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How to Choose the Right Online Fax Service for Your Small Business

How to Choose the Right Online Fax Service for Your Small Business

Small businesses face a lot of challenges in today’s competitive market, and one of them is staying up to date with the latest technological advancements. One such advancement is the online fax service. With online faxing, you can send and receive faxes from anywhere, using just an internet connection. Once you try it, you’ll quickly realize that it’s quite the step up from the hassle that comes with using a traditional fax machine!

While online fax service providers can help you save a bunch of time and money, it’s important to find one that suits your particular needs as much as possible. In this article, we’ll discuss how to choose the best online fax solution for your small business.

How Do Online Fax Services Compare to Traditional Fax Machines?

Before we dive into the factors that you should consider when choosing an online fax service, it’s essential to understand how online fax services compare to traditional fax machines. It’s actually pretty straightforward: traditional fax machines use telephone lines to send and receive faxes, while an online faxing service does so using the power of the internet. When sending online faxes, the software you’re using will provide you with a fax number, allowing you to get your messages through to a plain old fax machine on the receiving end.

By switching to an online fax provider, you can say goodbye to having to deal with a physical fax machine to send and receive faxes. You’ll be able to do it all from your computer, tablet, or smartphone.

Why Should You Switch to an Online Fax Service in 2023?

Fax for small business

Now that you understand how online fax services work, let’s discuss why you should switch to an online fax service as soon as possible.

All of Your Records, Zero Clutter

One of the biggest advantages of online fax services is the ability to store and manage all of your fax records digitally. With online faxing services, you don’t have to worry about physical storage space or the clutter that comes with traditional fax machines. Instead, all of your faxes are stored securely in the cloud and can be accessed from anywhere, as long as you have a working internet connection.

This digital record-keeping also makes it easy to organize and search for specific faxes, making it much easier to locate important documents when you need them. You can also easily share these documents with others by sending them electronically, eliminating the need for printing, copying, or mailing.


Another significant benefit of online fax services is the fact that they’re quick and affordable. Traditional fax machines require physical equipment, such as a dedicated machine and phone line, as well as paper and ink or toner. All of these costs can quickly add up and become a significant expense for small businesses. Not to mention the strain on your electric bills, which have recently been going up worldwide.

In contrast, online fax services require little to no physical equipment, with all communication being handled digitally. This can save your small business a significant amount of money on office supplies, equipment maintenance, and other related expenses.

These services also typically offer a range of pricing plans to choose from, allowing small businesses to choose a plan that meets their needs and budget. Most plans offer a set number of faxes per month and charge a small fee for additional faxes, which is often much cheaper than the cost of handling physical documents.

It’s a Green Alternative

Online fax services are also a green alternative to traditional fax machines. By eliminating the need for all the paper and electricity-hungry hardware, these business communication tools can significantly contribute to reducing your company’s environmental footprint.

On top of reducing the use of paper and ink, they also make you less reliant on mailing physical documents, which reduces transportation emissions and fuel consumption. This can have a significant impact on your carbon footprint, particularly if you send and receive a large volume of faxes week in and week out.

Enhanced Security

Online fax solutions offer enhanced security features that help protect your sensitive documents and ensure that they are transmitted and received safely. One of the main security benefits of online fax services is encryption. Encryption is the process of converting data into a code that only authorized parties can access. This means that your incoming and outgoing faxes transmitted via such a service are protected from interception by unauthorized parties.

Nearly every premium online fax company also offers secure cloud storage, which means that your faxes are stored on secure servers with multiple layers of protection against unauthorized access. This ensures that your faxes are kept safe from cyber threats such as hacking or malware.

Factors to Consider When Choosing the Best Online Fax Service for Your Business

Now that you know the benefits of internet faxing, let’s discuss the factors that make a great online fax service.

Fax online service

Archiving Your Faxes

The option of securely storing your past fax documents is an important consideration when choosing an online fax service. With traditional fax machines, archiving can be a time-consuming and cumbersome process that involves manual scanning and filing up dozens of file cabinets. In contrast, internet faxing services offer a range of digital archiving options that can save time and streamline your record-keeping processes.

Most online fax services offer automatic archiving, which means that all received and sent faxes are automatically stored in a digital format, usually in the cloud. This means that you can access your documents from anywhere with an internet connection, and there is no need to worry about losing or misplacing physical documents.

Storage Capacity

The volume of files you can store in the cloud is another crucial factor to consider when looking for an online fax service for your small business. The storage capacity of an online fax service refers to the amount of data that can be stored on the service’s servers, including received and sent faxes and any associated documents.

Most online fax services offer a number of storage plans, allowing you to choose a plan that meets your business’s needs. It’s important to consider how many faxes go through your business each month, as well as the size of your documents, before deciding on a particular package.

A lot of online fax services offer tiered plans with different storage limits and prices, allowing you to adjust your spending to your requirements.

Temporary vs. Permanent Tax Number

When choosing an online fax service for your small business, it’s important to consider whether you need a permanent or temporary fax number. A temporary fax number is typically provided for a limited period, such as a trial period, and is not intended for long-term use.

On the other hand, you can use a permanent, dedicated fax number for your business’s fax communications on an ongoing basis. A permanent number is more convenient and professional, as it allows your business contacts to save this contact detail of yours for future reference.

The only scenario in which you would be using a temporary fax number for longer periods is when taking advantage of completely free online fax services. We advise against doing so indefinitely, as these providers often offer limited storage space, inferior security features, and typically come with a limit of inbound and outbound faxing.

Mobile Functionality

Mobile functionality is a dealbreaker in this day and age. With the increasing use of mobile devices in business, having access to your faxes on the go is essential for staying connected and productive.

Many online fax services offer mobile apps for iPhones and Android devices, which allow you to access and send faxes directly from your smartphone or tablet. This can be especially useful when you are away from the office and need to send or receive important documents.

When evaluating the mobile functionality of an online fax service, take a close look at the user interface and ease of use of the app. Some providers may have limited mobile functionality or may not offer a dedicated mobile app at all.

Overall, mobile functionality is one of the most important things to take into account when choosing an online fax service for your small business, especially since you’re going to end up paying a monthly fee for it anyway. A robust and easy-to-use mobile app can help to increase productivity and flexibility in your business operations.

Number of Faxes Per Month

Consider your business’s fax volume when choosing a plan. If you send and receive a high number of faxes, you may want to choose a package with more included faxes to avoid additional fees for exceeding your plan’s limit.

On the other hand, if your business only sends and receives faxes occasionally, a plan with fewer included faxes may be more cost-effective. Should your faxing activity exceed the provided volume on rare occasions, most companies will charge you per page for each additional fax, which is a better option than paying a higher fee each month.

Carefully review the pricing structure of each plan and any associated fees for exceeding your limit to ensure that you choose the plan that offers the best value for your business’s faxing needs.

Going Beyond the Basics

Some online fax services offer advanced features such as electronic signatures, document editing and annotation, and integration with other business software tools. These features can help to streamline your business operations and increase efficiency.

Additionally, some providers may offer advanced security features such as two-factor authentication or data encryption to provide additional protection for your sensitive business information.

It’s important to go over the features and capabilities of each online fax service and consider which features are most important for your particular needs. While these advanced features may come with an additional cost, they could be worth it in terms of increased productivity and improved security of your communications.

Free Trial

A free trial can be an effective way to determine if an online fax service is the right fit for your small business, as it allows you to test out the service’s features and ease of use before making a financial commitment.

During this trial, you should thoroughly test out the service, primarily the ability to send and receive faxes, access your documents from different devices, and try out any additional features or tools that are important to your business.

It’s also important to pay attention to any limitations or restrictions during the free trial period, such as a limited number of faxes or a restricted feature set. This can help you make an informed decision about which plan you should choose after the free trial ends.

Overall, a free trial can prove to be invaluable when choosing an online fax service for your small business, providing you with an opportunity to thoroughly test out the software and its features before committing to a paid plan.

Looking For the Best Online Fax Services? Give FaxBurner a Shot!

Business communication services have come a long way since the first fax machines took over offices in the latter half of the 20th century. Nowadays, if you need to send a fax, you can do it without leaving your desk.

FaxBurner provides a breadth of options for small businesses to reduce their costs, carbon footprint, and streamline communications across the board. Check out our Free Package with a disposable fax number to see what we’re all about, and see if you should switch to a paid subscription-based plan with a toll free number and the capacity to process thousands of outgoing and incoming faxes per month!