iTechGuides is reader-supported. When you buy through links on our site, we may earn an affiliate commission. As an Amazon Associate I earn from qualifying purchases. Learn more
An internet faxing service sends and receives fax documents through an online provider, so you can usually use a web portal, computer, phone, email workflow, or API instead of a conventional fax machine and dedicated fax line. The provider routes documents to or from a fax number; the exact ways to send, receive, and manage faxes depend on the service and plan.
How an internet fax service works
For an outgoing fax, a typical workflow is to upload a document, enter the recipient’s fax number, and submit it through a website or app. Some providers also support sending from email or other applications. For an incoming fax, the service receives the document and makes it available through an account or email notification, often as a PDF. Dropbox Fax describes document upload, sending to a fax number, and receiving faxes as PDFs; eFax describes fax-to-email and email-to-fax workflows. These are provider examples, not features guaranteed across every service: Dropbox Fax and eFax.
What equipment do you need?
In a typical cloud-based workflow, you do not need to operate a fax machine or maintain a dedicated fax line. The service can also avoid paper and toner for documents handled digitally. However, you may still need to scan a paper original before sending it, or print a received fax if another part of your process requires a paper copy.
Free tools Windows power users keep installed
One-click scans. No signup required.
What to check before choosing a service
Match the service to your actual faxing needs rather than assuming every plan works the same way. Check these details against current provider terms:
#1 Best Overall
- Convenient, easy-to-operate faxing
- Black-and-white copying with up to 400 x 400 dpi resolution
- 9,600 BPS fax modem transmits at about 15 seconds per page
- 512 KB memory stores up to 25 pages
- 50-Sheet paper capacity
- Coverage and number: Confirm that the service supports your country, the destination countries you need, and the right number type, such as local or toll-free. If you need to transfer an existing fax number, check porting requirements.
- Pages and cost: Compare monthly incoming and outgoing volume, included pages, per-page overage charges, contract terms, cancellation rules, and total cost at your expected usage.
- Ways to send and receive: Check whether the service supports the web, mobile, email, desktop, or API workflows your users need.
- Team administration: For shared use, check user and fax-number limits, access controls, routing, audit visibility, and administrative tools.
- Document handling: Review storage, retention, retrieval, export, and integrations with the systems you use.
- Support: Verify what customer support is available and when.
- Sensitive information: Review data handling, safeguards, contract terms, and your organization’s risk-management responsibilities.
Capabilities, page allowances, prices, and geographic availability can change. For example, Dropbox Fax’s product information has described availability in the United States and Canada; check its current terms directly rather than treating that as a universal or permanent coverage statement: Dropbox Fax.
Is internet fax automatically HIPAA-compliant?
No. Using an online fax service does not by itself make a healthcare organization’s workflow HIPAA-compliant. The U.S. Department of Health and Human Services says a cloud provider that creates, receives, maintains, or transmits electronic protected health information on behalf of a covered entity or business associate is a business associate. The parties need an appropriate business associate agreement (BAA), safeguards, and compliance with applicable HIPAA rules. Organizations also need to understand the service and perform their own risk analysis and risk management. See HHS guidance on cloud services and business associate responsibilities.
Rank #2
- BEST FOR SMALL OFFICES – Combining space-saving efficiency and premium monochrome (black & white) print quality with affordability, the Brother MFC-L2820DW delivers dynamic laser print, copy, scan, and fax multi-functionality in a compact footprint
- EFFICIENT PRINTING & SCANNING – Produces black & white documents quickly with print speeds up to 36 ppm(2) and scan speeds up to 23.6/7.9 ipm(3) (bk/cl). A 50-page auto document feeder(4) allows for convenient, time saving multi-page copy, scan, and fax
- FLEXIBLE CONNECTION OPTIONS – Securely connect to multiple devices with built-in dual-band wireless (2.4GHz / 5GHz), Ethernet, or connect locally to a single computer via USB interface
- 2.7" TOUCHSCREEN – The intuitive 2.7” touchscreen enables effortless navigation with the added ability to print-from and scan-to popular Cloud-based apps such as Google Drive, Dropbox, Evernote, OneNote, and more(5)
- BROTHER MOBILE CONNECT APP – Print, scan, and manage your wireless printer anytime, from almost anywhere from your mobile device. Order Brother Genuine Supplies, track toner usage, and complete more work on-the-go(6)
Before handling ePHI, verify that the applicable plan supports an executed BAA, review the contract and security controls, and assess how your own configuration and procedures manage risk. HHS contract guidance discusses permitted uses and disclosures, safeguards, reporting, and related duties: HHS business associate contract guidance. A provider’s use of the words “HIPAA compliant” is not, on its own, proof that your particular setup and workflow meet your obligations.
Windows Errors? Fix Them Before They Spread
Repair common Windows errors and clear accumulated junk for a smoother, more stable PC - no reinstall needed.Free scan · no reinstallOutdated Drivers Are Slowing You Down
One free scan finds every outdated or missing driver and matches the right update for your exact hardware.Free scan · exact hardware matchHHS states that “The Security Rule allows for e-PHI to be sent over an electronic open network as long as it is adequately protected.” Its guidance discusses integrity controls and encryption, but this should not be read as a claim that one named encryption method is always required or that encryption alone establishes compliance. See HHS guidance on sending electronic PHI over the Internet.
Quick Recap
Rank #4
- Innovative Cartridge-Free Printing ― High-capacity ink tanks mean no more tiny, expensive ink cartridges; Epson’s exclusive EcoFit ink bottles make filling easy and worry-free
- Impressive Print Quality ― Unique Micro Piezo Heat-Free Technology produces sharp text – plus impressive color photos and graphics – on virtually any paper type
- Zero Cartridge Waste – By using an EcoTank printer, you can help reduce the amount of cartridge waste ending up in landfills
- Built-in Scanner & Copier ― High-resolution flatbed scanner and a color display for easy document copying and navigation
Rank #3
- Convenient, easy-to-operate faxing
- Black-and-white copying with up to 400 x 400 dpi resolution
- 9,600 BPS fax modem transmits at about 15 seconds per page
- 512 KB memory stores up to 25 pages
- 50-Sheet paper capacity
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.
