How to Choose the Best Online Fax Service for You

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Fax machines have become rare these days, but that does not mean the technology is absolute. Businesses still prefer online fax over email when working with hand-signed documents. Whether you are looking to send a contract or buy a house, fax will always be your best and safest option.

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We have tested hundreds of online fax services over the past few weeks, looking for the perfect mix of features and affordability. CocoFax emerged as the winner, and we’ll show you how we arrived at this conclusion. 

Look for a Secure Online Fax Service

Generally speaking, fax is a safer way to send and receive important documents compared to email. But there’s the issue of having the service provider selling your data to competitors and advertising agents. And that’s why you need an online fax company with a proven track record.


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For example, CocoFax has millions of happy customers in 190+ countries. They have also featured in major publications such as The New York Times, Life Wire, and Android Central. That says a lot about their service quality.

The last thing you want is to go for a free fax service, then end up with hundreds of spam emails in your inbox or worse.

Estimate Monthly Usage

Online fax services charge per page. The price is usually anywhere between 10 and 99 US cents. The idea here is to know your estimated requirement then get the appropriate tier when signing up for a fax service.

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Most companies will charge extra cents for every page after depleting the monthly limit. These added costs can seem negligible at first, but they do add up over time. You’ll end up spending more money than you should, which is never a good decision for business.

During the planning stage, find a realistic number that allows a little wiggle room.  For instance, if you average 250 pages a month, going for the 300-page tier wouldn’t be such a bad idea. Whatever you do, don’t underestimate your usage.

Confirm the Supported Countries

Some services (such as CocoFax) support international fax transfers, but that is not always the case. Others might have limitations to certain countries, a problem that could cap your reach. So, you might want to make sure your online fax service works with your target locations.

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Businesses looking to run local operations might not need to worry about international faxing, but things can get pretty hairy for companies that do. There’s also a possibility of sending a fax to a destination but can’t receive documents from the same location. Meaning, the person on the other end cannot reply to your faxes.

To avoid this, choose an online fax provider with local fax numbers, then ask support if they allow transfers to your target countries. This information should help you make the purchase decision.

Search Functionality 

This one might look like a vanity metric for the uninitiated, but it’s not. It is one of the essential features of any online fax service out there. 

Think about it for a second:

You want to find a document from 5 months ago, and you don’t have a search function. That would mean going through thousands of printed copies, losing valuable time in the process. Then there’s the risk of misplacing the document and losing the data forever.

CocoFax uses a powerful search feature that lets users query the database using keywords. That means you can pull a document by typing a client’s name in seconds. The idea is to put the name or client identification data on the subject line to increase searchability.

Compatibility with Android and iOS

The best online fax services offer Android and iOS applications. These apps make it possible to send and receive fax on a mobile device with an internet connection. However, not all fax apps are created equal. Some of them come with intuitive interfaces that make interactions a breeze, while others are less than impressive.

The idea is to ask around or check Youtube reviews of the online fax app you want to check out. That should give you a glimpse of what to expect and how to use it beforehand. 

Set up Fees

Some online fax services charge clients set up fees. It’s unclear what these people do during this onboarding, but it is not worth your time and money. Most services are easy to sign up for without the intervention of support staff.

The idea is to go for a service with zero extra fees beyond the subscription. You can even check out some free trails along the way to find a good fit for your needs.

Read the Fine Print

You’ll be surprised at the policies some of these online companies have. Some try to bind users in a no-cancellation subscription, and others might be looking to sell your info to third-parties.

Therefore, be sure to read the user agreement in its entirety. This document has all the legal stuff that could bind you in unfavorable contracts or even worse. CocoFax has one, and we have read every word on it. You can cancel your Cocofax subscription at any time, and there would be zero implications. The service will also keep your financial information safe from hackers and other malicious attempts.

User Support

Can you get a hold of the user support in case of an issue? How long would you have to wait? 

The ideal support team would be available 24/7 on chat, email, and phone. That allows people in all time zones to have 24/7 support. While having full-time support does not guarantee world-class services, it makes the customer journey easier.

The Final Word

Finding a good online fax service takes more than just a simple Google search. You have to consider security, monthly usage, price, and compatibility before pulling the trigger on a subscription. CocoFax ticks all these boxes, and they offer a little more than their competition. With this service, you get a good, reliable service that will always have your back.

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