Nextiva brings a clean minimalist interface. Everything needed to fax is right in front of you, without extra features to slow up sending your fax. The process of sending a fax is so simple it almost feels like something is missing (it isn’t).
The extra fields for the cover page are a pleasant surprise
There are charge code and tracking key fields for the cover page. These fields are a helpful extra for corporate environments that want to keep track of their fax communication.
Package fax with VoIP phone services (optional)
Nextiva offers a full range of VoIP phone services from VoIP phone for home and home office users all the way up to call center facilities. Most of their VoIP phone packages include fax capability.
Nextiva’s fax service: top 3 cons
Could use more features
Nextiva is the most minimalist of the fax services we’ve reviewed. What it does it does well, however, some users may be wanting more features.
Limited international service – no calls to international locations (except Canada, U.S. Territories, and some Caribbean regions) and no fax numbers outside the U.S.
Nextiva’s fax service can receive inbound faxes from any country, but won’t outbound fax to a number outside of the U.S.. It can, however, fax to Canada, U.S. Territories (Puerto Rico, U.S. Virgin Islands, Northern Mariana Islands, Guam, and American Samoa), and Caribbean regions that share in the North American Numbering Plan (Anguilla, Antigua and Barbuda, Bahamas, Barbados, Bermuda, British Virgin Islands, Cayman Islands, Dominica, Dominican Republic, Grenada, Jamaica, Montserrat, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Sint Maarten (only the Dutch side of the island, not the French side), Trinidad and Tobago, and the Turks and Caicos). For users who need to send a fax to an international destination, Nextiva might not be the right choice.
All fax numbers are U.S. local numbers. There are no toll-free or vanity fax numbers available. A quick note on toll-free numbers: many of them are not able to accept an inbound international call. If considering a toll-free fax number and expecting international faxes, consider a second local fax number for international users.
Nextiva does not offer fax numbers outside of the U.S.
Many smartphones (including the iPhone) will not run Flash. Smartphone users without Flash are not able to adjust administrative features from their phone. Smartphones work very well on their own to send and receive a fax with an email, however.
Adobe (the makers of Flash) are ending support in 2020. We feel that Nextiva will have an alternate platform in place well before then.
What type of fax numbers does Nextiva have available?
Nextiva only has local fax numbers for the United States.
There are no toll-free or vanity numbers. Lack of a toll-free number is not a complete loss, however, as toll-free numbers are not reachable from outside the country.
Nextiva only has American fax numbers available for its service.
System requirements
An active internet connection is required to use Nextiva’s online fax service for all methods of faxing. There is no traditional phone line required to fax with Nextiva.
Nextiva does not offer any desktop software or smartphone applications.
Email to fax is compatible with any email client or service, including Outlook, Hotmail, Gmail, and Yahoo! Mail. Adobe Flash is not required for the fax to email portion of the service.
File format compatibility
Nextiva’s fax service is compatible with 19 different file formats (when counting the number of compatible file extensions).
Popular file formats PDF, TXT, RTF, and Microsoft Word and Excel are all compatible with Nextiva’s fax system.
File formats from Mac’s iWork suite (Pages, Numbers, and Keynote) are not compatible (we’re not aware of anything on the market that is compatible with iWork). These file formats can be saved as PDF or RTF format to fax.
Open Office file formats (ODT, ODS, ODP) are not compatible with Nextiva. Open Office files can be saved as PDF or a Microsoft file format to become compatible with Nextiva.
Is Nextiva’s fax service easy to use?
We find it simple to use. It feels very clean and minimalist.
Both the web application and email fax work well.
We’ve found that Nextiva’s approach helps answer the question of whether a smartphone application and desktop software are really necessary for this industry. While Nextiva’s fax system doesn’t have extra software, everything it does through the web is everything that most people will need it to do.
The only people we see having complications with Nextiva’s online fax service are smartphone users who want to change administrative settings. As Nextiva’s web application runs on Adobe Flash (which doesn’t work on smartphones such as the iPhone), smartphone users won’t be able to change administrative settings or see archived faxes (except those saved on email) from their phones.
How does Nextiva’s online fax service work: How to send a fax
Nextiva can send faxes through an email or web browser
Step 1 – Start a new fax
If faxing with email, open a new email message. Address the “to” field of the email to the fax number @ nextivafax.com. For example, if faxing to (212) 555-1234, address the email to [email protected]. The subject line and body of the email are transferred over to the subject line and body of the cover page of the fax.
Nextiva’s fax service allows for sending a fax by email. The ‘to’ email address is the fax number @ nextivafax.com. Information in the subject line and body of the email will transfer over to the subject line and body of the cover page.
If faxing with the web application, log in to the Nextiva’s fax server page and select “send fax.” Insert the fax number, deliver to, and other data in the available fields. Only the fax number is necessary. There is only room for one fax number here (further in the fax send process there will be room for five more faxes or emails address that can receive your message as a cc, and when the fax sends there is the option to return to the starting menu with the same fields). There is the option to set a date (but not time) in the future to send the fax.
Example of Nextiva’s interface for sending a fax from their website. The fields in the form will translate over to the same spots on the cover page.
Step 2 – Attach documents
If faxing with email, attach documents to the email the same way you would attach files to a regular email.
If faxing with the web application, press “next,” then click “browse” to select the file to attach.
File formats such as PDF, TXT, RTF, and Microsoft’s Word (DOC) are available.
Step 3 – Send the fax & wait for confirmation
If sending the fax with email, send the email as usual.
If sending the fax with the web application, press “Next” to preview the final fax, then “next” again to move to the send screen. The transmission can include more fax numbers for cc’ing the message.
Finally, press “send” to have Nextiva send the fax. This will upload the information to Nextiva’s servers where the fax number will be dialed.
You will receive an email notice if the fax is sent (or if it fails to send).
When the fax is successfully completed, you will receive a confirmation email. If the fax does not go through, then you will receive an email detailing the error.
How does Nextiva fax work: How to receive a fax
Nextiva sends your faxes to you as an email with a PDF attachment.
You can also retrieve your faxes through the web interface.
When you receive a fax to your Nextiva fax number, the service will send you an email with the fax attached as a PDF file.
A received fax can be treated the same as any regular PDF file. It can be printed, saved, edited, and then forwarded as an email attachment or fax back through Nextiva’s fax system.
How does Nextiva fax work: Notable extra features
Fax machine support (fax bridge)
A traditional fax machine can use Nextiva’s fax service with Nextiva’s fax bridge. With the connected fax machine, faxes can be sent and received the same way as a traditional fax machine but using Nextiva’s infrastructure and rates.
For an office with employees that like the workflow of a traditional fax machine, this is a good option to maintain a traditional workflow. The fax bridge retails for around US$150.
Nextiva fax is compatible with all versions of Windows. Access is through the web browser and email, so there is no software to install, manage, or run.
Popular file formats PDF, TXT, RTF, and Microsoft Office formats (Word, Excel, and PowerPoint) are all compatible.
Send a fax (20%) – 4/5
Sending a fax with Nextiva works well. Windows users have the choice to send a fax from email or a web application.
Sending a fax is as simple as sending an email.
Sending a fax with the web application takes a few steps instead of putting all information on the same screen. We found it has a small learning curve the first time it is used, but easy to do the second time you send a fax.
The extra “tracking key” and “charge code” fields are a nice extra for companies to keep track of fax communications.
Receive a fax (20%) – 5/5
Receiving a fax works well. Faxes can arrive as a PDF attachment to an email (this feature is optional, the alternative is an email notice with a link to the fax in Nextiva’s web application).
The web interface also contains copies of all faxes.
How easy is it to access my old faxes? (20%) – 5/5
Accessing old faxes is done through the web application and is good. Nextiva keeps copies of both sent and received faxes.
There is a summary screen of recent faxes on the main page, and a full list (and search function) under the “search” button.
Older faxes can be downloaded again and forwarded to a different fax number.
Nextiva also includes a lot of optional sending information, such as the time and date, whether the fax was a success or failure, the duration of the fax, which compression methods were used, the speed of the transmission, etc.
Set up the service and change administrative settings? (20%) – 3/5
Setup is simple, however, some users will need to “whitelist” Nextiva’s website in their browser (Nextiva provides instructions on how to do so) to run as it operates with Adobe Flash. Most users will find the process simple, but it takes a few steps. After the service is set up, faxes can immediately be sent and received.
Power users will like the number of options in the “Settings” panel of the service, but they could be better labeled. Nextiva has a lot of options for a simple service, including whether to attach an incoming fax to an email, send a text message confirmation when a fax is sent or received, and more. Most customers will have to look up the meaning of “CSID”
The features could be better explained – most basic customers will have to look up the meaning of a few of the settings to understand them.
How easy is it to leave? (20%) – 4/5
Messages can be downloaded one at a time. We would have liked to see a “bulk download” or “bulk export” tool for archived faxes.
Nextiva allows for porting of numbers. As is expected, customers are liable for any costs of any existing contract.
Nextiva fax is compatible with all versions of MacOS. As access is through the web browser and email there is no software to run.
File formats PDF, TXT, RTF, and Microsoft Office formats (Word, Excel, and PowerPoint) are all compatible.
Apple’s iWork suite (Pages, Numbers, and Keynote) files are not compatible (we’re not aware of anything on the market that is compatible with iWork file formats). An alternative for iWork users is to save as a PDF file and fax from that format.
Send a fax (20%) – 4/5
Sending a fax with Nextiva works well. MacOS users have the choice to send a fax from email or a web application.
Sending a fax is as simple as sending an email.
Sending a fax with the web application takes a few steps instead of putting all information on the same screen. We found it has a small learning curve the first time it is used, but easy to do the second time you send a fax.
The extra “tracking key” and “charge code” fields are a nice extra for companies to keep track of fax communications.
Receive a fax (20%) – 5/5
Receiving a fax works well. Faxes can arrive as a PDF attachment to an email (this feature is optional, the alternative is an email notice with a link to the fax in Nextiva’s web application).
The web interface also contains copies of all faxes.
How easy is it to access my old faxes? (20%) – 5/5
Accessing old faxes is done through the web application and is good. Nextiva keeps copies of both sent and received faxes.
There is a summary screen of recent faxes on the main page, and a full list (and search function) under the “search” button.
Older faxes can be downloaded again and forwarded to a different fax number.
Nextiva also includes a lot of optional sending information, such as the time and date, whether the fax was a success or failture, the duration of the fax, which compression methods were used, the speed of the transmission, etc.
Set up the service and change administrative settings? (20%) – 3/5
Setup is simple, however, some users will need to “whitelist” Nextiva’s website in their browser (Nextiva provides instructions on how to do so) to run as it operates with Adobe Flash. Most users will find the process simple, but it takes a few steps. After the service is set up, faxes can be immediately sent and received.
Power users will like the number of options in the “Settings” panel of the service, but they could be better labeled. Nextiva has a lot of options for a simple service, including whether to attach an incoming fax to an email, send a text message confirmation when a fax is sent or received, and more. Most customers will have to look up the meaning of “CSID”
The features could be better explained – most basic customers will have to look up the meaning of a few of the settings to understand them.
How easy is it to leave? (20%) – 4/5
Messages can be downloaded one at a time. We would have liked to see a “bulk download” or “bulk export” tool for archived messages.
Nextiva allows for porting of numbers. As is expected, customers are liable for any costs of a contract they are currently signed to.
Being completely web based, Linux users will find that there is nothing lacking when using Nextiva from a Linux computer.
File formats PDF, TXT, RTF, and Microsoft Office formats (Word, Excel, and PowerPoint) are all compatible.
Open Office formats (ODT, ODS, ODP) files are not compatible. An alternative for Open Office users is to save as a PDF file and fax from that format.
Send a fax (20%) – 4/5
Sending a fax with Nextiva works well. Linux users have the choice to send a fax from email or a web application.
Sending a fax is as simple as sending an email.
Sending a fax with the web application takes a few steps instead of putting all information on the same screen. We found it has a small learning curve the first time it is used, but easy to do the second time you send a fax.
The extra “tracking key” and “charge code” fields are a nice extra for companies to keep track of fax communications.
Linux users will enjoy that there is no feature loss from incompatible software.
Receive a fax (20%) – 5/5
Receiving a fax works well. Faxes can arrive as a PDF attachment to an email (this feature is optional, the alternative is an email notice with a link to the fax in Nextiva’s web application).
The web interface also contains copies of all faxes.
How easy is it to access my old faxes? (20%) – 5/5
Accessing old faxes is done through the web application and is good. Nextiva keeps copies of both sent and received faxes.
There is a summary screen of recent faxes on the main page, and a full list (and search function) under the “search” button.
Older faxes can be downloaded again and forwarded to a different fax number.
Nextiva also includes a lot of optional sending information, such as the time and date, whether the fax was a success or failture, the duration of the fax, which compression methods were used, the speed of the transmission, etc.
Set up the service and change administrative settings? (20%) – 3/5
Setup is simple, however, some users will need to “whitelist” Nextiva’s website in their browser (Nextiva provides instructions on how to do so) to run as it operates with Adobe Flash. Most users will find the process simple, but it takes a few steps. After the service is set up, faxes can be immediately sent and received.
Power users will like the number of options in the “Settings” panel of the service, but they could be better labeled. Nextiva has a lot of options for a simple service, including whether to attach an incoming fax to an email, send a text message confirmation when a fax is sent or received, and more. Most customers will have to look up the meaning of “CSID”
The features could be better explained – most basic customers will have to look up the meaning of a few of the settings to understand them.
How easy is it to leave? (20%) – 4/5
Messages can be downloaded one at a time. We would have liked to see a “bulk download” or “bulk export” tool for archived messages.
Nextiva allows for porting of numbers. As is expected, customers are liable for any costs of a contract they are currently signed to.
We find Nextiva’s smartphone experience difficult to rate as the web application isn’t accessible to most smartphones (it runs on Adobe Flash which is not compatible with iPhone, and difficult to use with Android.). Readers of this review of Nextiva’s fax service for smartphones should balance it with our review of the desktop version they’ll be using.
One positive for smartphone users is that once set up, the service works very well for sending and receiving faxes. We find Nextiva’s minimalist approach works well for users who want to interact with fax mostly through their email.
One negative for smartphone users is the ability to use the web interface to adjust settings or look through an archive of old faxes from a smartphone is helpful (even if used occasionally). While it can be done from a computer, this review assumes only setting up administrative settings from a smartphone.
Send a fax (20%) – 4/5
Sending a fax with Nextiva works well when faxing with email.
Sending a fax with is not available with the web application, as most smartphones are incompatible with Adobe Flash.
Receive a fax (20%) – 4/5
Receiving a fax works well. Faxes can arrive as a PDF attachment to an email.
If regularly using a smartphone for faxing, you’ll want to go into the administration panel (from a computer) and enable receiving faxes as an email with an attachment.
How easy is it to access my old faxes? (20%) – 3/5
Smartphone access to older faxes is limited (as the web application runs on Flash).
Old faxes can be retrieved from a smartphone via your email application as long as you still have the email with the fax attachment.
As the web application is not available (because flash is not available on smartphones), there is no “fax archive” accessible from a smartphone.
Set up the service and change administrative settings? (20%) – 2/5
Registration (but not set up) can be done with a smartphone. No administrative changes can be made (even over the web) with a smartphone as the admin panel requires Adobe Flash (and Flash is not compatible with smartphones such as the iPhone). A smartphone should be able to register for the service and send a fax from the default email, however.
All administrative changes will have to be done on a computer.
How easy is it to leave? (20%) – 4/5
Messages can be downloaded one at a time. We would have liked to see a “bulk download” or “bulk export” tool for archived messages.
Nextiva allows for porting of numbers. As is expected, customers are liable for any costs of any existing contracts.
Customer Service
Customer service and technical support availability:
Customer support is available Monday to Friday 5 am – 6 pm, and Saturday 9 am to 1 pm Arizona time (Pacific time in the summer, Mountain time in the winter). Support is available by phone, email, or chat.
All of Nextiva’s online fax plans include support.
Online resources:
Technical support includes how to videos, system status, a ticketing system, and a FAQ/knowledgebase.
Nextiva appears to be very responsive. Of the 29 complaints filed, 20 (69%) were resolved to the complainant’s satisfaction, and in 9 (31%) of them, the consumer did not accept the response OR the BBB did not hear back from them. Complaints can be categorized as 19% advertising/sales, 23% billing, 13% delivery, 6% guarantee/warranty, and 39% product or service.
The “Single User” package (the one we reviewed) starts at US$4.95/month (when billed annually) for a total of 500 pages sent or received. Extra pages are $0.03/page.
Nextiva offers 3 packages. All of them include the same features and service. The only difference is the volume of faxes sent and received.
Nextiva fax review – conclusion & recommendation
There are a lot of reasons to like Nextiva. It proves that extra features and software and apps aren’t needed to provide a strong faxing experience, even at an entry level price. It provides a simple interface with everything that’s needed, and a few extras that are hard to find elsewhere.
Mac and Linux users will find that Nextiva’s minimalist approach is a benefit – all features available to Windows users are available to other platforms. Smartphone users, however, will find some disappointment on having to change basic features on a regular computer due to Nextiva’s use of Adobe Flash in the administrative panel.
Nextiva’s fax service works with minimal interruption and turns faxing from a chore to a basic task.
