Perhaps the most touted reason to adopt an online faxing service is to reduce office costs. An office fax machine often requires constant attention. Regular maintenance, ink and toner costs, and dips in productivity as employees stand around a machine while they send or wait to receive faxes are eliminated when the entire process can be done online from a person's desk.
\r\nFax providers often allow you to store your sent and received faxes online. For some businesses, especially ones with regulatory requirements for faxing, it can be a lifesaver to store messages digitally instead of printing out the documents and stuffing them in filing cabinets. Some service providers make the faxes searchable so you can easily find them later.
\r\nCompanies looking to go green could also find online faxing beneficial, as each message is transmitted over the internet and stored in the cloud. With no need to print documents, there is less paper waste.
\r\nThe biggest difference between online faxing and regular faxing is the removal of a dedicated piece of office equipment from the equation. Such machines can cost thousands of dollars, with additional costs in the form of paper, ink and toner replacement, and a dedicated telephone line for transmission. Online faxing, however, just needs an internet-capable device and a stable internet connection to send and receive digital files.
\r\nWhile the best online fax solutions charge either a monthly or one-time fee to use their services, there are some ways to send an online fax for free. The easiest to consider are the free alternatives available online. In fact, we've reviewed a free incoming fax service as part of this section, so be sure to read our FaxBetter review to see why it's our best pick for free incoming faxes.
\r\nYou are unlikely to find any free fax solution that lets you send faxes, since the action of transmitting a file requires more effort from a company's server than receiving a file does. Any company that says it offers its online fax sending services for free usually mean it offers a free trial, after which you'll be charged a monthly fee. If you find such a service, be sure to read the fine print before agreeing to anything.
\r\nThe easiest answer to this question is \"it depends.\" The faxing solution that will work best for you depends on how much you intend to use it and what features you require.
\r\nGood fax service providers feature a combination of three things: secure incoming and outgoing fax capabilities, an easy-to-use interface or integration with existing services, and stellar customer service.
\r\nOne of the benefits to using an online fax service is the need for less equipment. Rather than relying on a clunky piece of office machinery to send faxes through a land-based telephone line, online faxing just requires a functioning computer, a working internet connection, and the digital file or group of files you're looking to transmit.
\r\nWhile it doesn't matter if your internet connection is hardwired or transmitted via Wi-Fi, you should make sure your wireless connection is strong and consistent during transmission. Any interruptions in the sending or receiving process can cause transmission issues with the documents.
\r\nWhat are the different kinds of online fax services? When it comes to choosing which online fax service you want to utilize, it's important to consider how you want to send and receive faxes in the first place. Depending on the service, multiple methods can be available to you at the same time, largely depending on the devices you have on hand.
\r\nIn most cases, services will be of the \"fax from web\" variety, which allow you to send and/or receive faxes through your internet browser. This method employs a web-based dashboard that houses your Inbox and your Sent messages folder, as well as a long list of settings that you can change.
\r\nIn a similar fashion, some services offer email-to-fax or fax-to-email. This type of service allows users to utilize their email provider to send and receive faxes. Users that opt for this method generally send faxes by entering the recipient's fax number into the \"To\" field, with the service's website (e.g. @onlinefax.net) at the end of the number. If someone wants to send a fax to you though this service, they will do the same, entering your fax number and service provider's domain name into the \"To\" field.
\r\nSome of the more modern services allow for mobile online faxing. With this style, you can use your mobile device as a de facto fax machine. This usually requires an app so you can send and receive faxes anywhere.
\r\nThere are some rare cases where an online fax service can provide a device to act as a bridge between your office's existing fax machine to the internet. With that device installed, your online faxing capabilities still eliminate the need for a dedicated land-based telephone line but keeps your existing equipment intact.
\r\nOne of the more common features among online fax services is the ability to send a fax through an email client. While some details vary depending on the service you're using, there are some commonalities.
\r\nWhen sending a fax, you attach a document or file to an outgoing email and send it to a predetermined email address attached to your account with the online fax provider. That address is usually your recipient's fax number, followed by the \"@\" symbol and the service provider's URL. (e.g., 8752348341@onlinefax.net) Once you click Send, the provider takes that information and sends it to the fax number selected as the recipient.
\r\nIf you are receiving an emailed fax, the online fax provider takes the incoming fax, converts it to an email-friendly message or attachment, and sends that information to your email inbox.
\r\nIn nearly every instance, the only equipment needed to utilize an online faxing service is a computer with a modern internet browser installed and an internet connection.
\r\nSome services offer additional equipment to connect existing fax machines to the online fax service. These devices connect directly to your fax machine and internet connection. Users who are more familiar with the traditional fax machine can still take advantage of online faxing.
\r\nThe answer to this question often hinges on cost, available office space and accessibility. While the cost of purchasing a fax machine may no longer be a factor in your office's daily operation, the cost to replace paper, ink, or toner, and regular maintenance, can add up over the years – which doesn't exist with an online fax service.
\r\nFor a small business, available office space is also a major consideration. Smaller workspaces are cheaper than larger ones, but if you have limited room for a fax machine, that's space that can be better used for other equipment (or purposes). With online fax services, you can minimize the amount of equipment you have to purchase and maintain, plus you can read and send faxes from any compatible device, while traditional faxes require a printed page, which comes with some degradation in quality.
\r\nThe answer to this question is highly subjective. If your business needs to only occasionally send or receive a fax, then you should consider a service that charges on a per-use basis. If you need something a little more consistent, then a service with a monthly subscription will be best for your small business. Companies that need to keep their data safe and secure should consider an online fax service that offers strong data protections. To that end, you want to find a company that also caters to healthcare providers and other institutions that handle sensitive documents.
\r\nIn all honesty, you can choose the best online fax service by considering your business's needs and looking for a company that can fill those needs. Price, reliability, security and functionality should factor into your decision.
\r\nDo you need any additional devices to use an online fax service? In most instances, if you have a Mac or PC that's connected to the internet, you are good to go when it comes to using an online fax service. Most services simply need an internet browser to operate. In special cases, however, some services let users download apps to their phones to send and receive faxes, while in some cases, a service can sell a special bridge device to allow legacy faxing equipment to connect to the online fax service.
\n"},{"title":"Our Methodology","html":"\nWe researched several online faxing vendors, including their plans and features. We began by compiling a list of vendors. In addition to the service providers we were already familiar with, we added vendors we found in our research, those that regularly appeared on other reputable online lists and reviews, and companies that reached out to us asking to be considered for review.
\r\nNext, we went to each vendor's website, noting their features and pricing structures. When available, we took advantage of trial periods, watched product demos and tutorials, and sent sample faxes to gain firsthand experience of the service. We eliminated companies whose plans contained lots of hidden fees and/or that charged exorbitant over-limit fees.
\r\nFor the next phase of our research, we reached out to our finalists, posing as a potential customer. We posed a series of questions to customer service reps from each company, noting the quality of service we received.
\r\nTo arrive at our final determination, we considered which companies offered the best balance of affordability, robust features and ease of use. Here are the criteria we used to evaluate each online fax software provider:
\r\nOne major trend in the online faxing industry is consolidation. J2 Global has acquired more than a dozen online fax brands. During our research, we came across numerous consumer complaints about unfair billing practices, poor customer service and almost scam-like practices, which have led to J2 Global and its holdings receiving an F rating from the Better Business Bureau. Customers report similar problems on Consumer Affairs and the Complaints Board.
\r\nWhile some of these subsidiary companies are listed below on our vendor's list, in each case, we have noted their parent company and eliminated them from consideration as a best pick.
\r\nIf you're considering using one of these services, carefully research whether or not the company is the best option for your business.
\r\nConsidering all of the technological upgrades that have happened since the widespread adoption of faxing in the '80s, it may seem counterintuitive to consider faxing as a realistic office need in 2020. With the advent of online faxing, though, this industry actually shows signs of considerable growth.
\r\nAccording to a report from Arizton, the global online fax market is estimated to grow to over $2.4 billion by 2022. The report pointed to \"the advancement in technology and flexibility provided by online fax vendors [to] enable organizations to automate their fax solutions\" as a \"major driver for the growth of the market.\" That value is driven by the obvious factors that drive most digitization: increased efficiency, reduced expenditures, scalability through a SaaS model and superior service.
\r\nCouple the perceived efficiency and cost savings of online faxing with the environmental friendliness of needing less ink and paper, and you have an online-based industry that will surely see further adoption in North American and European markets over the next few years.
\r\nWith the passage of data privacy regulations like the European Union's General Data Protection Regulation and the California Consumer Privacy Act, online faxing is sure to gain even more traction. The largest contributor to the industry's growth is expected to be the healthcare industry, which has to follow HIPAA guidelines that require patient records to be transferred via fax for security reasons.
\r\nSince fax service providers bolster security through encryption, provide speedy transmissions, digitally store files, reduce an organization's paper use and decrease maintenance costs, small businesses are likely to continue switching to digital faxing solutions.
\r\nConsolidation has already begun and is poised to continue in what remains a crowded and competitive industry. As leaders emerge, it is likely the industry will continue to consolidate, driving the growth of a few prominent companies.
\n"}},{"__typename":"SectionBestPicks","id":"best-picks","isInToc":true,"type":"bestpicks","megaBestPicksTopCardLimit":5,"bestpicks":[{"bullets":null,"description":"eFax supports both the sending and receiving of online faxes. ","descriptionTest":"","fullTitle":"QA MetroFax","isFeaturedBestPick":true,"isJumpLink":false,"tabTitle":"QA MetroFax","review":{"displayName":"QA MetroFax","canonical":"https://staging.business.com/qa-metrofax/crm-software/best/","id":"a924de4bdbb7413fd3e2c183b66bc8e3","url":"http://www.metrofax.com/","review":{"pros":null,"cons":null,"fullReviewTest":"MetroFax is an online fax service that you can access via desktop, mobile app or email platform. The service supports both inbound and outbound faxing, allows you to send faxes to multiple recipients simultaneously, and has a web-based, centralized administration console. MetroFax allows you to choose a dedicated local or toll-free number, or you can port over an existing fax number. Faxes can be stored for as long as you are a subscriber, and they can all be converted to PDF and TIFF documents. MetroFax service is available in three pricing plans that differ based on the number of incoming and outgoing faxes you can send and receive each month. There are no setup, activation or cancellation fees. A 14-day free trial is available.
","fullReview":"MetroFax is an online fax service that you can access via desktop, mobile app or email platform. We found MetroFax's service to be intuitive and easy to use, but users report billing and cancellation issues. It has a full slate of features and a 30-day free trial.
\r\nTo view all our recommendations for online fax services, visit our best picks page.
\r\nMetroFax is priced competitively and has three service tiers for businesses with varying fax usage. A discount is available if you pay annually rather than monthly. There are no setup fees. The company does not charge any early termination or activation fees either and does not require a contract.
\r\nThe charge for additional pages beyond your service level is one of the lowest in our review at 3 cents per page. Sending a fax internationally carries a small charge based on its destination. You can sign up for a toll-free number at no extra charge.
\r\nMetroFax supports both inbound and outbound faxing, allows you to send faxes to multiple recipients simultaneously, and has a centralized client portal with administrative permissions. It gives you the option to use your existing fax number, or you can choose from local and toll-free fax numbers if you need a new one. Users can digitally sign documents before sending them.
\r\nMetroFax integrates with popular office software, including Microsoft Outlook. In this scenario, sending faxes from your email is similar to sending an email attachment.
\r\nThe faxes you send and receive with MetroFax are stored in your account database for as long as you're subscribed to the service. The service automatically converts all faxes to PDF and TIFF files, so you can easily access your faxes, regardless of how they were sent.
\r\nMetroFax's website has a FAQs page that may be useful if you have issues with the service and want to find answers on your own. Demos and tutorials are also available.
\r\nIn 2013, MetroFax was acquired by j2 Global Inc., and since then has had numerous consumer complaints. The Better Business Bureau reports that MetroFax has a \"pattern of complaints concerning consumers having charges automatically withdrawn from their bank accounts without notice on a monthly basis after making a one-time purchase. Consumers also allege having difficulty canceling their accounts online or by phone.\"
\r\nAdditionally, MetroFax's service lacks the ability to schedule faxes, but given the accessibility of MetroFax's mobile platform, and the fact that few services in our review offer this feature at all, this is not a significant barrier.
\r\nAdditional reporting by Adam Uzialko.
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