Many industries rely on faxing to collaborate with sensitive documents. Despite advancements in faxing technology, many businesses still use analog fax systems over cloud faxing software, which encrypts documents for secure sending and receiving.
There are benefits and drawbacks to both analog and cloud fax tools. Some of the key differences in traditional vs online fax integration platforms include:
- Price & pricing structure
- Equipment needed
- Troubleshooting
- Physical print security
- Usability
The biggest difference in cloud and traditional faxing is the associated costs. Here's an overview of ways you could be overspending or lagging with your faxing strategy.
Cost of Traditional Fax Machines
One of the biggest reasons why businesses are moving to cloud faxing is the cost of traditional fax devices. A typical fax device could range from around $200 to $1000, depending on the model, manufacturer, and features of the machine.
Keep in mind, this is just the upfront cost of the machine. It does not take into account the costs of paper and toner refills as you use your machine. Before you purchase a traditional fax machine, consider the amount you typically fax, and your current print environment costs.
The analog fax line will also come with monthly costs paid your telephone company. These traditional phone lines can get pricey, with monthly costs often in the hundreds.
Cost of Cloud Fax Management Solutions
The costs associated with cloud faxing are typically based on monthly pricing tiers. This is often significantly cheaper over time than buying or leasing fax machines, which can become end-of-life and need replacement on a regular basis.
Cloud faxing services can range in price, but typical pricing of a good service should run you in the ballpark of $30-75. There are cheaper services available, but keep in mind, fax software is not all created equal, and you shouldn’t skimp on software responsible for protecting your data.
Different features to look for in electronic fax solutions include:
- Email integration
- Number of users supported
- Licensing structure
- Cybersecurity features such as fax end-to-end encryption
- International faxing
- SMS & other collaboration capabilities
- Usability & seamless user experience
- Digital fax management & customizability
These factors will all affect pricing, so make sure to take them into account when comparing services. To see an overview of pricing, features, and value of the most popular internet faxing services, check out our blog: 8 Best Online Fax Services for Small Businesses
What are the Benefits of Online Faxing?
With any cloud application, businesses have the added benefit of continuous software support services, both from manufacturers and managed print services.
For industries like law that require secure document management, solutions like eGoldFax solve common faxing roadblocks such as:
- Remote and hybrid work environments that require faxing on-the-go
- Environmental concerns with paper and toner overconsumption
- Compliance with data security regulations
Is it Safe to Send a Fax Online?
You might wonder if it's safer to stick to traditional faxing in light of the rise in cyber attacks threatening data security for businesses. After all, businesses that deal with sensitive information such as healthcare, law, and finance must take extra care to protect patient or client information.
The key features to look for in secure fax servers include:
- End-to-end encrypted faxing
- Secure portals with authorized user lists
- Encrypted digital fax archives to protect stored documents
- Secure encrypted email connections
These aren't the only features that make cloud faxing secure. By eliminating automatic printing, you can reduce the risk of unauthorized individuals getting their hands on sensitive documents.
To learn more about how the cloud can help you organize and protect documents, check out our blog: Ask The Expert: How to Generate Staff Buy-In for Cloud Document Management
On the other hand, traditional faxing is on its way out due to the security risks associated with outdated technology. As of 2025, the FCC declared traditional fax lines end-of-life, encouraging businesses to invest in more secure faxing options.
Read more about this change in our blog: Is Your Fax System End-of-Life? It May be in 2025
How to Find the Best Fax Automation Software for Your Business
As you're shopping around for different enterprise cloud fax services, it's important to take your industry, secure cloud faxing needs, and existing systems into account.
Whether you have high-volume faxing needs, or simply need a service to occasionally send and receive important documents, faxing doesn't have to be a headache. If you're ready to start your journey in finding the right cloud fax solutions, click the button below to speak to a cloud document services expert.
