each of your transmissions is encrypted so that there is no data loss.
The only drawback is that HelloFax does not have a mobile application which makes it slightly inconvenient. Without a mobile application, you cannot scan or send faxes on the go. You will always need to have access to a web interface.
HelloFax offers four different pricing plans, one of which is free. If you want to get a feel of how HelloFax operates you can sign up for the free plan which allows you to fax 5 pages. Using this pack you can, however, not receive any fax.
The other packs offer most other services at different prices and allow a different number of pages to be faxed. Each of these packs also has a free trial before you subscribe to either of them completely.
Best free online fax service for those who do not have frequent faxing requirements.
This online fax system will allow you to send online faxes for free anywhere within the United States and Canada. However, FaxZero may not be an ideal choice if you are looking for a feature-rich online faxing system.
FaxZero only allows you to send faxes to known fax numbers. You cannot receive faxes and you also do not have a fax number that is specific to your business.
The website is quite straightforward and simple. To use their services, all you have to do is visit their website, enter sender information, i.e., your information and information about your recipient.
A few other limitations are that you can send only up to 3 pages along with a separate cover page and you can send only up to 5 faxes a day. Thus even if you only have to send faxes and do not need to receive any, you would still require a paid service.
These pages will also have FaxZero branding on them.
If you would like to send a few more faxes but do not require a full-featured online fax service, FaxZero also offers a very small paid package.
While there is a free option, using the paid version you can send up to 25 pages along with the cover page. You can also remove the FaxZero branding if you opt for the paid version. However, even with the paid version, you can also send faxes but not receive any.
Best online fax service for the healthcare industry and other businesses looking for high security faxing solutions.
Sfax is ideal for industries that require all of their documents to be secured with high-level security. It is HIPAA and GLBA compliant and is the best choice for industries that are regulated.
Sending and receiving faces becomes very convenient and hassle-free with Sfax. You can send and receive faxes through your phones, tablets, laptops, or PCs and organize them in your drives.
Sfax allows you to attach documents from your drives and also lets you store received faxes so that you can access them anytime. You can also add signatures to your documents using this service.
One of the best features about Sfax is that if you operate across multiple locations and would like to deploy Sfax across all locations, you will not have to take paid plans for each. You can get multiple fax numbers in one plan and use them throughout.
Since many people can use the same plan at once, Sfax also lets administrators grant or restrict access, manage permissions, and alter security settings as needed.
Sfax takes pride in the level of security that it offers. In fact, it uses emails only to send you notifications and encrypts all of its mails so that there is no chance of data breach.
They go one step further to ensure that all of their employees have clear backgrounds and undergo HIPAA training.
Some industries apart from healthcare that can benefit from this high-security faxing service are real estate, finance, manufacturing, law, education, and transportation.
Sfax offers four different pricing plans on a monthly and annual basis. If you choose the annual plan, you get one month of services free of cost. If your business needs to send and receive a large number of faxes, you can contact the customer support team for a custom plan.
Best low-cost online faxing solution for small businesses.
The Fax.com interface is pretty simple, easy to navigate, and basic. It is ideal for businesses that might occasionally need to send faxes.
Using Fax.com you can send or receive up to 300 pages each month after which it might become slightly expensive as you will be charged relatively high per page. With Fax.com you can choose a local or international fax number according to your business needs.
This online fax service does not have a mobile application but you can send faxes through the web interface or email. Faxes sent to you will arrive straight to your inbox as PDF or TIFF attachments.
Some advanced features offered by Fax.com are that you can create an address book and save the most commonly used addresses, you can create a cover page, add headers to your faxes and compose your fax the way you want.
It also offers zone stamping, fax forwarding, auto-resending of failed faxes, online reporting, and others as a part of its advanced features.
Fax.com also allows multiple to login to one ID by simply adding their email IDs to it. Thus using one subscription many people can send faxes without the need for separate subscriptions.
However, irrespective of the number of people you add, the limit of faxes that you can send and receive remains 300.
Whether it’s a picture, a PDF, an MS-Word document, Fax.com supports all the most popular file formats. You can attach files in any format and send them to the desired address with just one click.
You can also store all your faxes in your account up to 30 days after they have been received, post which they get deleted automatically.
Fax.com offers only one plan priced at $9.99, a month. Once you have completed the 300 allowed faxes in a month, you will be charged $0.12 for each additional page.
Best affordable and feature-rich online fax service for large businesses with extensive faxing needs.
mFax is the best option for Windows users because if you use Windows, you can fax anything that you can print. This makes it extremely convenient to fax your documents with a click, without the need to print them first.
mFax supports most of the common file formats like PDF, DOC, XLS, PNG, PPT, and a few others. You can attach these to your email like a normal mail and simply add the recipient’s fax number along with the mFax extension to send it as a fax.
You do not need to install software if you are not using email. You can send faxes even from their web interface. Every time your fax is sent, you will receive a confirmation email. Whenever you receive a fax, mFax sends it to you in PDF format straight to your inbox.
If you wish to use one account and allow multiple people to send faxes using it, mFax also offers administrative features allowing you to grant and restrict access anytime. Anytime someone sends a fax, the admin gets an update and will need to authenticate the email being sent.
mFax offers enterprise-level admin features where you can monitor all the fax numbers assigned to your company, and also monitor the activity on them.
Currently, mFax does not have a dedicated mobile app but they are in the process of developing one. However, you can still access all your faxes from any device that supports a browser.
A unique feature that mFax offers is FaxBridge which you can plug into your old fax machine and make it paperless. All you need is an internet connection. Using this, you can convert all your incoming faxes into emails and eliminate the use of paper.
mFax is a desirable option for enterprises also because of the high level of security that it offers. Your faxes stay encrypted and secure because of the encrypted document exchange feature, authentication, advanced perimeter defense, and regular data backup that it offers.
mFax offers 4 different pricing plans to suit different business needs. There is a free trial with each of the plans. You can fax 250-2500 pages per month depending upon the package that you have chosen.
12. Biscom 123
Best online fax service with all the basic features that one might need.
Biscom 123 as the name suggests prides itself on its 3 step process. All you have to do is set up an email, attach all the files that you want to send and send it to the respective email address with the Biscom 123 suffix.
One drawback may be that you cannot use its web interface but it does have an app to send the faxes. Even though some might find Biscom 123 to be limited in functionality, it is only so if you choose their ready-made plans.
Biscom 123 offers two pre-priced plans which include a fax number, a particular number of permitted users per account based on the plan you choose, a page limit per month, cost per additional page, and other basic features like the mobile app and email-to-fax feature.
If you need additional features, you can contact the support team and they will design a custom plan for you.
The additional features include international calling, volume pricing if you want to fax many documents or have many people operating through one account, support for these additional users, and API access.
Biscom 123 is a simple, easy to use fax service which can be used by small businesses or individual business owners, proprietors to send faxes on a small scale.
Biscom 123 offers only two pricing plans, one for an individual user who can fax up to 30 pages per month and the other for a group of 5 users who can fax 300 pages per month. If you would require the additional advanced features, you can contact the customer support team.
Best cost-effective online faxing service for businesses with large faxing needs but small budgets.
FaxBetter is extremely easy to use and self-explanatory, making it a great choice for users who haven’t used an online faxing solution before.
When you visit their website, you can read a short but detailed guide on how to operate FaxBetter and all the benefits that you can derive from it.
There are two options for you to choose from when you choose FaxBetter, an unpaid version with limited features and a paid one with all the features included.
You could choose the unpaid version, but it would be useful only if all you want to do is receive faxes as you cannot send faxes in the free version.
When you sign up for FaxBetter you automatically get a toll-free fax number using which you can send and receive faxes. When you receive faxes, they get delivered to your inbox through the email registered on your FaxBetter account.
FaxBetter supports most of the common file formats like Doc, Pdf, Jpeg, Excel, HTML, and others and lets you send and receive up to 500 pages if you subscribe to the paid version. Using the free version you will be able to receive only 50 pages.
If you opt for the paid version, you can use FaxBetter as a cloud for all your faxes because it offers unlimited lifetime storage.
If you choose the unpaid version, you can store a total of 1000 faxed documents and access them through your FaxBetter account.
Even though FaxBetter offers a free as well as a paid version, the unpaid option is useful only for receiving faxes. Also, the toll-free fax number assigned to you will stay active only if you receive at least one fax every week.
The paid version is more feature-rich and is ideal for businesses looking for a cost-effective yet complete service.
Best one-stop online fax service for businesses of all sizes.
Faxage offers multiple solutions for businesses to send faxes online. Using this online fax service, you can send faxes using email, website, mobile applications, and API faxing.
Having such a wide range of options is ideal because you may have access to one mode at a time while not the other. Using faxage, you can always send faxes even on the go or straight from the application.
Faxage offers local and toll-free fax numbers which businesses can use to send faxes all over the United States and Canada. When you subscribe to Faxage’s packages, unlimited users can send faxes from one fax number.
If you already have a fax number, you can check if it is eligible for porting and port it to Faxage. However, unlike most other services, Faxage requires 10 business days to complete the porting. In the meanwhile, you will be assigned a temporary fax number to use.
It also allows you to add additional fax numbers to one single account without necessarily creating separate accounts for each fax number. This ensures that the admin has complete control over all activity on all the associated fax numbers.
You can also use Faxage as your online cloud backup for faxes as Faxage also offers unlimited storage to its users at no additional cost.
Every time you send a fax through email, Faxage will send you a confirmation email as soon as the email gets delivered. If you use the mobile app, Faxage allows you to send photos in your mobile as faxes.
While sending faxes through the mobile application you can attach PDFs, PNG, JPG formats, attach pictures from your phone’s gallery and even sign and annotate received faxes so that you can find them later.
The Fax API offered by Faxage takes it a notch above its competitors by allowing you to integrate the faxing solution with your software and send faxes directly from your operating systems.
Faxage offers four different pricing plans for its different customers and their needs. While the individual plan is ideal for individual business owners all others are ideal for businesses with varying business requirements.
Best online fax service for immediate one-time faxing requirements.
Sometimes, you need to send a fax urgently and it is a one-time requirement. For such needs, subscribing to a faxing service is just a waste of money. This is where WiseFax is the ideal choice.
If you have regular faxing needs, you can subscribe to a plan or you can simply buy fax tokens and complete your task.
If you would like to send a fax once in a while, you can just sign up, buy fax tokens if required, upload the documents and enter the required details of the recipient.
WiseFax lets you send faxes locally as well as to international fax numbers. You can use the web browser, desktop, and mobile apps as well as email integrations to send faxes.
WiseFax supports all file formats and lets you attach scanned documents and images from your gallery as well. When you receive faxes, they get stored on the WiseFax portal, and notifications are sent to your email about the received fax.
With WiseFax, you can edit your faxes by adding cover pages, signatures, edit them or fill in the documents before sending them.
This online service is very convenient for most users because it lets you check the status of your fax, sends delivery confirmation, offers multiple automatic retries if your fax fails, and also offers fax rerouting to ensure successful deliveries.
WiseFax offers two types of pricing, where there is one you can pay as you go and the other offers a full-featured subscription and also offers a fax number.
WiseFax is a very flexible option because even if you choose a subscription, you can get a monthly subscription or a weekly one, so there is no long term commitment with any option.
Best online fax service for those who use their mobile to send faxes.
While FaxBurner is the ideal choice for those who want to use their phones to send and receive faxes, it is also good for those looking for a temporary online fax solution. With faxBurner, you can get a free fax number for 24 hours, and you can keep it once you subscribe to a paid plan.
Using the free version of FaxBurner, you can send up to 5 pages and receive 25 pages every month without any charges.
You can send your faxes from your email, your mobile phones, or your tablets. Before you send your fax, FaxBurner also lets you add signatures, fax photos, and add cover pages to your fax.
Once your fax is delivered, a confirmation email will be sent to your registered email id.
Using FaxBurner is extremely easy because all you have to do is download their application on your devices, create an account, get a fax number and you can start sending and receiving faxes and delivery notifications.
FaxBurner offers integrations with cloud services like DropBox, making it easier for you to attach documents from the cloud and your phone. When you compose fax it gets converted to an email and gets sent as PDFs to the recipient.
This online service also implements TLS protocols which makes the entire process of sending and receiving faxes reliable and protects from data theft.
FaxBurner offers three different plans, one of which is free. While the free version offers only a limited number of outbound and incoming faxes, with the paid plans, you can send and receive up to 2000 pages.
With the paid plans you also receive a permanent toll-free fax number, unlike the free plan.
How Does Online Faxing Work?
Businesses are going digital these days and this transformation has made most of their processes paperless.
With this, the old fax machines are slowly becoming obsolete now because the process of printing out a document and then faxing it using a fax machine seems too cumbersome. Instead, online faxing seems to be making life so much simpler for business professionals.
Let us help you understand how online faxing works.
Internet faxing basically refers to sending and receiving faxes over the internet. Just how you would send faxes using a fax machine to different fax numbers, you can use online faxing services to send faxes online.
All you have to do is subscribe to a reliable online faxing service like the ones on our list. While some of them let you send faxes from the web browser, others let you attach your files through mail, send through mobile apps, or even through your systems by using API faxing.
If you are working remotely, you do not have to be next to the fax machine to send the fax. You do not need a fax machine altogether. You can use whichever device you have access to and that supports a web browser to send faxes remotely.
Most online fax service providers offer toll-free or local or even international online fax numbers which you can use to send faxes across the globe. If you already have a fax number, you can get it ported to an online fax service provider and continue using the same.
When you would like to send a fax, all you have to do is enter the fax number of the recipient and the fax gets delivered as a PDF.
The best online fax services support the most common file formats and let you send photos, PDFs, Docs, Excel sheets, and other formats.
Online faxing can be a boon to many, especially businesses that need to send faxes quite often.
Using mobile fax services like FaxBurner you can even send faxes through your phone. These services let you attach documents and pictures stored in your phone or even scan and attach.
Some of the best online fax services also have integrations with the most common cloud services like DropBox, Box, Google Drive, and others, making it very easy to attach documents as fax and send them.
Some other services even offer unlimited fax storage and store all your faxes online on their online portal and act as your fax cloud. Even after your membership gets over you can access your documents on their portal.
Online faxing services are also particularly careful about their security since data theft is one of their vulnerabilities. The faxes that you send are encrypted and are securely delivered to registered email addresses.
Some advanced fax services like Fax.Plus also offer some advanced features like announcing incoming messages on your recipient’s fax machines. On the other hand, there are some online fax services like Fax.com which are pretty basic and just let you send and receive faxes.
What Features to Look For in the Best Online Fax Service?
Now, there are many online fax services out there in the market.
If you are someone who is just trying to make a sift from the conventional fax machine to online fax service, how do you choose?
Here are the features that you should look for in the best online fax service.
1. Offers international online fax numbers
While the best online fax services will offer you a choice between local, international, and toll-free numbers, it is very important to choose one that offers international online fax numbers.
This is especially important if you are or wish to be a global business someday and may have to send faxes to your clients or customers on the other side of the globe.
The best online services also offer these international fax numbers free of cost, i.e., they are included in your package. So, if an online fax service charges you for a fax number separately, they may not be the ideal choice.
2. Let’s you port your old fax number
It is likely that if you want to shift to online faxing, you have tried the conventional fax machine and have a fax number already. Or, you might be unhappy with your previous service provider and might want to switch.
Whatever the case be, the best online fax service will let you port your old fax number and then start using their services. This feature is essential because this way you do not miss faxes that arrive at your old fax number when you sign up for a new one.
Another factor to consider is the time required to port the fax number. Choose one with the lowest downtime so that you do not miss any incoming fax in the meanwhile.
3. Allows you to edit your fax before sending
Faxes can look pretty boring on their own. But since these are professional documents in most cases, the scope of making them look attractive is very small.
However, choose a service that lets you add a cover page to your fax before sending. Some online fax services even offer templates of different covers from which you can choose.
You might also want to look for a service that lets you add digital signatures to a document that you wish to fax. Some service providers even let you annotate your faxes so that they are easy to find later.
Some advanced online fax services might also let you edit or fill in documents like forms before sending them through fax. This eliminates the need to print out a form, fill it, scan it, and then fax it. The entire process becomes very easy.
4. Email status tracker
Ideally, a good virtual fax service should send you a confirmation email about the delivery of your fax once you send it. When the delivery of fax fails, some service providers even automatically retry to send the fax and send you updates on successful delivery.
Generally, online faxes get delivered as emails in PDF formats. The tracking feature lets you track whether the email was successfully delivered or is still in the pipeline.
5. Group faxing
Often, there may be some numbers you commonly send faxes to, or your faxes may have a particular group of recipients. Choose a service that lets you create groups in the address book and send them emails at a go.
This eliminates the need to manually enter every single fax number each time you would like to send a fax. The situation could apply to businesses that have branches across the world and send weekly memos or informational documents to all branches using online fax.
6. Let’s multiple users send faxes from one fax number
If your business needs multiple people to send faxes, having multiple accounts may be expensive. The best online fax services will let you have multiple fax numbers from one account or even let multiple people use one fax number.
Choose one that suits your needs the best instead of purchasing separate accounts for each user.
7. Integrations with cloud services
We have all moved to the stage where we use the cloud to store our documents rather than external drives. Online faxing makes it very easy to attach documents even on the go without having to be next to a fax machine.
The ideal online fax service will have integrations with cloud services so that you can attach files from your drive.
Some good online fax services let you store your documents on their online portal and act like your lifetime fax storage if they do not offer cloud integrations.
8. Has a mobile application
Choose an online fax service that has a mobile application because it makes it very easy to send faxes even on the go.
You can scan and attach files to your fax, attach photos from your phone gallery and also fax documents stored on your device.
Most online fax services let you attach files to emails and send them to fax numbers by simply adding a suffix that you can access from your phone too. But, having a mobile application can let you access all the features from your phone itself.
9. Large file sharing
Some service providers may let you attach only one page per fax or support files that are small in size. Select a service provider that offers large file sharing, lets you attach multiple files, and also supports the most common file formats.
When you send faxes, they anyway get converted into PDFs before they get emailed.
10. API faxing
This feature would depend on the kind of business that you are in and the nature of the faxes. If you want to fax your reports from the CRM system to your head office, choose an online fax service that offers API faxing.
This lets you integrate your fax service with your application, system, or software and you can directly send the faxes from the system.
11. Easy to use interface
Complex applications haven’t done anyone any good to date, as it just takes up a lot of time and energy to try to figure out how to operate it.
Choose an online fax service that is easy to use and operate like Biscom 123 which takes pride in its three-step process of sending faxes.
12. No extra software installations
The best online fax services do not require you to install any software on your desktop or mobile except for a simple application. You can use their web browser or even their email to send faxes if you do not want to download the applications.
So do not choose one that requires you to download heavy software to send online faxes. One of the main benefits that online fax services offer is that it helps you get rid of the bulky fax machines. Having to download software defeats the purpose.
13. Reasonable pricing
Online fax service providers let you send and receive a certain number of faxes under their packages. Some service providers may charge you exorbitant prices for each page after the limit is crossed.
While looking at the pricing, also look at this price as it might sometimes be as high as $0.15 for each additional page. Choose a service provider whose plans fit your budget.
Online Fax Services FAQ
One of the obvious benefits is that you can get rid of your bulky fax machine and go completely paperless. This saves you the cost of maintenance, paper, and also is much more convenient than sending paper faxes.
It can help you compose faxes just how you would compose a mail. You can attach any document from your drive or your device and send it to other fax numbers. You also get notified when your fax gets delivered.
Online faxing services are also very easy to use and offer you multiple options like a fax from a web browser, email, API, or mobile application.
Online faxing lets you send and receive faxes over the internet without putting any conditions on your location, device, or mode of sending the fax, i.e., through email, website, application, or API.
You do not need to have a fax machine or install any software. You can use your phone, laptop, tab, or PC to send faxes online.
Whereas with regular faxing, you must be present next to the fax machine physically when you want to send faxes. Regular faxing comprises a bulky fax machine, which consists of a scanner, printer, modem, and also a phone line.
You must know that according to the TCPA and Junk Fax Prevention Act of 2005, you must not fax unsolicited advertisements to businesses as well as individuals with some exceptions to this condition.
Every fax that you send must have the name of the sender, date and time when the fax was sent, and fax number of the sender.
Most online fax services are paid services where a few may offer a free version with limited features and a paid version which consists of all the features that they offer. Examples of such features include FaxBurner, FaxBetter, HelloFax, and FaxZero.
These partially free online fax services may not solve your purpose as they always have an upper cap on the number of faxes that you can send or receive. Moreover, with some services, you might not be able to send faxes but only receive them.
A free online fax service will also almost always have their logo or watermark on the documents that you fax using their services.
Important features like security, international fax numbers, fax number porting, digital signature, and a few others may be missing in free online fax services.
You can send sensitive information using online fax services as long as you know the person who will be receiving it and are sure that it will be only them who have access to the document.
When you send an online fax, it gets converted to a PDF and arrives in the inbox of the recipient’s email address. If you are sending confidential information, ensure that no one else has access to the inbox.
Also, look for a service like Fax.Plus, Nextiva vFax and Sfax that take security very seriously and offer multiple layers of security, encrypt your documents during transmission and follow TLS protocols so that no data gets lost during transmission.
Start Faxing Sensitive Documents Online
If you have read so far, it is safe to assume that you are giving online fax services some serious thought.
Whether you are completely new to sending and receiving faxes or are shifting from the conventional method, ensure you have carefully evaluated your requirements so that you choose a service that fits your needs.
Here’s a quick overview of the top 5 best online fax services from our list.
If you are looking for an online fax service to send faxes to groups of people, want ample storage for faxes and also want to add digital signatures to your documents eFax is the best choice.
Small businesses within the US and Canada, that require a service which allows them to send large amounts of faxes, MetroFax may be a great choice.
In case you have a restricted budget for fax, but you still want to experience the best that online fax service has to offer, Fax.Plus can be a good solution.
On the other hand, if you are looking for a feature-rich one stop online fax service you could give MyFax some thought.
Now for companies who might be skeptical as this may be their first time opting for a paperless online fax service, Nextiva vFax may be a good choice as it takes care of the security aspect as well as provides all the important features that one might look for in a good online fax service.
Whichever service you choose, ensure that it fits your budget and addresses your problem correctly. Once you have shortlisted a few, do read some online reviews about the chosen online fax services to know the experience of others with similar needs.
You have all the information you need to make an informed choice now. Hurry up, what are you waiting for?