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Best Online Fax Services

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With so many digital communication methods at our disposal, faxing might seem a bit outdated. But it’s still very much a part of everyday life. Here at Crazy Egg, we send and receive quite a few faxes every month. Based on our experiences, Nextiva vFax is the best online fax service. It’s a great choice whether you send the occasional fax or handle tens of thousands of faxes every month. It offers one of the most affordable entry-level plans and can infinitely scale to match your needs.

The Best Online Fax Service for Most

Nextiva vFax

Nextiva vFax

Best for Most

Looking for an affordable online faxing service with all the essential features you need to send and receive faxes? Nextiva vFax is the cheapest option on our list and includes everything you need without the high-end features you’re never going to use. Paid plans start at just $7.95 per month for up to 500 pages.

Nextiva vFax is our top pick because it’s the most affordable option on our list and offers other cost-effective plans to match varying demands (while ensuring you don’t have to pay for pages you won’t use). You can send online faxes in a few clicks and it’s compatible with the hardware you already have—including your existing fax machine. 

The entry-level plan is $7.95 per month and includes 500 pages. It’s more than enough for most businesses with plenty of room to grow if your needs change.

The 9 Best Online Fax Service Options to Consider:

  1. Nextiva vFax – Best for most
  2. Ooma – Best for unlimited monthly faxing
  3. MetroFax – Best for mobile faxing
  4. Fax.Plus – Best for faxing 100 pages or fewer each month
  5. eFax – Best for advanced fax archiving and storage
  6. RingCentral Fax – Best for high-volume faxing
  7. SRFax – Best for healthcare providers
  8. mFax – Best for businesses with up to 50 users
  9. MyFax – Best for home office use

When It Makes Sense to Invest into Online Fax Services

Anyone who needs to send or receive faxes should carefully consider making the switch to online faxing.

From high-volume business use to infrequent home office use and everything in between, online faxing is an excellent way to modernize your business and improve employee efficiency company-wide. But the best part? It’s actually easier than using a traditional fax machine.

On top of that, you don’t have to worry about hardware maintenance, ordering ink cartridges, or buying hundreds of reams of paper to ensure you never run out, making it more cost-effective than traditional faxing.

Whether you only send the occasional fax or send dozens of them every day, investing in online faxing services is a smart move.

#1 – Nextiva vFax — Best Online Fax Service for Most

Nextiva vFax

Nextiva vFax

Best for Most

Looking for an affordable online faxing service with all the essential features you need to send and receive faxes? Nextiva vFax is the cheapest option on our list and includes everything you need without the high-end features you’re never going to use. Paid plans start at just $7.95 per month for up to 500 pages.

Nextiva offers a wide range of business communication products, including VoIP phone services, live chat software, sales tools, customer service tools, automations, and internal team collaboration.

While faxing is built into numerous Nextiva products, there’s also a standalone online faxing solution that’s an excellent fit for all types of businesses and even personal use as well. It’s the most affordable option on our list and the minimal interface is second to none.

However, the best part is that you don’t have to buy any new equipment or hardware to get started.

You can use it straight from your existing fax machine, phone, tablet, or computer and send faxes in just a few clicks (or taps). Depending on how you want to use it, you could send your first fax in the next ten minutes. It’s that easy.

Incoming faxes show up in your inbox. As long as your team’s comfortable with email, they’ll have no problems picking up Nextiva’s online faxing solution.

If you already have a fax number, you can continue using it or opt for a free toll-free or local number courtesy of Nextiva. And adding new lines and numbers is easier than ever when you’re ready to scale or hire someone new.

On top of that, multiple people can log in using the same account, so there’s no need to purchase a separate plan for each user. 

In terms of archiving and fax storage, Nextiva automatically saves every inbound and outbound fax for up to six months. Your archives are secure and searchable, making it easy to find what you need. Alternatively, you can download faxes and archive them elsewhere if you need to keep them for more than six months. 

One of the biggest downfalls of Nextiva is that you can’t send international faxes—at the time of writing this, there’s no support for it whatsoever. So, if that’s something you regularly do, you’ll have to choose a different option on our list. 

There’s also no dedicated mobile app. But you can access your portal using the browser on your phone if you need to send or receive faxes on the go. It’s not the most optimal way to do things, but the capability is there if you need it. 

Nextiva offers two very affordable plans:

  • vFax Essential — Starts at $7.95 per month (500 pages)
  • vFax Professional — Starts at $13.95 per month (1,000 pages)

On the Essential plan, you’re paying right around $0.01 per page, which is an excellent deal. The Professional plan is slightly higher than that at $0.013 per page. 

The cheapest plan is usually enough for most users, but you can upgrade to the Professional plan at any time if you need more pages.

Alternatively, you can pay $0.03 per extra page if you go over your limit occasionally. 

If you need more than 1,000 pages, Nextiva One is a smart option. However, it also comes with all of Nextiva’s communication tools, including a phone system, video meetings, and collaboration tools. So, it’s only suitable if you’re also looking for those solutions. Pricing starts at $18.95 per user per month, making it comparable to Nextiva’s faxing-only plans. 

Sign up for a vFax free trial to see if Nextiva’s right for you today!

#2 – Ooma — Best Option for Unlimited Monthly Faxing



Best for Unlimited Faxing

Modernize your office phone system and unlock unlimited monthly faxing with Ooma. You can knock out two improvements at once and never have to worry about exceeding fax limits. It's great for companies who have infrequent periods of heavy faxing, plus you get a fantastic business calling and texting solution to boot.

Faxing isn’t a frequent need for many businesses, but when you need to fax, you can’t waste time with a limited solution. What if you could just eliminate monthly faxing limits altogether?

If you get business phone service from Ooma, you can kiss that worry goodbye.

Every user on either of Ooma’s business phone plans gets unlimited access to the platform’s virtual fax capability. There are no monthly page limits and, thus, no fees or penalties for months of much higher usage.

That’s fantastic for companies or organizations that may only have a few stretches during the year where they lean hard on faxing.

There are a few restrictions on what you’re faxing to be aware of, but they’re pretty typical.

Ooma’s faxing capability can handle a maximum file size of 10 MB for each fax. All faxes are sent in black-and-white, so be careful not to send any pie charts reliant on color-coding. Ooma can handle letter and legal-size formats, but nothing wider than 8.5 inches.

Also, Ooma can’t ensure HIPAA compliance on its own, so it’s on you to take the necessary precautions if you’re sending medical information.

But, that’s really it as far as limitations go. And most organizations aren’t too concerned with faxing full-color brochures or gigantic PowerPoint decks.

If you’re just sending documents and forms, Ooma can handle your faxing needs with ease.

Granted, Ooma’s faxing capability only comes as part of its larger business phone service offering. But compared to the other VoIP phone providers that include faxing, you’re getting one of the best monthly rates out there with Ooma.

For $19.95 per user per month (with no need for a full year commitment to secure that price), you get Ooma Office for your company. That comes with all the phone essentials, including conference calling, ring groups, a virtual receptionist, SMS messaging, and much more.

The only big things lacking from Ooma Office are video conferencing and call recording. Those are both available with Ooma Office Pro, which is just $5 more per user each month than the basic plan.

If you’re looking to modernize your phone system, Ooma is a great way to go. There’s no hardware required to install and both plans come with a mobile app to accommodate remote and on-the-go workers.

So, if your fax needs fluctuate from non-existent to massive from time to time during the year, look to Ooma. You can improve your phone system and get unlimited monthly faxing in one step while also not having to pay an arm and a leg each month.

#3 – MetroFax — Best Online Fax Services for Mobile Faxing



Best for Mobile Faxing

MetroFax delivers one of the best mobile faxing experiences on both Android and iOS, making it the perfect choice for anyone who frequently works on the go or out of the office. Get everything you need to save, archive, print, send, and receive faxes from your phone starting at $8.30 per month.

MetroFax offers the best mobile faxing apps for iOS and Android out of all the providers on our list.

It’s a great choice whether you and your team are regularly in the field, frequently working outside the office, or want the convenience of sending and receiving faxes on your phone. It’s also an excellent choice for traditional office settings because it means your team can get more done without having to be at their desks.

With the power of a fax machine in your hand, you can go about your day without disrupting communications because you’re away.

Several options on our list don’t have a mobile app at all, which makes sending and receiving faxes on the go a frustrating experience. Others only offer a mobile-optimized website.

While that may work for some, it’s not ideal.

It’s safe to say we’ve all struggled to do something easy with a mobile browser at one point or another. That’s exactly why MetroFax puts so much time into developing its mobile faxing interface on both major mobile operating systems. Mobile faxing is supposed to be easy, and with MetroFax, it actually is.

Aside from the mobile app, MetroFax’s packages come full of helpful features, including automatic resends if your first attempt doesn’t go through, the ability to send to multiple recipients simultaneously, and one-click contact list importing for easy admin setup. 

You can also send faxes to more than 170+ countries if you need to. Some of the options on our list don’t support international faxes, so this feature is definitely one that stands out.

Every plan comes with the ability to connect up to five email addresses using the same fax number. Once they’re connected, you can send and receive faxes using all five emails. Not only is it convenient, but it also makes your faxing solution affordable as well.

You can share your account with others without having to pay for multiple plans. Alternatively, you can connect your own emails to make accessing and sending faxes for personal and business use on the go as easy as possible. 

MetroFax comes with basic fax storage and archiving capabilities, which is more than enough for most users. Plus, you can search, print, and save them right from your phone or tablet. 

There are three packages with varying page limits to choose from:

  • Essential — $8.30 per month (500 pages – $0.017 per page)
  • Best Value — $10.79 per month (1,000 pages – $0.011 per page)
  • Professional — $29.96 per month (2,500 pages – $0.012 per page)

You can also choose from month-to-month, quarterly, and annual plans, depending on what you need. Quarterly and annual plans offer a nice discount if you’re on a tight budget. 

Sign up for a free 14-day trial to see if MetroFax is right for you today!

#4 – Fax.Plus — Best for Faxing 100 Pages or Fewer Each Month



Best for 100 Pages/Month or Less

Fax.Plus is the ideal solution for organizations that don't need to send and receive a ton of faxes each month. It’s easy to use, comes with built-in electronic signatures, and includes a free plan for up to ten outbound faxes per month. Paid plans start at $4.99 per month for up to 100 pages.

If you’re don’t need to fax more than 100 pages each month, Fax.Plus is our #1 recommendation for you. 

That’s because you get excellent pricing for that limited usage, especially if you’re not planning on purchasing a full year of fax service.

While Nextiva takes the cake here for annual plans (you get 500 pages/month for $4.95 per month), their lowest-cost tier jumps up to $8.95/month when paying month-to-month.

With Fax.Plus, month-to-month pricing for 100 pages/month is just $5.99. Sure, you get fewer pages, but no year-long commitment means you can start and stop the service as needed (there’s no setup fee).

You’ll be a bit limited on features, but this Basic plan from Fax.Plus comes with the essentials you’ll need.

You get sending and receiving, email-to-fax, scheduled faxing, confirmation reporting, and unlimited fax storage.

Any additional pages over 100 you send or receive are charged at $0.10/page.

On top of that, you can use Fax.Plus Basic for electronic signatures, which eliminates the need to buy yet another software with recurring monthly fees. Not all online faxing services include this, so it’s definitely a standout feature. 

Another incredible option we haven’t seen elsewhere is the ability to optimize documents for fax transmissions in one click (or tap) from your web browser or mobile device. 

Not only does this functionality result in better quality faxes that are significantly easier to read, but it also helps reduce the amount of time your faxes take to send. 

So, you can hit send and walk away, rather than waiting around to make sure it goes through. 

There are five total plans to choose from:

  • Free — $0 (10 pages)
  • Basic — Starts at $4.99 per month (100 pages – $0.05 per page)
  • Premium — Starts at $9.99 per month (300 pages – $0.03 per page)
  • Business — Starts at $14.99 per month (800 pages – $0.019 per page)
  • Enterprise — Starts at $49.99 per month (3,000 pages – $0.017 per page)

If you don’t need to receive faxes, you can use the Free plan forever. It includes up to 10 pages per month and is excellent for very infrequent usage. And you still some key features, such as e-signatures and scheduled faxing.

With the Business plan, you can include up to five users while getting an excellent per-page rate. Plus, it’s significantly cheaper than paying for five separate user accounts with any other provider on our list. 

In this tier, you also unlock a bunch of useful features, like integration with popular platforms, including Microsoft Office, Google Drive, G Suite, Google Chrome, Slack, iOS, and Android.

If you need more than that, the Enterprise plan supports unlimited users and comes with Zapier integrations to connect to virtually any platform you can imagine. 

Sign up for the free plan to take Fax.Plus for a test drive today!

#5 – eFax — Best for Advanced Fax Archiving and Storage



Best for Archiving and Storage

Need to store faxes forever with advanced search and organization capabilities? eFax is your new best friend. Includes unlimited storage space, folders, tagging, and more. Every plan comes with a free user-friendly mobile app that makes faxing on the go a breeze. Plans start at $14.13 per month.

Depending on what you do, you may need more advanced archiving and fax storage functionality than most online fax services deliver. Some options only keep the most recent faxes, and others may limit you to six months in the past. 

However, eFax goes above and beyond by offering unlimited storage with your subscription. 

It’s an excellent choice for finance teams, legal institutions, real estate firms or agents, manufacturing facilities, universities, and more. 

With eFax, you don’t have to worry about manually storing faxes on your hard drive or in the cloud since it’s automatically done for you. 

And you can rest easy knowing that saving a new fax won’t delete old ones to make room. 

The system also automatically saves additional information about each fax, including transmission date and time, the recipient’s name, and the sender’s name, so you never have to go searching for more information. 

Not only that, but you can create folders to help you stay organized and make future retrieval that much easier. 

Maybe you want to save all of your finalized contracts in one folder. Perhaps you prefer organizing files by month. Or, perhaps you want all interactions with the same client archived together.

Regardless of how you do it, eFax gives you the flexibility you need to organize your archives however it makes sense for you. 

Every plan also comes with the ability to tag faxes in real-time. Doing so makes it incredibly easy to find what you need later. Simply search by tag to find exactly what you need without spending hours or days digging. Alternatively, you can search by name, date, or keyword. 

eFax’s mobile app makes archiving and searching on your phone more straightforward than ever. You can even download faxes and forward them straight from your mobile device. 

When you sign up, you also get a set of standard features like electronic signatures, cloud integrations for easy file sharing, the ability to send to up to 20 recipients simultaneously, and support for multiple users on the same account. 

There are three pricing plans to choose from:

  • Plus — $14.13 per month (150 outbound, 150 inbound – $0.047 per page)
  • Pro — $16.63 per month (200 outbound, 200 inbound – $0.042 per page)
  • Corporate — Custom pricing

eFax’s per-page pricing is among the highest on our list, so we only recommend it if you need the advanced archiving features. Otherwise, you can get similar functionality and better prices elsewhere. 

It’s also important to note that there’s a mandatory $10 setup fee. No other providers charge this, but you can offset that cost by choosing an annual plan and getting two months for free.

Get started with eFax today!

#6 – RingCentral Fax — Best for High-Volume Faxing


RingCentral Fax

Best For High Volume Faxing

Sending a thousand faxes or more every month and tired of paying outrageous prices to do so? RingCentral offers one of the highest faxing limits at the lowest price we’ve seen on the market. Get everything you need, including a free fax number, up to 1,500 pages, and custom cover sheets, for just $17.99 per month.

RingCentral is an industry leader in the business communications space, offering solutions for phone, video, instant messaging, online faxing, and more.

It’s an excellent choice for high-volume businesses looking to ditch their outdated faxing processes and upgrade to a modern online solution because you get a large number of pages (1,500) at an affordable price. 

You also get various other features, including cloud storage integrations, custom cover sheets, affordable add-on fax numbers, and top-notch encryption methods. 

With RingCentral, you can also block incoming faxes if you don’t have the number saved in your contact list. This can help drastically reduce the number of junk faxes you get while leaving more space in your plan for the faxes that actually matter. 

On top of that, you can set up fully-customizable text alerts for incoming faxes. 

Rather than watching your inbox, you can walk away and take care of other tasks without worrying about missing something important. 

As such, you get a ton of valuable features built for high-volume users with incredibly high page limits at an affordable price. To put things in perspective, eFax Pro only gives you 400 pages at $19.95 per month. 

But with RingCentral, you get 1,500 pages for $17.99 per month. This comes out to $0.012 per page, which is one of the lowest per-page rates we’ve seen. 

If you go over your monthly limit, add-on pages are $0.049 per page. 

However, one of RingCentral’s most significant limitations is that the fax log only contains information for the last 200 faxes. If you need to store transmissions permanently, you’ll have to save and store them elsewhere manually. 

This may not be a dealbreaker for most users, but it’s an important consideration if you need to retain your records for an extended period of time. 

Note: if you need higher monthly limits, you have to upgrade to RingCentral Office. This plan bundles fax, phone, and video services into one. In addition to unlimited fax pages, you also get unlimited phone calls, texts, conference calling, video meetings, and team messaging.

It’s quite expensive at $34.99 per user per month, so it only makes sense if you need those other features as well. 

Sign up for a free trial to see if RingCentral Fax is right for you today!

#7 – SRFax — Best Online Fax Services for Healthcare Providers



Best For Healthcare Providers

If you’re a US-based or Canada-based healthcare provider, SRFax is the way to go. It’s the only provider willing to sign a BAA, so you can rest easy knowing you’re in compliance (and good hands). Paid plans start as low as $7.95 per month for up to 200 pages with various plans to fit your needs.

Security is a top priority when it comes to transmitting sensitive patient records and medical information. As such, healthcare providers must use a HIPAA-compliant fax service if they’re based in the US or a PHIPA-compliant service if they’re based in Canada.

We highly recommend SRFax for hospitals, physicians, clinics, pharmacies, and any business in the healthcare field because of its dedication to security, privacy, and HIPAA compliance. Plus, it’s the only online fax service willing to sign a Business Associate Agreement (BAA) with its customers. 

This agreement helps sort out and document each party’s responsibilities when it comes to ensuring compliance with legal regulations. So, it’s definitely a smart move to have one in place.

With that said, SRFax also goes above and beyond in terms of security. They provide user authentication, robust application security, organizational safeguards, hardware safeguards, automated backups, and more.

For example, SRFax’s physical servers are only accessible to maintenance engineers and security specialists with around-the-clock physical security in place to protect them. 

And end-to-end encryption processes are second to none since the company uses 2048-bit encryption—256-bit is most common to put things in perspective. 

On your side of things, you can set your account to automatically delete fax data once it’s been delivered to further secure the data and information you’re handling. All of these security measures combined far exceed HIPAA regulations, so you know you’re in good hands. 

SRFax offers plans to accommodate healthcare businesses of all shapes and sizes, including:

  • Lite — $7.95 per month (200 pages – $0.04 per page)
  • Basic — $10.95 per month (500 pages – $0.022 per page)
  • Plus — $16.95 per month (800 pages – $0.021 per page)
  • Standard — $30.95 per month (1,500 pages – $0.021 per page)
  • Standard Plus — $49.95 per month (2,500 pages – $0.02 per page)
  • Professional — $92.95 per month (5,000 pages – $0.019 per page)
  • Professional Plus — $185 per month (10,000 pages – $0.019 per page)
  • Premium — $395 per month (20,000 pages – $0.02 per page)

The monthly page limits are for sent and received faxes, combined. Additional pages start at $0.035 per month on the Lite plan and get smaller as you upgrade to higher tiers. 

On the lower tiers, your per-page rate is pretty high compared to other options on our list. But, you get a ton of security features, guaranteed HIPAA compliance, and peace of mind for the additional cost. As such, SRFax is only a viable option for healthcare businesses in the U.S. and Canada. 

Sign up for a free 30-day trial to see if it’s right for you today!

#8 – mFax — Best for Businesses With Up to 50 Users



Best for Larger Teams

Say goodbye to the nightmare of managing dozens of faxing user accounts with mFax’s Infinity plan designed specifically for large teams. As one of the most user-friendly faxing services on the market, your whole team can be up and running in a matter of minutes. Plans start at $99 per month.

Managing usage and account configuration for more than a handful of users can be exhausting, especially if you don’t have the tools and support you need. However, mFax specializes in working with larger teams and is our #1 recommendation for businesses with up to 50 users. 

mFax understands that one of the hardest parts of implementing new software business-wide is initial configuration and implementation. 

As such, its online fax service is one of the easiest to use on the market. The interface is friendly and has even won several awards for ease of use and usability. 

So, even your least tech-savvy employees will have no problems learning the ins and outs. With mFax, it’s as easy as sending an email. 

On top of that, you can integrate mFax into the existing workflows, tools, apps, and platforms your team already uses each day. It’s built on RESTful architecture and is 100% developer-friendly. All you need is an idea of how you want it to work and a dedicated IT team ready to make it happen. 

This capability helps drastically reduce the amount of time it takes users to learn and saves them time every time they need to send or receive a fax. 

Another time-saving feature is automatic fax archiving. Rather than manually saving every fax where you want it, the system does everything for you. With that said, each account only comes with 1 GB of storage space. 

So, you’ll probably be better off building automatic archiving to the cloud or a hard drive into your system via APIs. 

One of mFax’s standout features is the ability to connect (and continue using) your existing fax machine. While this does cost extra, you can completely eliminate your analog fax phone line and reduce the recurring costs of paper and ink. 

After installing FaxBridge, all faxes sent to your machine are automatically sent to your email so you can go digital rather than printing them out. 

From an administration standpoint, those in charge of managing your user accounts will love its simplicity and ease of use. Within the portal, admins can add new users in just a few clicks, get new numbers, get rid of old numbers, and manage user-level access permissions with ease. 

To top things off, mFax is built with a mobile-first mindset so users can send and receive faxes on the go from anywhere with an internet connection. 

This is particularly helpful for teams that frequently work out of office or are always on the go. 

mFax offers various pricing plans designed to suit businesses of various shapes and sizes. With that said, we highly recommend the Business or Infinity Plans for most companies. 

Here’s a quick overview of mFax’s different plans:

  • Solo — $10 per month (250 pages – $0.04 per page; 1 user)
  • Team — $25 per month (500 pages – $0.05 per page; 5 users)
  • Business — $50 per month (1,000 pages – $0.05 per page; 15 users)
  • Infinity — $99 per month (2,500 pages – $0.04 per page; 50 users)

These per-page rates are significantly higher than most of the other options on our list. So, we only recommend mFax for larger teams that need advanced user management features and complete customization. 

With that said, $99 per month is a steal compared to paying per-user pricing. 

With RingCentral, for example, you’d have to pay $17.99 for each user. With six users, it would already be more expensive than the Infinity plan with mFax. 

Sign up for a free 14-day trial to take mFax for a test drive today!

#9 – MyFax — Best Online Fax Services for Home Office Use



Best for Home Offices

MyFax offers the ideal solution for occasional home office faxing with flexible plans you can share with up to five users. Get the simplicity and ease-of-use you deserve without clunky enterprise features you’re never going to use. Plans start as low as $8.30 per month for up to 100 outbound pages and 200 inbound pages.

If you run a small business or conduct business from home, you’ll likely run into a situation in which you’ll need to send or receive faxes. Although it may not happen very often, it can be extremely frustrating to deal with it when it does. 

Thankfully, MyFax offers an ideal solution for low-volume home-office situations, so you never have to hassle with finding a workaround again. 

With that said, you can probably get by with a free online fax service if you only send one or two faxes per month. However, those typically come with a cover sheet you can’t customize, so you’ll have to deal with another company’s branding on your faxes. And you can’t receive faxes with most free plans, either. 

Which is exactly where MyFax steps in. The entry-level plan is explicitly designed for occasional home-office use, so you know you’re getting everything you need without the expensive functionality you don’t need.

Plus, it’s one of the most straightforward online fax services to use since it doesn’t have bulky, enterprise-grade features you’re never going to need. 

Every plan—even the Home Office plan—comes with unlimited storage space for the entire duration of your subscription, a free fax number, Android and iOS apps for faxing on the go, and more than 100 pre-built cover sheet templates you can use to design your own. 

Your fax archives are also easily searchable, and you can organize past faxes however you’d like using tags and folders. 

This makes future retrieval a breeze and gives you that nice fuzzy feeling of keeping your communications organized. 

However, the best part is that you can share your account with up to five email addresses. 

You can share with your business partners or your small team at no extra cost. Alternatively, you can link all of your email accounts. Once an account is connected, you can send and receive faxes with it, making MyFax an affordable way to manage occasional business (or personal) faxes with ease. 

There are three plans to choose from, including:

  • Home Office — $8.33 per month (send 100 pages; receive 200 pages)
  • Small Business — $16.67 per month (send 200 pages; receive 250 pages)
  • Power User — $33.33 per month (send 400 pages; receive 475 pages)

The Home Office plan is more than enough for most home office users, so you’ll never have to pay more than the cost of a few cups of coffee per month. 

Sign up for a free trial to see if MyFax is right for your home office today!

Methodology for Choosing the Best Online Fax Service

Choosing the best online fax service depends on various factors. It’s not always easy to make the right choice, especially if you’re not sure what to look for. 

So to help make your decision easier, we distilled everything we know into a definitive methodology you can use to narrow down your choices and find the best solution for your business. 

Fax Volume

How often do you send and receive faxes?

Except for one or two unlimited plans, most online fax services impose monthly sending and receiving limits. We’ve seen those limits as low as ten pages per month and as high as 20,000 pages.

If you go over the limit, you’re charged on a per-page basis. These fees are typically pretty small, ranging anywhere from $0.03 to $0.30 per page. 

With that said, those fees can add up quickly if you’re not careful. 

If you only handle a few faxes per month, we recommend Nextiva, Fax.Plus, SRFax (HIPAA compliant), mFax, or MyFax. They all have affordable introductory plans that should cover your monthly quotas at a reasonable price. 

For high volume faxing, we recommend RingCentral Office (unlimited faxes), MetroFax, or SRFax (HIPAA compliant).

Another important consideration is the number of user accounts you need. For individuals and personal use, you only need one account, so you can use any provider listed here.

Pro-tip: Fax.Plus gives you ten free outbound pages a month, making it an excellent solution for personal, one-off faxing situations. 

If you’re a business with multiple people sending or receiving faxes, pay close attention to the number of user accounts you need. Depending on the provider, you’ll either have a specified number of users bundled into your plan, or you’ll be billed per-user.

For example, the mFax Team plan includes up to five users for $20 per month and RingCentral charges per user at $17.99 per user per month.


E-faxing is more secure than traditional email, which is one of the main reasons it’s still widely used today. However, that added security isn’t always enough.

Some industries have strict data security regulations with legal guidelines governing how you’re allowed to save, use, and transmit personal or sensitive information.

The healthcare industry and HIPAA regulations embody a typical example. As a result of these government regulations, it’s crucial to choose an online fax service that provides the security level you need to ensure your communication practices comply.

Some online fax services go above and beyond to bolster security and provide peace of mind. And even others offer industry-specific solutions with added security layers to protect everyone involved.

We highly recommend SRFax for anyone in the healthcare industry because of the provider’s dedication to going above and beyond HIPAA regulations. 

Other providers make you upgrade to a higher tier for this, but SRFax includes it on every plan.

As such, you can rest easy knowing you’re always in compliance and never putting your clients or customers at risk. 

Mobile Faxing

Sending and receiving faxes from your phone is incredibly convenient, especially if your employees are regularly away from their desks. 

But not every provider on our list delivers this capability. Some options provide a free mobile app you can use for a streamlined mobile experience. Others let you use your mobile browser, which isn’t as easy as using an app. 

And some don’t offer mobile faxing at all. 

For example, Nextiva and mFax let you access your portal with any browser, including mobile devices. But you don’t get a streamlined mobile app. So, the mobile faxing experience may be less optimized for such a small screen. 

On the other hand, MetroFax, Fax.Plus, eFax, and RingCentral come with an optimized mobile app that makes sending mobile faxes as easy as it is on your computer. 

Mobile faxing may not be a dealbreaker for everyone, but it’s crucial to consider if your team is highly mobile, working from home, or doing work in the field. 

Plus, it’s an easy way to make your team more productive. 

Cloud Storage and Archiving

A crucial part of your workflow is storing and archiving faxes, although it’s an easy thing to overlook. What do you do with faxes after you send or receive them? If you need to store them, choosing an online fax service with built-in storage or cloud storage integrations is a smart move. 

Both options mean you can automate your archiving process since the platform automatically does everything for you. 

However, if you choose a built-in storage solution, it’s important to pay attention to storage limits. Many providers offer unlimited storage, but others don’t and will automatically delete the oldest records to make room for new ones. 

Some also have customizable expiration dates so you can decide how long you want the system to keep your records. 

Fax.Plus, eFax, and myFax offer unlimited built-in storage and the ability to search your archives to access what you need quickly. 

mFax automatically stores faxes in your cloud if that’s more convenient for you. 

However, some providers deliver better archive searchability than others. So, if you want a searchable archive database, make sure to choose a provider that offers what you need. 

Both storage options let you tag and categorize faxes as they happen so you can save more time and eliminate human error. And you can rest easy knowing you have detailed records of every sent and received fax with quick access to old files whenever you need them.

An Intuitive User Interface

Although faxing sounds like an outdated activity, utilizing an online fax service should feel comfortable, natural, and seamless. Most users won’t have issues with learning how to use your new software since most are incredibly simple and easy to use. 

However, it’s essential to understand that veteran employees may be set in their faxing ways and more comfortable using those clunky fax machines. 

It may take a bit longer to get those employees up to speed. So, you should carefully look through the provided training materials and understand the level of support you get for implementation and training new employees. 

With that said, implementation goes beyond employee training. Administrators have a bit of work to do to get the software ready for your business. 

For example, they’ll have to set up contact information in the system, create user accounts for everyone on the team, configure notifications, create a cover sheet, and integrate with your teams’ email clients to streamline the entire process. 

Some providers make these steps more straightforward than others because the interface feels modern and natural, while others may feel clunky and outdated. 

Creating and customizing your cover sheet may sound easy, but you’d be surprised at how many users across different online faxing platforms struggle to do so. 

As such, we highly recommend taking advantage of free trials. 

If you’re still teetering between a few different options, getting a feel for the user interface will help solidify your decision. 

Nextiva vFax

Nextiva vFax

Best for Most

Looking for an affordable online faxing service with all the essential features you need to send and receive faxes? Nextiva vFax is the cheapest option on our list and includes everything you need without the high-end features you’re never going to use. Paid plans start at just $7.95 per month for up to 500 pages.


What’s the best online fax service?

Nextiva vFax is our top overall recommendation. It has all of the features required to accommodate the widest range of possible use cases at an affordable price point. 

But with that said, there are plenty of other great options to consider. Use the recommendations and methodology described in this guide to find the best online fax services for you.

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