Many small businesses still depend on faxing for secure document delivery, but traditional fax machines can be cumbersome and outdated. Online fax services provide a modern solution by adapting this essential tool for the digital era.
In today’s hybrid and remote work environment, one of the greatest benefits is that online faxing liberates you from the constraints of a physical office.
You no longer need to be next to a bulky machine to obtain a signature. Now, you can send and receive secure documents from your laptop or smartphone while working from home, at a coffee shop, or anywhere else in the world.
In this guide, we will present the six best online fax services for small businesses in 2026. We have meticulously selected options that meet various needs and budgets, whether you are a solo entrepreneur or managing a growing team.
How We Selected the Top Online Fax Services
Our team at CanadaCreate thoroughly assessed each online fax service based on the following criteria:
- User-Friendliness – We evaluated how easy each service is to use for small businesses.
- Features – We looked at essential functionalities such as mobile access, electronic signatures, and file storage.
- SecurityWe assessed the encryption standards and compliance with regulations such as HIPAA.
- IntegrationWe evaluated how effectively each service connects with other business tools and software.
- PricingWe examined the cost-effectiveness, considering page limits and extra features included in each plan.
- Customer SupportWe reviewed the quality and accessibility of customer service.
1. Nextiva
Nextiva is the top online fax service for most businesses, offering affordable pricing, flexible plans, and a comprehensive range of features.
It is well-known for its suite of business communication tools and phone services.
In addition, Nextiva provides an outstanding online faxing service that suits the needs of most small business owners.
Note:We utilize the Nextiva business phone service and communication platform at CanadaCreate. Their service is consistently reliable, and they offer exceptional customer support. For more details, check out our complete Nextiva review.
What we appreciate about Nextiva vFax is its suitability for remote teams. You can send and receive fax documents using mobile, desktop, and tablet devices without needing to be in the office.
Nextiva offers integration with traditional fax machines, allowing you to transfer your existing fax number to their platform seamlessly.
⚠️ If you intend to transfer your current fax number, make sure not to cancel your previous service until Nextiva confirms that the transfer is fully completed.
Transferring a fax number is not immediate and can take between 7 to 10 business days. Cancelling your old service too soon may result in losing your number during the process.
Additionally, when you sign up, you receive a free toll-free number and a local phone number to enhance your communication options.
As your business expands and you require more numbers, you can easily add them through your dashboard with just a few clicks.
Nextiva also automates online storage, keeping all your incoming and outgoing faxes for six months, including large files. Their built-in file sharing feature allows you to download and share faxes effortlessly with your team members.
Nextiva is trusted by well-known organizations such as Taco Bell, Stanley Steemer, and the Buffalo Bills, making it an excellent choice for small businesses as well.
We suggest opting for the Engage plan, a comprehensive communication platform available for just $25 per month (50% OFF) with our Nextiva coupon. This plan includes unlimited faxing, voice and video calls, an auto-attendant, toll-free numbers, and additional features.
For those who only require occasional faxing, vFax can be purchased separately, starting at $7.95 per month for 500 pages. This is a budget-friendly option, but it has limitations and does not offer the full capabilities of Nextiva.
In summary, it is the top business phone and fax application for expanding companies.
Reasons to choose Nextiva:We consider Nextiva to be the premier online fax service for small business owners. In addition to faxing, you gain access to their complete business communication platform.
2. RingCentral
RingCentral is an excellent online fax service for small and growing businesses.
RingCentral excels in delivering business communication solutions, including phone services, instant messaging, video conferencing, and online faxing.
RingCentral Fax can function as an independent service or seamlessly integrate with the business VoIP and communication platform.
This fax service is ideal for businesses that frequently send large volumes of faxes, such as legal firms or educational institutions. If your organization is still using traditional fax machines, RingCentral can seamlessly integrate and modernize your existing fax system.
It comes equipped with essential fax features, including customizable fax cover pages, integration with cloud storage services, encryption for security, and the option to add unlimited dedicated fax numbers.
You can take advantage of numerous workflow integration options, such as Dropbox, Google Drive, Google Docs, Microsoft Outlook, Amazon, and more.
This service is also fully mobile-friendly. You can configure text message alerts for incoming faxes or utilize the mobile app to send, receive, view, and store faxes on the go.
Additionally, it includes a built-in feature to block spam faxes, helping to minimize the amount of junk faxes you receive.
With RingCentral, you can access a substantial number of pages at a competitive price. The Fax 3000 plan costs $22.99 per month for 3000 pages, which averages out to just $0.007 per page.
However, the best deal is their Advanced bundled plan at $25 per month. This plan allows you to send an unlimited number of pages each month, while also including business phone calls, video meetings, audio conferencing, business text messaging, and more.
The main drawback is that their fax storage is limited to the most recent 200 faxes. This means that once you receive fax number 201, the oldest document will be permanently deleted from the server to create space. For a busy office, this could occur within just a few days, putting your essential business records at risk.
💡 To prevent the loss of important documents, we highly recommend setting up the RingCentral Archiver right away.
This tool automatically backs up every fax you receive to a secure external folder in Dropbox, Google Drive, or Box. This ensures you have a permanent, searchable record of your faxes even after they are removed from the RingCentral app.
Reasons to choose RingCentral:We believe RingCentral Fax is ideal for businesses that need to send a large volume of faxes or prefer to consolidate their business communications. It is frequently favored by enterprise customers due to its robust security features, including two-factor authentication and user-friendly access controls.
3. SRFax
SRFax is another online fax service that provides top-tier security, privacy, and compliance.
SRFax is fully compliant with HIPAA regulations for healthcare practitioners in the US and PHIPA regulations for those in Canada.
While many online fax services claim to be HIPAA compliant, they often only meet the minimum requirements. SRFax, on the other hand, provides enhanced security features that go beyond HIPAA regulations.
SRFax includes robust application security, hardware and organizational protections, user authentication, data backups, and 24/7 physical security measures.
To safeguard your information, SRFax employs military-grade encryption that surpasses standard security protocols. This includes utilizing strong 2048-bit RSA keys for secure connections, ensuring your faxes are protected from hackers throughout the transmission.
In addition to top-notch security, SRFax offers essential features such as unlimited storage and seamless cross-platform integration.
There are dedicated clients for both Windows and Mac, allowing you to send and receive faxes directly from your favorite applications.
The pricing plans are slightly higher, starting at $11.45 per month for the Basic Plus plan, which includes 200 pages. However, for the level of security provided, the investment is justified.
You can also send faxes internationally, with rates varying depending on the destination country.
Reasons to choose SRFax:We consider SRFax to be the premier online fax service for businesses that prioritize top-tier security.
4. Fax.Plus
Fax.Plus is an excellent online fax service tailored for small teams. Its user-friendly design aims to maximize your efficiency and save you valuable time.
If you’re seeking an affordable way to enhance your current faxing process, this service is an ideal choice.
You can retain your existing fax number at no cost or easily add new local and toll-free fax numbers.
With numerous integrations available, you can manage your faxes seamlessly within the platforms you already use, eliminating the need for complicated setups or extensive training on new software.
For instance, it integrates smoothly with popular platforms such as Microsoft Office, Google Chrome, Slack, Google Drive, Google Workspace apps, various APIs, and more.
Additionally, there is a bundled mobile app for both iOS and Android, allowing you to read, download, and send faxes while on the move. The mobile app is just as intuitive as the web portal.
It enables you to scan documents directly from your phone, add digital signatures, include notes, organize your archives, send faxes, and much more.
You can also enhance your faxes with a single click, making them easier to read and ensuring faster delivery.
For those with basic faxing needs, there’s a free plan available that allows you to send up to 10 pages each month, but it does not support receiving faxes.
Fax.Plus is ideal for very small businesses, offering a range of fax plans to meet various business requirements. The Basic plan costs $6.99 per month and allows you to send up to 200 pages.
For the best value, consider the Business plan, which enables you to send 1,000 pages each month for just $27.99.
Reasons to choose Fax.Plus:We consider Fax.Plus to be the top online fax service for small teams.
5. eFax
eFax is a prominent player in the online fax service market, known for its extensive features, user-friendly interface, and strong emphasis on fax archiving and storage.
This makes eFax an excellent option for organizations that require long-term fax storage, including financial institutions, legal firms, universities, real estate agencies, accountants, non-profits, and advocacy groups.
While other fax services provide storage and archiving, eFax stands out by offering unlimited fax storage along with comprehensive archiving and organizational tools.
When faxes are saved, they include important details such as the date and time of transmission, as well as the names of both the recipient and sender. This makes it easy to organize and locate the specific information you need.
Your faxes are automatically stored, and older faxes will not be deleted to accommodate new incoming ones.
With eFax, you can rest assured that you will never lose a fax again.
It features a user-friendly mobile app compatible with both iPhones and Android devices, allowing you to archive, search, download, and forward faxes directly from your phone.
Another useful mobile feature is the ability to capture images of documents and send them as faxes while you are away from the office.
You will also benefit from standard features such as support for electronic signatures, multiple user accounts, cloud storage integrations, email notifications, and the capability to send a fax to up to 20 recipients.
Additionally, international faxing is supported, and all faxes are transmitted through a secure SSL connection.
eFax offers plans starting at $19.99 per month, which includes 200 inbound and outbound faxes, along with a one-time setup fee of $10.
The most cost-effective option is the Pro plan, priced at $29.99 per month, allowing you to send and receive up to 375 fax pages each month.
Reasons to choose eFax:eFax is an excellent option for businesses seeking advanced features like search, storage, and archiving.
6. MyFax
MyFax is a top-notch online fax service ideal for small businesses and remote workers who handle a limited number of faxes.
While free fax services may be suitable for occasional use, they can appear unprofessional due to fixed cover sheets and limited capabilities, such as the inability to receive faxes.
We suggest opting for an affordable service like MyFax instead. MyFax is user-friendly and allows you to send faxes globally.
All MyFax plans include unlimited fax storage, a complimentary fax number, and a selection of customizable cover templates to enhance your branding. You can also easily search your fax archives.
MyFax provides mobile apps for both Android and iOS, enabling you to manage your faxes on the go.
For smaller teams, the Home Office plan is available for just $12 per month, allowing you to send and receive up to 100 pages each month.
If you need to send or receive more pages, there are higher-tier plans available. Additional pages incur a fee of $0.10 each if you exceed your limit.
MyFax also offers a free trial, but you’ll need to enter your credit card details to register.
Reasons to Choose MyFax:We consider MyFax to be the most affordable online fax service for small businesses.
Which Online Fax Service is Right for You?
After evaluating the leading online fax service providers, we find that Nextiva stands out as the top choice available today.
You can send a large number of faxes at an affordable price, and it includes robust features such as business phone services, video conferencing, and various collaboration tools.
These advantages and more make Nextiva the top online fax service and business communication solution, which is why CanadaCreate relies on Nextiva.
In our assessment, RingCentral closely follows as a strong second option. This online fax service provides many of the same features as Nextiva at a competitive price, although it lacks some flexibility.
You really can’t go wrong with either of these two excellent online fax services.
We also explored additional fax service providers such as MetroFax, HelloFax, FaxZero, GotFreeFax, J2 Global, mFax, and others.
With numerous options available, we aim to help you confidently select the ideal provider. By focusing solely on the top-performing services, we’ve simplified the process for you, allowing you to bypass the trial and error phase and quickly implement a solution that truly meets your needs.
Frequently Asked Questions About Online Fax Services
Having assisted countless business owners in finding the most suitable online fax services, we’ve encountered a variety of questions.
Here are some of the most common questions we’ve received regarding online fax service providers.
How does online faxing operate?
Online faxing converts your documents into a format that can be read by a fax machine, and vice versa.
When sending a document to a fax machine, simply enter the recipient’s fax number in your online fax dashboard and attach your file.
The online fax service then translates the document into a compatible format for the fax machine and transmits it to the recipient via a phone line.
The document is printed and processed as a standard fax or accessed through their online fax service.
What is the top free online fax service?
We typically do not recommend using free fax service providers for business purposes. While free online fax services enable you to send faxes, they often lack the capability to receive faxes or customize cover sheets.
If your faxing needs are limited to sending up to 10 pages per month, we suggest trying the free tier of Fax.Plus.
This option also allows you to upgrade easily if your faxing requirements grow.
Which fax app offers the highest level of security?
All fax applications are designed with strong security measures and utilize encryption to protect your transmissions. Faxing remains one of the safest communication methods available.
Among online fax apps, SRFax stands out for its superior security protocols. It is particularly focused on providing a secure fax service for healthcare professionals, ensuring compliance with HIPAA regulations.
SRFax features robust encryption, spam filtering, user authentication, automatic fax deletion, and more—essentially everything you would expect from a top-tier enterprise plan.
Is it possible to send a fax without a fax machine?
Absolutely, you can send faxes without a fax machine. Online fax services like Nextiva and RingCentral allow you to send faxes using the internet, tablets, or even mobile devices.
Additionally, you can send online faxes to traditional fax machines using an online fax service.
We trust this guide has assisted you in selecting the ideal online fax service for your small business. Additionally, consider exploring our comparisons of the top email marketing services and the best AI chatbot software for small businesses.
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