Faxing remains widely used, especially in industries like healthcare and the public sector, even as other communication methods grow in popularity. However, traditional fax machines are being replaced by modern solutions like online fax services. With tools like a free fax app, users can easily send and receive faxes via email or mobile apps, eliminating the need for printing and filing. Documents can be securely stored in the cloud, accessed anytime, and even edited or signed online — saving time, ink, paper, and printing costs.

If you’re considering an online fax service for your business, here are some essential details to help you make an informed choice.

How do online fax services work?

To use an online fax service, you’ll need to register with a provider, such as eFax. They’ll assign you a fax number that allows you to send and receive faxes through email or an app, without a physical fax machine. Here’s how it works:

Sending an online fax:

1. Attach a document (e.g., a Word file) to an email.
2. Enter the recipient’s fax number and the service’s domain (e.g., 125678@efax.com).
3. The service converts the document into a fax-friendly format and sends it over the phone line.
4. The recipient’s fax machine decodes and prints the document.

Receiving an online fax:

1. The sender dials your assigned fax number.
2. The service receives the data and translates it into an image file.
3. The file is emailed to you as an attachment.
4. You open the email and view the faxed document.

Benefits of online fax services

Faxing remains a reliable way to securely transmit important documents. However, traditional fax machines are costly and inefficient in today’s cloud-based world. Online faxing offers several advantages.

1. Cost-effective

Traditional fax machines are expensive to maintain, with costs for hardware, repairs, phone lines, and long-distance fees adding up. Online faxing services, like eFax, eliminate these expenses, offering a more affordable solution.

2. Easy storage and organization

Online faxing simplifies document storage. You can categorize, save, and access faxes directly from your email or fax portal. This eliminates the risk of losing or damaging paper documents, while reducing clutter.

3. Improved security and compliance

Online faxing provides enhanced security compared to traditional methods. Sensitive documents are transmitted securely and accessed only through the recipient’s private account. In contrast, physical fax machines leave documents vulnerable to unauthorized access. Additionally, online services help businesses comply with strict data protection regulations, avoiding the risks and expenses of outdated systems.

4. Eco-friendly

The average U.S. office worker uses around 10,000 sheets of paper annually. Switching to online faxing reduces paper usage, helping save trees and minimize environmental impact.

Choosing the right online fax service for your business

If you’re ready to switch to online faxing, consider these factors to find the best service for your needs.

Assess Your monthly usage

Estimate how many faxes you’ll send and receive each month. Most services offer free plans with limits on the number of pages, after which additional fees apply. Choose a plan that aligns with your faxing needs and budget.

Identify special features

While most online fax services offer similar core functions, some have unique features, like the ability to fax to machines requiring dialing extensions. List your specific requirements and look for a provider that meets them.

Check geographical coverage

If you need fax numbers in specific countries, ensure the service supports those regions.

Look for strong search functionality

A robust search feature can help you quickly locate faxed documents, saving time and boosting efficiency.

Take advantage of free trials

Many top providers offer free trials or premium plans with trial periods. Use these opportunities to test services, evaluate their interfaces, and ensure they meet your needs before committing.

By carefully evaluating your needs and exploring available features, you can choose an online fax service that streamlines your workflow, saves money, and simplifies communication in your business.