Online Fax Services
Selecting from the best online fax services out of a group of more than 40 products can be challenging. Many online fax services have the basics covered, but most lack entire sets of useful complementary features. In addition, online fax service websites generally fail to fully convey what the software is capable of, making it difficult to identify an above-average product. Understanding the whole spectrum of available features and identifying what is important can greatly simplify the decision making process.
Buying Guide
1. Reviews
2. Features
3. Consumer
Profiles
Profiles
4. Types
Chapter 2: Features
What Online Fax Service Features Matter and Why?
Fax Receiving
Fax Receiving includes all the features associated with receiving a fax. Similar to Fax Sending, faxes can typically be received and accessed through a specified email account or through an online account. Having incoming faxes automatically routed to multiple recipient email addresses can ensure the right people have constant access to faxes, even if they are using smartphones and other mobile devices.
Multiple Recipient Delivery
Incoming faxes can be sent directly into multiple email inboxes.
Online Account Access
You can access incoming faxes through your online account.
Receive via Email
You can receive faxes directly into your email account.
Simultaneous Faxes
You can receive multiple faxes at the same time without getting a busy signal.
SMS Alert
You can get an SMS message sent to your mobile device alerting you of a new fax.
Fax Sending
Fax Sending refers to all of the features associated with sending a fax. Online fax services generally includes the ability to send a fax from an online account or through an email address, automatic resubmission following a failed transmission, and confirmation that the fax was successfully received. Confirmation can be received through the online account or specified email addresses. Mail merging capability is less common, but for those with bulk faxing needs, it can be a very useful feature.
Automatic Resubmission
The software automatically resends the fax following a failed transmission.
Bulk Sending
You can send or broadcast faxes to multiple recipients at the same time.
Confirmation
You receive a confirmation notice to your email and/or online account that the fax was delivered successfully.
International Faxes
You can send faxes to international fax numbers.
Mail Merge
The software personalizes a templated fax and allows you to send the fax to a list of recipients.
Manual Resubmission
The software allows you to manually resend failed transmissions without having to go through the entire preparation process again.
Multiple Email Addresses
Multiple email addresses can send faxes from one user account.
Progress Tracker
The software allows you to view the status of outgoing faxes in transition.
Send from Email
You can send faxes directly from your existing email account.
Send from Online Account
You can send faxes directly from your online account.
Time-Delayed Resubmission
You can determine the length of time between a failed fax and a resubmission attempt.
Fax Design
Fax Design encompasses the features associated with preparing a fax for transmission. Including a customized cover letter and attaching multiple files for transmission are design necessities. Another important design feature is the ability to digitally sign faxes. For those who work in industries that often require signing documents, having the ability to digitally sign faxes can be a big time saver.
Add Cover Letter
You can add a cover letter to faxes.
Customize Cover Letter
You can customize the cover letter with a personalized message.
Digitized Signature
You can sign faxes with an image of your signature.
International Characters
You can send and receive faxes with international characters.
Multiple Attachments
You can attach multiple files per fax.
Preview
You can preview the entire fax before you send it.
Rotate Documents
You can rotate the orientation of faxes in the online account fax viewer.
Fax Management
Fax Management is a relatively broad category that consists of all the features associated with managing received and sent faxes. Basic functionality like viewing, downloading, forwarding, and printing faxes are covered in this category, as well as fundamental storage features like a fax log and archive. The best online fax services will include powerful search capabilities, providing the ability to easily find and access previous fax transmissions.
Digital Signature Authentication
Digital certificates are used to provide document authentication.
Download
You can download faxes from the online account to your local machine.
Encryption
SSL encryption is utilized during the transmission process.
Fax Logs
All incoming and outgoing faxes are recorded in a fax log.
Forward
You can manually forward faxes to additional email addresses from your online account.
Junk Fax Screening
The software will automatically identify and screen junk faxes.
Online Fax Archive
Faxes are archived and made accessible online.
You can print faxes from your email or online account.
Schedule
You can schedule faxes for automatic delivery at a specified time.
Search
The software has a tool to conduct searches.
Tag Faxes
You can add keywords to faxes to make them easier to locate in searches.
View Faxes
You can view faxes from within your online account (no download required).
File Attachment Type
File Attachment Type encompasses the types of files that can be attached to a fax for transmission. Most online fax services allow multiple files to be attached and sent in the same fax. The most common file type used in fax sending and receiving is probably PDF, but most online fax services also include the ability to attach a wide variety of image, text, and markup language files.
Excel/CSV Files
Faxes can be attached, sent, and received as an Excel and/or CSV file.
Image Files
Faxes can be attached, sent, and received in PNG, TIFF, JPEG, or other image file types.
Markup Language Files
Faxes can be attached, sent, and received in markup files like HTML, RTF, etc.
MS Word
Faxes can be attached, sent, and received as a DOC or DOCX file.
Faxes can be attached, sent, and received as a PDF document.
TXT
Faxes can be attached, sent, and received as a TXT file.
Number Setup
Number Setup simply refers to the types of fax numbers that are available for new accounts. These options generally include selecting from available toll-free or local numbers. A few online fax products will even allow you to select a vanity number. For those with well-established or widely published fax numbers who might be reluctant to change, many online fax service companies can port existing fax numbers over to the new online account, preventing the need for a new number.
Local Number
You can choose an available local number for your fax account.
Number Transfer
You can transfer your existing fax number to the new online fax account.
Toll-Free Number
You can choose an available toll-free number for your fax account.
Vanity Number
You can choose a vanity number for your fax account.
Contact Management
Contact Management references the features associated with managing contacts. Contact Management functionality can vary fairly significantly from software to software. Some online fax services include the ability to create and edit lists, and import contact lists from CSV or Excel files. Less functional online fax services requires all contacts to be entered manually, and have limited editing and list building capabilities. Strong Contact Management capabilities will be very important for those with large contact lists, who need grouping and list building features.
Add Contacts Manually
You can manually add new contacts to your lists.
Create New Contact Lists
You can create a new contact list within the software.
Edit Contacts
You can edit contact information.
Edit Lists
You can edit lists after they are created
Export Contact Lists
You can export your contact list.
Import Contact Lists
You can import your email contacts into the online account.
Support
Support refers to the types of resources the online fax company provides to answer questions and resolve problems. Receiving support through an email/ticket system or on the phone are the most common options. Live chat is also becoming more prevalent. Online fax services are generally not overly complex, but if problems do arise, knowing a support representative can be reached is important.
Email/Ticket
The company has an email or ticket system dedicated to support.
Live Chat
You can contact the company via live chat to get support.
Phone
You can contact the company by phone to get support.
Social Media
You can contact the company with questions through social media websites.
Learning Materials
Learning Materials includes the resources intended to help understand online fax services, troubleshoot common problems, and minimize the learning curve, independent of a support representative. The best online fax services will include user guides and a thorough FAQ section, as well as video tutorials and a knowledge base. Comprehensive learning materials are important for those who prefer to resolve problems independently.
FAQ
The company provides a list of answers to frequently asked questions.
Forum
The company provides an interactive forum where users can post questions and answers.
Knowledge Base
The company provides a knowledge base of detailed help articles.
Live Webinars
The company provides live webinars about the product.
User Guide
The company provides a user guide or training manual for the product.
Video Tutorials
The company provides video tutorials.
Integration
Integration identifies whether the online fax service provides an application programming interface (API), and what types of integrations are already built into the software. Integration with Microsoft products like Word and PowerPoint is the most common. However, the most forward-thinking online fax services will be integrated with cloud storage sites like Box, Dropbox, and Google Drive.
API
A fax application programming interface (API) is available.
Box.com
You can send a fax from your box.com account.
Dropbox.com
You can send a fax from your dropbox.com account.
Google Drive
You can send a fax from your Google Drive.
Microsoft Office
You can send a fax from Microsoft Office applications.
Mobile
The Mobile category addresses whether the online fax service provides a mobile application, and the types of tasks that can be performed on a mobile device. Mobile applications can add a layer of security, but they are not always necessary as most online fax services includes the ability to send and receive faxes through email, which can be accomplished on any smartphone. Mobile functionality is particularly important for those who spend a lot of time outside of the office but still need access to faxing capabilities.
Android Application
You can download a native Android application of the software.
Apple Application
You can download a native Apple application of the software for use on your iPhone or iPad.
Mobile Digital Signature
You can sign faxes with a digital signature on your mobile device.
Photo Upload
You can take a photo of a document and fax it with your mobile phone .
Receive Fax
You can receive a fax on your mobile device.
Send Fax
You can send a fax from your mobile device.
Enterprise
Enterprise refers to the types of features most likely to be used by larger corporations. These features include having the ability to create multiple accounts with unique login credentials, assign an administrator, and allocate billing based upon usage. Enterprise features will not be important to individuals or small businesses, but for larger organizations with more diverse needs, these features can make a big impact.
Administrator Designation
You can designate an administrator for the account.
Billing Allocation
You can allocate bills based upon the number of faxes sent by a particular user.
Data Export
You can export faxing data for analysis.
Individual Logins
You can add multiple users with unique login credentials.
Chapter 3: Consumer Profiles
Who Uses Online Fax Services?
Small Business Owner
Small business owners will have varying faxing needs, but will generally value a highly functional online faxing software at a competitive price. Enterprise features like creating multiple accounts won’t be necessary for these faxers, but a clean and easy-to-learn interface, as well as access to solid learning materials and support, will be appreciated.
Occasional Faxer
An occasional faxer is primarily concerned that the fundamental sending and receiving features are in place. This type of faxer will look for a reliable service, a simple interface, and a low monthly rate, while integration and mobile faxing features will be low priorities.
Mobile Faxer
A mobile faxer spends the majority of time working outside of the office. At a minimum, the mobile faxer will need to be able to send and receive faxes from a mobile device. Having a clean and simple interface will be valued, as will the ability to upload and fax photos, and add a digitized signature.
International Faxer
An international faxer regularly send faxes to other contacts in foreign countries. International faxers will require an online fax service that facilitates international faxing, and will also value the ability to send documents containing international characters. Faxing confirmations will also be important to this group.
Frequent Faxer
A frequent faxer is constantly sending faxes and needs a software that can deliver at a high performance. This type of faxer will value bulk faxing, auto-scheduling, and strong list building and editing features. Automatic resubmission following a failed transmission is a must, and mail merging capabilities are highly appreciated.
Deal Seeker
When it comes to volume of faxes, a deal seeker’s faxing needs may vary. However, one thing is certain for this group, every feature besides sending and receiving faxes is negotiable, as long as the price is right. Deal seekers will carefully research per-fax costs when monthly limits are exceeded, as well as the rates associated with international faxing.
Corporate Faxer
A corporate faxer will need a comprehensive online faxing software, capable of handling a variety of faxing needs. The corporate faxer will value the ability to create multiple online accounts, integrate with other products, and allocate billing to a particular department. Digitized signatures, international faxing capabilities, bulk faxing, and strong archiving functionality will also be important features.
Contract Faxer
The contract faxer works in an industry where contracts are regularly exchanged. Contract faxers value the ability to sign contracts with a digitized signature. Mobile features are also important to this group, as having the ability to send and receive faxes from a mobile device allows work to be done outside of the office.
Cloud Faxer
The cloud faxer is relatively tech-savvy and consistently works with documents hosted on the cloud. Integration is critical for this group, as resources like Google Drive, Box, and Dropbox are used on a regular basis. The cloud faxer will also value mobile features, as well as the ability to add a digitized signature.
Chapter 4: Product Types
What Are the Different Types of Online Fax Services?
One-Time Faxing
As implied by the name, one-time faxing is for those infrequent circumstances that require a fax. While the general narrative that faxing is an antiquated technology with no place in today’s business world may be inaccurate, the average person probably does not send a lot of faxes, and the idea of buying a fax machine is likely pretty low on the priority list. When these occasions arise, having the ability to send a fax online is a great resource.
There are a couple of online faxing websites that are designed specifically to meet the needs of one-time faxers. Generally speaking, these websites will allow contact information to be entered, include a space for cover letter content, and permit multiple documents to be uploaded. File size will be limited, and the service will cost a couple dollars.
Full Fax Services
Faxing services offer a more complete package and will generally include the ability to send and receive faxes, manage contacts, and provide some form of learning materials and support. Online faxing services are generally striving to replace traditional fax machines by decreasing phone bills and fostering paper, toner, and maintenance savings.
Although all faxing services are interested in facilitating fax sending and receiving, the needs of a particular individual or organization can vary significantly. One organization might value online fax services designed to handle fax broadcasting (sending faxes to a large number of recipients), mail merges, adding multiple user accounts, and billing allocation. Another organization might value cloud integration, fax to email, digitized signatures, and mobile faxing.
The fundamental sending and receiving features will be present in all leading online fax service, but being aware of some of these general differences can result in a far more appropriate purchasing decision.
