Introduction

Despite the dominance of email, cloud collaboration, and instant messaging, faxing remains a critical communication channel in many regulated and document-intensive industries. Healthcare, legal services, government agencies, financial institutions, and manufacturing companies still rely on fax for secure document transmission, regulatory compliance, and interoperability with legacy systems.

eFax & Fax Server Software modernizes traditional faxing by replacing physical fax machines with digital, cloud-based, or on-premise systems. These solutions allow users to send and receive faxes via email, web portals, APIs, or integrated business applications—while maintaining compliance, security, and auditability.

Modern fax solutions are no longer just “send and receive” tools. They include workflow automation, document routing, identity management, encryption, compliance reporting, and deep integrations with enterprise systems like EHRs, ERPs, and document management platforms.

When evaluating eFax & Fax Server Software, buyers should focus on:

• Deployment model (cloud vs on-premise)
• Security and regulatory compliance
• Integration capabilities
• Reliability and delivery assurance
• Ease of use and administrative control
• Cost transparency and scalability

Best for:
Organizations in healthcare, legal, finance, government, logistics, and enterprises handling sensitive or regulated documents. Ideal for compliance-driven teams, distributed workforces, and businesses transitioning away from physical fax infrastructure.

Not ideal for:
Freelancers or small teams with no fax dependency, companies operating fully in modern digital ecosystems, or businesses that only need occasional document sharing where email or secure portals suffice.

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Top 10 eFax & Fax Server Software Tools

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1 — eFax

Short description:
A widely recognized cloud-based fax service designed for individuals, SMBs, and enterprises needing quick, global faxing without hardware.

Key features:

• Send and receive faxes via email, web, or mobile
• Dedicated local and toll-free fax numbers
• International faxing support
• Digital signatures and document previews
• Cloud storage and fax history
• Mobile apps for remote access

Pros:

• Very easy to set up and use
• Strong global coverage
• No on-premise infrastructure required

Cons:

• Higher pricing at scale
• Limited advanced workflow automation
• Less suitable for deep enterprise integrations

Security & compliance:
Encryption in transit, compliance options available; HIPAA support on select plans.

Support & community:
Knowledge base, onboarding resources, and email/phone support; limited developer community.

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2 — RingCentral Fax

Short description:
A cloud fax solution integrated into a broader unified communications ecosystem, ideal for businesses already using cloud telephony.

Key features:

• Cloud-based faxing via email and apps
• Shared numbers across teams
• Admin controls and reporting
• Mobile and desktop access
• Integration with communication workflows

Pros:

• Seamless experience for existing users
• Centralized admin and billing
• Strong reliability

Cons:

• Overkill for fax-only needs
• Pricing bundled with larger plans
• Limited fax-specific customization

Security & compliance:
Enterprise-grade encryption, SSO, compliance frameworks supported.

Support & community:
Enterprise-level support, extensive documentation, onboarding assistance.

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3 — MyFax

Short description:
A simple, no-frills internet fax service for small businesses and professionals.

Key features:

• Email-to-fax and fax-to-email
• Local and toll-free numbers
• Web portal fax management
• Mobile faxing support
• Archive and search functionality

Pros:

• Simple and intuitive
• Quick onboarding
• Affordable for light usage

Cons:

• Limited enterprise features
• Minimal automation options
• Basic reporting

Security & compliance:
Standard encryption; compliance varies by plan.

Support & community:
Basic documentation and customer support; limited community resources.

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4 — SRFax

Short description:
A compliance-focused cloud fax service designed for healthcare and regulated industries.

Key features:

• HIPAA-focused secure faxing
• Encrypted transmission and storage
• Detailed audit trails
• User access controls
• Email and web faxing

Pros:

• Strong compliance posture
• Transparent pricing
• Reliable delivery confirmation

Cons:

• Basic UI design
• Limited integrations
• Fewer advanced workflows

Security & compliance:
HIPAA, encryption, audit logs, access control.

Support & community:
Responsive support team, solid documentation, limited ecosystem.

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5 — Fax.Plus

Short description:
A modern cloud fax platform balancing ease of use with scalable business features.

Key features:

• Email, web, and API-based faxing
• Team collaboration features
• Cloud storage integration
• Delivery analytics
• Mobile-friendly interface

Pros:

• Clean, modern UX
• API availability
• Flexible plans

Cons:

• Advanced compliance costs extra
• Not ideal for heavy enterprise fax loads
• Limited on-premise options

Security & compliance:
Encryption, GDPR readiness; HIPAA available on enterprise tiers.

Support & community:
Good documentation, onboarding guides, responsive support.

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6 — OpenText RightFax

Short description:
A robust enterprise fax server solution for large organizations with complex workflows.

Key features:

• On-premise and hybrid deployment
• ERP, EHR, and DMS integrations
• Workflow automation and routing
• Centralized fax management
• High-volume fax processing

Pros:

• Enterprise-grade scalability
• Deep system integrations
• Proven reliability

Cons:

• Complex implementation
• Higher total cost of ownership
• Requires IT expertise

Security & compliance:
Strong compliance support including HIPAA, GDPR, ISO-aligned controls.

Support & community:
Enterprise support contracts, extensive documentation, professional services.

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7 — XMediusFAX

Short description:
A secure fax server platform built for regulated industries and high-volume environments.

Key features:

• Centralized fax infrastructure
• Workflow automation
• Secure document routing
• Directory and identity integration
• Reporting and analytics

Pros:

• Strong compliance focus
• Flexible deployment models
• Scales well for enterprises

Cons:

• Less intuitive UI
• Longer setup time
• Higher licensing costs

Security & compliance:
HIPAA, GDPR, audit trails, encryption, role-based access.

Support & community:
Enterprise-grade support and training resources.

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8 — GFI FaxMaker

Short description:
A cost-effective fax server for organizations using Microsoft environments.

Key features:

• Email-to-fax via Exchange
• Centralized fax routing
• User authentication integration
• Reporting dashboards
• On-premise deployment

Pros:

• Strong Microsoft ecosystem fit
• Predictable licensing
• Reliable core faxing

Cons:

• Limited cloud-native features
• Dated UI
• Less flexible integrations

Security & compliance:
Encryption and access control; compliance depends on configuration.

Support & community:
Good documentation, partner ecosystem, enterprise support available.

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9 — Biscom

Short description:
A long-standing fax technology provider offering cloud and on-premise solutions.

Key features:

• Secure fax delivery
• Workflow automation
• Integration with enterprise apps
• Audit logging
• High-availability architecture

Pros:

• Mature and stable platform
• Flexible deployment
• Strong compliance support

Cons:

• Legacy-style UI
• Pricing complexity
• Slower innovation pace

Security & compliance:
HIPAA, encryption, audit logs, enterprise security controls.

Support & community:
Enterprise support, training programs, limited community presence.

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10 — Concord Fax

Short description:
An enterprise fax server solution designed for compliance-heavy and document-centric workflows.

Key features:

• On-premise fax server
• Document capture and routing
• User access controls
• High-volume processing
• Integration options

Pros:

• Reliable and secure
• Strong compliance alignment
• Customizable workflows

Cons:

• Not cloud-first
• Requires IT management
• Limited UI modernization

Security & compliance:
Encryption, audit trails, regulatory alignment varies by deployment.

Support & community:
Professional support services and documentation.

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Comparison Table

Tool Name	Best For	Platform(s) Supported	Standout Feature	Rating
eFax	SMBs & individuals	Cloud, Mobile	Global fax reach	N/A
RingCentral Fax	Unified comms users	Cloud	UC integration	N/A
MyFax	Light fax users	Cloud	Simplicity	N/A
SRFax	Healthcare	Cloud	HIPAA focus	N/A
Fax.Plus	Modern teams	Cloud, API	Clean UX	N/A
OpenText RightFax	Large enterprises	On-prem / Hybrid	Deep integrations	N/A
XMediusFAX	Regulated industries	Hybrid	Secure workflows	N/A
GFI FaxMaker	Microsoft shops	On-prem	Exchange integration	N/A
Biscom	Compliance-driven orgs	Cloud / On-prem	Stability	N/A
Concord Fax	High-volume faxing	On-prem	Reliability	N/A

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Evaluation & Scoring of eFax & Fax Server Software

Criteria	Weight	Key Considerations
Core features	25%	Fax delivery, routing, automation
Ease of use	15%	UI, onboarding, admin experience
Integrations & ecosystem	15%	Email, ERP, EHR, APIs
Security & compliance	10%	Encryption, audits, regulations
Performance & reliability	10%	Uptime, delivery assurance
Support & community	10%	Help resources, SLAs
Price / value	15%	Cost vs feature depth

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

• Solo users & SMBs: Cloud-based tools with minimal setup and predictable pricing.
• Mid-market teams: Solutions offering workflow automation and integrations.
• Enterprises: On-premise or hybrid fax servers with compliance controls.
• Budget-conscious buyers: Simple email-to-fax services.
• Security-driven organizations: Compliance-focused platforms with audit trails.

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Frequently Asked Questions (FAQs)

1. Is faxing still legally valid?
Yes, fax remains legally accepted in many jurisdictions and industries.

2. Can cloud fax replace physical machines?
In most cases, yes—without losing compliance or reliability.

3. Is eFax secure?
Modern solutions use encryption and access controls; compliance varies.

4. Do I need on-premise fax servers?
Only if regulatory or integration needs require full infrastructure control.

5. Are fax APIs available?
Yes, many modern platforms provide APIs for automation.

6. Can fax integrate with email systems?
Email-to-fax is a standard feature across most tools.

7. Is faxing expensive?
Costs depend on volume, compliance, and deployment model.

8. Does fax support remote work?
Cloud faxing fully supports distributed teams.

9. What are common mistakes when choosing fax software?
Ignoring compliance needs and overpaying for unused features.

10. Are there alternatives to fax?
Secure portals and e-signature tools exist, but fax remains necessary in many workflows.

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Conclusion

eFax & Fax Server Software continues to play a vital role in regulated, document-heavy environments. The right solution depends on volume, compliance requirements, integration depth, and organizational scale. While cloud-based tools offer speed and simplicity, enterprise fax servers deliver unmatched control and compliance.

There is no universal “best” solution—only the best fit for your operational, regulatory, and budgetary needs. Careful evaluation ensures fax remains a secure, reliable, and efficient part of your digital workflow rather than a legacy burden.