Top 10 eFax and Fax Server Software: Features, Pros, Cons & Comparison

Introduction

eFax and Fax Server software are digital tools that allow individuals and businesses to send and receive fax documents through the internet rather than using a physical, analog fax machine. Instead of feeding paper into a bulky device and waiting for a dial tone, you simply upload a digital file like a PDF or a Word document and send it to a fax number through an online portal, a mobile app, or even your standard email account. On the receiving end, when someone sends a fax to your dedicated number, the software converts that signal into a digital image and delivers it straight to your inbox. This technology bridges the gap between old-fashioned communication and modern digital workflows, making it possible to handle sensitive paperwork without needing a landline or a dedicated machine taking up space in your office.

The importance of these tools cannot be overstated, especially in industries that still rely heavily on signed documents and secure transmissions. In the real world, you will see eFax being used constantly by doctors’ offices to share patient records, by law firms to send signed contracts, and by real estate agents to manage closing documents. These tools are vital because they provide a level of security and a “paper trail” that standard email sometimes lacks, while also being much faster and more environmentally friendly than printing pages. When you are looking for the right software, you should evaluate it based on how easy the interface is to navigate, whether it offers a mobile app for on-the-go faxing, and if the pricing fits your monthly document volume. You should also check if the service allows you to keep your existing fax number, which is a process known as “porting,” so that your clients do not have to update their contact lists.

• Best for: These tools are a perfect fit for healthcare providers, legal professionals, financial institutions, and government agencies that must follow strict privacy rules. They also benefit small business owners and freelancers who want to maintain a professional image without the cost of maintaining a physical office and a landline.
• Not ideal for: They may not be necessary for businesses that operate entirely through modern digital signatures and internal project management tools. If you only need to send a document once every few months, a free web-based sender might be better than a paid subscription. Additionally, very large manufacturing plants that have worked with physical machines for decades might find the transition difficult without a dedicated IT team to help with the setup.

Top 10 eFax & Fax Server Software Tools

1 — eFax

eFax is one of the most recognized names in the world of digital faxing and is designed for everyone from solo entrepreneurs to massive global corporations. It serves as a comprehensive platform that allows users to sign, send, and receive faxes through a variety of methods including a web portal, a dedicated mobile app, and a desktop program. Because it has been around for so long, it has a massive infrastructure that supports local and international faxing in dozens of different countries. It is a reliable choice for those who want a household name that is proven to work across different industries and time zones.

• Key features:
  • Allows you to send and receive faxes directly through your email inbox.
  • Includes a mobile app that lets you scan documents with your phone camera.
  • Provides an electronic signature tool so you can sign faxes without printing them.
  • Offers secure cloud storage for all your sent and received documents.
  • Supports large file sharing that is too heavy for regular email attachments.
  • Gives you the option to choose local, toll-free, or international fax numbers.
  • Integrates with popular cloud storage services like Google Drive and Dropbox.
• Pros:
  • The mobile app is very well-designed and makes faxing from a phone feel like sending a text.
  • Having the ability to sign documents digitally within the platform saves a huge amount of time.
• Cons:
  • The pricing can be a bit higher than some of the newer, smaller competitors.
  • If you go over your monthly page limit, the extra fees can add up quickly.
• Security & compliance: eFax offers high-level security features including AES 256-bit encryption and is fully compliant with HIPAA, which is essential for medical professionals.
• Support & community: They offer 24/7 phone support, a detailed online help center, and dedicated account managers for their enterprise-level clients.

2 — mFax

mFax is a modern, cloud-native faxing solution that was built from the ground up to be as reliable and fast as possible. It is designed for businesses that want a clean, modern interface and a system that never goes down, thanks to its high-tier carrier network. This tool is a favorite among IT professionals because it is very easy to manage across a whole company and offers a lot of control over user permissions. It focuses on taking the “headache” out of faxing by ensuring that faxes are delivered on the first try and that the quality of the digital image is always crisp and readable.

• Key features:
  • Uses a “Tier 1” carrier network to ensure the highest possible delivery rates.
  • Provides a very simple and intuitive dashboard that requires no training to use.
  • Allows for “Fax to Email” and “Email to Fax” workflows without any software installation.
  • Includes an advanced admin portal for managing multiple users and departments.
  • Offers a powerful API for developers who want to build faxing into their own apps.
  • Features a built-in document scanner and editor within the web portal.
  • Supports automatic archiving and tagging of faxes for easy searching later.
• Pros:
  • The reliability is top-notch, meaning you rarely have to worry about a fax failing to send.
  • The customer support team is based in North America and is known for being very helpful.
• Cons:
  • It does not currently have a dedicated mobile app, though the website works well on phone browsers.
  • The starter plans have a lower page limit compared to some “unlimited” competitors.
• Security & compliance: mFax is built with security as a priority, offering SOC 2 Type 2 compliance, HIPAA compliance, and data staying encrypted at all times.
• Support & community: They provide excellent documentation, live chat support, and a knowledge base that is updated frequently with video tutorials.

3 — RingCentral Fax

RingCentral Fax is a part of a much larger communication suite but can also be purchased as a standalone faxing service. It is designed for businesses that want their faxing to be part of a larger, more professional communication system. Because RingCentral is a leader in business phones and messaging, their fax service is extremely polished and integrates perfectly with other office tools. It is an ideal choice for a growing company that might want to add more features, like voice or video, in the future without changing software providers.

• Key features:
  • Integrates with Microsoft Outlook, Google Workspace, and various CRM systems.
  • Allows you to schedule faxes to be sent at a specific time or date in the future.
  • Provides a dedicated desktop application that makes managing many faxes very easy.
  • Includes a mobile app that handles faxing, team messaging, and phone calls.
  • Offers a “Block” feature to stop spam faxes from wasting your page limits.
  • Provides detailed logs and reports to track faxing activity across the team.
  • Lets you use one number for both your voice calls and your faxing needs.
• Pros:
  • The integration with other business tools is the best in the industry.
  • The “spam blocking” feature is a great way to save money on unnecessary pages.
• Cons:
  • The interface might feel a bit too “heavy” if you only want to send a basic fax.
  • Customer support response times can sometimes be slow for users on the basic plans.
• Security & compliance: It meets several high-level standards including HIPAA, HITRUST, and GDPR, providing peace of mind for sensitive industries.
• Support & community: There is a massive user community, an extensive online university for training, and 24/7 technical support for business customers.

4 — Fax.plus

Fax.plus is a highly modern and secure online fax service that has gained a lot of popularity for its ease of use and beautiful design. It is designed for everyone from a single person who needs to send one page to large enterprises that need to send thousands. What makes this tool stand out is how fast it is to set up; you can literally have a working fax number in less than sixty seconds. It is a very “global” tool, offering numbers in over forty countries, making it a great choice for companies that do business all over the world.

• Key features:
  • Features a very clean and minimalist interface that is a joy to use.
  • Provides a highly-rated mobile app for both Apple and Android devices.
  • Integrates natively with Google Workspace, including a dedicated Google Docs add-on.
  • Allows you to send faxes directly from Slack or Microsoft Teams.
  • Supports high-volume faxing through an enterprise-grade infrastructure.
  • Offers a free plan that lets you send a limited number of pages for $0.
  • Allows for “Data Residency,” meaning you can choose which country your faxes are stored in.
• Pros:
  • The Google Docs integration makes it incredibly easy to fax a document as soon as you finish writing it.
  • It is one of the most affordable options for businesses that need international fax numbers.
• Cons:
  • The free plan is very limited and does not give you a number to receive faxes.
  • Advanced features like data residency are only available on the most expensive plans.
• Security & compliance: It is extremely secure, offering two-factor authentication, SOC 2 compliance, and options for HIPAA and ISO certification.
• Support & community: They have a very helpful help center and a responsive email support team that usually gets back to users within a few hours.

5 — SRFax

SRFax is a specialized digital fax service that has built a very strong reputation specifically within the healthcare community. It is designed for those who value privacy and reliability above all else and don’t care about “fancy” or “trendy” designs. The platform is very straightforward and focuses on the core task of sending and receiving faxes securely. It is often the top recommendation for small clinics and independent medical practitioners because its plans are affordable and its compliance features are very easy to understand.

• Key features:
  • Offers specific “Healthcare” plans that are designed specifically for medical offices.
  • Allows you to send faxes to groups of people at the same time.
  • Provides a very simple “Email to Fax” system that works with any email provider.
  • Includes a “Downloader” tool that automatically saves faxes to your computer.
  • Keeps an permanent and unalterable audit log of every fax sent and received.
  • Offers a 60-day free trial, which is much longer than most other services.
  • Supports “Print to Fax” through a small driver you install on your computer.
• Pros:
  • The pricing is very fair and transparent with no hidden activation fees.
  • The reliability for healthcare-specific needs is legendary among its users.
• Cons:
  • The website looks a bit old-fashioned and isn’t as “sleek” as newer competitors.
  • It does not have a dedicated mobile app, which might be a dealbreaker for some.
• Security & compliance: SRFax is a leader in security, offering full HIPAA compliance and PGP encryption for an extra layer of document safety.
• Support & community: They offer excellent phone and email support, along with a simple set of guides that explain how to stay compliant with privacy laws.

6 — OpenText RightFax

RightFax is not just a simple online service; it is a powerful “Fax Server” software meant for large organizations. It is designed for enterprises that need to manage massive volumes of fax data and want to host the system on their own servers or in a private cloud. Unlike the simpler apps, RightFax is built to be a core part of a company’s IT infrastructure, connecting directly to printers, scanners, and large enterprise databases. It is the gold standard for big hospitals and insurance companies that might send hundreds of thousands of faxes every single month.

• Key features:
  • Can be installed on your company’s own hardware for total control over data.
  • Integrates deeply with large software like SAP, Oracle, and Microsoft SharePoint.
  • Allows for advanced automation, such as automatically faxing an invoice when it is created.
  • Supports “Least Cost Routing” to save money on international long-distance fees.
  • Provides high-level management tools to oversee thousands of different users.
  • Offers a “Web Admin” portal for IT teams to manage the server from anywhere.
  • Includes a very powerful API for building custom corporate fax workflows.
• Pros:
  • It can handle a much higher volume of faxes than almost any other tool on the market.
  • It gives a company complete and total control over where their data lives.
• Cons:
  • It is very expensive and requires a professional IT team to set up and maintain.
  • It is far too complex for a small business or an individual user.
• Security & compliance: This is the most compliant tool available, supporting HIPAA, GDPR, PCI-DSS, and several other global security standards.
• Support & community: They offer high-end enterprise support, including on-site assistance and dedicated engineers for large-scale installations.

7 — HelloFax

HelloFax is a very popular choice for modern startups and creative teams because it was one of the first services to make faxing feel like it belonged in the modern age. It is designed for people who hate traditional faxing and want a tool that feels more like a modern web app. The platform is owned by the same company that makes Dropbox, so it is very well-integrated with cloud storage. It is famous for its “paperless” philosophy, encouraging users to sign and manage everything digitally so they never have to touch a piece of paper again.

• Key features:
  • Provides a very clean and simple interface that anyone can understand in seconds.
  • Features an industry-leading electronic signature tool for signing faxes.
  • Automatically syncs all your faxes to Dropbox, Evernote, or Google Drive.
  • Allows you to invite team members and share a single fax number with them.
  • Supports “Email to Fax” for those who want to work entirely from their inbox.
  • Offers a free tier that is great for very occasional faxing needs.
  • Keeps a very clear “History” tab where you can see the status of every fax sent.
• Pros:
  • It is probably the easiest tool on this entire list to get started with.
  • The digital signature feature is very smooth and works perfectly every time.
• Cons:
  • The monthly subscription can be a little pricey for the number of pages you get.
  • It lacks some of the deep “server” features that very large corporations might need.
• Security & compliance: It uses high-level encryption for all data and offers features to help businesses stay compliant with standard privacy rules.
• Support & community: They have a great help center with lots of pictures and offer quick email support for all their users.

8 — Biscom

Biscom is another heavy hitter in the enterprise fax world, specializing in secure document delivery for the world’s largest companies. It is designed for organizations that cannot afford even a single second of downtime and need their faxing to be incredibly secure. Biscom offers both “Fax Server” software that you can install yourself and a “Cloud Fax” service for those who want the power without the hardware. They are known for being pioneers in the industry and have some of the most advanced technology for handling high volumes of traffic without slowing down.

• Key features:
  • Offers a hybrid model where you can combine a local server with a cloud backup.
  • Includes an “Advanced Search” tool to find one specific fax out of millions.
  • Provides a “Transit” feature for sending very large files that are too big for faxing.
  • Integrates with enterprise email systems and large-scale multifunction printers.
  • Allows for complex “Workflow Automation” based on the content of the fax.
  • Offers a mobile app for enterprise users to securely check faxes on the move.
  • Provides high-availability options to ensure the system never stops working.
• Pros:
  • The security is extremely tight, making it a favorite for government agencies.
  • The ability to mix cloud and on-site servers gives businesses a lot of flexibility.
• Cons:
  • The setup can be quite technical and usually requires help from their engineers.
  • The user interface is professional and functional but not as “pretty” as consumer apps.
• Security & compliance: They are experts in compliance, meeting the highest standards for healthcare, finance, and government sectors.
• Support & community: They offer top-tier technical support and have a deep library of whitepapers and technical guides for IT managers.

9 — XM Fax

XM Fax (sometimes known as OpenText XM Fax) is a highly scalable software solution that focuses on “IP Faxing,” which means it sends faxes over your existing computer network. It is designed for companies that are moving away from traditional phone lines and want to use their internet connection for everything. This tool is very popular in the education and public sector because it is very efficient and helps lower the cost of maintaining old infrastructure. It can be scaled from a few users to tens of thousands, making it very flexible for growing organizations.

• Key features:
  • Eliminates the need for expensive “Fax Boards” or analog phone lines in your office.
  • Allows users to send faxes from their desktop, their email, or even a web browser.
  • Provides very detailed reports on how much each department is faxing.
  • Integrates with a wide range of VoIP (Voice over IP) phone systems.
  • Includes features for automatic “Fax Routing” to the right person’s email.
  • Offers a “Zero-Retention” mode for businesses that don’t want to store faxes for privacy.
  • Supports high-resolution faxing for documents that need to look extra clear.
• Pros:
  • It is very cost-effective because it uses your existing internet instead of phone lines.
  • It is extremely scalable, so you only pay for what you actually use.
• Cons:
  • Setting up “Fax over IP” can sometimes be tricky depending on your internet provider.
  • It is a more “technical” tool that requires some basic network knowledge to manage.
• Security & compliance: It is a leader in security, offering advanced encryption and helping organizations meet HIPAA, FERPA, and GDPR rules.
• Support & community: They provide a professional support portal, regular software updates, and training for IT staff.

10 — GoFax

GoFax is a popular digital communication tool that is very strong in the Australian and international markets. It is designed for businesses that want an “all-in-one” platform for faxing and SMS (text messaging). This is a unique differentiator because it allows you to manage all your modern “broadcast” communications from a single login. It is very easy to use and is known for its high-quality delivery rates and very flexible pricing models. It is a great choice for marketing departments or businesses that need to send both faxes and text reminders to their customers.

• Key features:
  • Combines online faxing with professional SMS messaging services.
  • Offers “Pre-Paid” pricing where you just buy credits and use them when you need to.
  • Allows for high-volume “Fax Broadcasts” to send one document to hundreds of numbers.
  • Includes a very simple “Email to Fax” system that requires no setup.
  • Provides a “Desktop App” for both Windows and Mac users.
  • Allows you to easily port your existing numbers from other providers.
  • Provides real-time tracking so you can see exactly when a fax was delivered.
• Pros:
  • The “pay-as-you-go” credit system is much better for people who don’t fax every day.
  • Having SMS and Fax in one dashboard is incredibly convenient for many offices.
• Cons:
  • The primary support is based in Australia, which might be a time-zone issue for some.
  • The interface is clean but a bit basic compared to the more “app-focused” tools.
• Security & compliance: GoFax takes data sovereignty seriously and is compliant with several international health and privacy standards.
• Support & community: They have a great reputation for friendly customer service and offer a very helpful online knowledge base.

Comparison Table

Evaluation & Scoring of eFax & Fax Server Software

We have created a weighted scoring rubric to help you understand how these tools are evaluated. This ensures that the most important parts of the software, like security and reliability, are given the most attention.

Which eFax & Fax Server Software Tool Is Right for You?

Choosing the right tool is all about matching the software to the size of your organization and the specific laws you have to follow. If you are a solo user or a freelancer, you should look for something simple and affordable like HelloFax or Fax.plus. These tools don’t require any special knowledge to set up and have very low monthly costs. If you only fax once or twice a year, a “pre-paid” credit system like the one offered by GoFax is much better than a monthly subscription because you only pay for what you actually use.

For small and medium businesses (SMBs), the focus should be on ease of use and professional features. eFax and RingCentral Fax are excellent choices because they are reliable and offer great mobile apps that allow your team to work from anywhere. If you are in a specific field like medicine, SRFax or mFax are often better because they are built specifically to handle the strict privacy rules (HIPAA) that you have to follow every day. These tools will give you the audit logs and security certifications you need to pass a privacy check.

Mid-market and large enterprises have much more complex needs. If you are sending thousands of faxes a day, you need the industrial-strength power of OpenText RightFax or Biscom. These tools allow you to host the faxes on your own servers, which is often a requirement for government or high-level financial work. They also allow you to automate your faxing, so you can send thousands of invoices or reports at once without anyone having to click a button. These systems are expensive and take a long time to set up, but for a large company, the reliability and control they provide are worth every penny.

Finally, think about your integration needs. Do you want to send faxes directly from your browser, or do you want to keep using your existing email? Do you need to sign documents with your finger on a tablet, or will you be using a mouse? By picking a tool that fits into the way you already work, you will find that the transition away from paper faxing is much easier. Always look for a tool that offers a free trial so you can test the delivery speed and the quality of the faxes before you commit to a long-term plan.

Frequently Asked Questions (FAQs)

1. Can I keep my current fax number if I switch to an online service?

Yes, most professional eFax providers allow you to “port” your existing number. This means the number is moved from your old phone company to the new digital service so you don’t have to change your business cards.

2. Is digital faxing actually secure?

Yes, and in many cases, it is more secure than a physical machine. Digital faxes are encrypted while they travel through the internet, and they go directly to your secure email or portal instead of sitting on a communal tray in an office.

3. Do I need a phone line to use these services?

No, that is the best part! These tools work entirely over your internet connection. You can cancel your expensive analog phone line and use the savings to pay for the software subscription.

4. Can I send a fax from my smartphone?

Almost all the top providers have a mobile app. You can use your phone’s camera to take a picture of a document, and the app will clean it up and send it as a professional-looking fax.

5. What is the difference between eFax and a Fax Server?

An eFax service is a cloud-based app you just sign into. A Fax Server is a piece of software that a large company installs on its own computers to manage massive amounts of faxing and have total control over the data.

6. Do I have to pay if I go over my monthly page limit?

Yes, most services have a monthly limit (like 150 pages). If you send more than that, they will charge you a small fee for each extra page. It is always important to pick a plan that covers your normal volume.

7. Can I receive faxes through my email?

Yes, this is a standard feature. When someone faxes you, the software turns it into a PDF file and sends it to your email inbox just like any other attachment.

8. Can I sign a fax without printing it out?

Most modern tools like HelloFax and eFax have a “digital signature” tool. You can upload an image of your signature or draw it on the screen to sign a document instantly.

9. Are these tools HIPAA compliant?

Many are, but not all. If you are in the medical field, you must check that the tool specifically states it is HIPAA compliant and is willing to sign a “Business Associate Agreement” (BAA) with you.

10. What happens if my internet goes down?

Since the service lives in the cloud, you will still receive faxes even if your local internet is off. The faxes will be waiting for you in your online portal or email once you get back online.

Conclusion

Transitioning to digital faxing and server software is one of the smartest moves a business can make to modernize its operations. These tools take a technology that many thought was “dead” and make it efficient, secure, and compatible with the way we work today. Whether you are a doctor sending a prescription, a lawyer sending a contract, or a business owner managing a global team, there is a solution that can save you time and money. The key is to look past the “fancy” marketing and focus on the things that actually matter: delivery reliability, document security, and ease of use for your daily tasks.

When you are ready to choose your software, remember that there is no “one-size-fits-all” answer. The “best” tool is the one that fits into your current budget and helps you follow the laws of your industry without making your life harder. Take advantage of free trials and look at the reviews for customer support, as you want a partner that will be there if you ever have a technical question. By moving your faxing to the cloud or a dedicated server, you are not just getting rid of a dusty old machine; you are building a faster and more professional office.

In the end, the goal of these tools is to make your communication seamless. You should be able to send a fax as easily as you send an email, and you should never have to worry if a document was received or if it stayed private. By choosing one of the top ten tools we have discussed, you are setting your business up for success and ensuring that you can handle any paperwork that comes your way. Take a look at your monthly document volume, pick a tool that feels right, and enjoy a much more organized and peaceful work environment.