10 Best Fax Machines for Small Businesses in 2025

In an age dominated by email and cloud sharing, fax machines may seem outdated—but for many small businesses, they remain a vital tool for secure, legal, and document-heavy communication. Whether you’re transmitting contracts, medical records, or sensitive financial documents, a reliable fax machine offers quick, secure, and legally recognized document transfer. For small businesses, choosing the right fax machine means finding the balance between functionality, ease of use, and affordability. In this guide, we explore the best fax machines for small businesses that deliver dependable performance, space-saving design, and productivity-enhancing features.

Best Fax Machines for Small Business [Reviews & Buying Guide]

1. Brother FAX-2840 Fax Machine

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The IntelliFAX-2840 is a small laser fax machine that is ideal for a small business or home office. Nothing beats its features and convenience at serving a small office. The fax includes a 33.6K bps modem and a 16MB memory. With this fax, you can print up to 20 pages at a go due to its capacity and ability to fax and copy multiple pages. It uses an advanced technology that enables it to receive voice and fax on the same line. Experience the fun of its USB interface for printing and the 250-page tray capacity.

2. Brother FAX4100E IntelliFax

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Experience the performance of this high-speed laser fax. Its high-capacity paper tray and ultra-fast printing speed make it ideal for any small business that values time. Its automatic document feeder adds to the convenience. It can print black and white at 15 pages per minute and a fax speed of 3 seconds per page. It features a USB interface for added convenience. With the push of a button, you can resize a document from 50 to 200 percent and its 8MB memory allows up to 500 fax pages storage for high-capacity faxing.

3. HP LaserJet Pro M477fdw Color Laser

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This laser fax is designed with the small business in mind. It features fax, copier, scanner, color laser. It can interface with wireless devices and has a 4.3-inch color touchscreen. You no longer need to turn your papers manually for 2-sided printing since the machine does that automatically. At 28 pages per minute, speed is not an issue anymore. Work safely within the solid document security environment. Its 300-sheet capacity and up to 4,000 pages monthly output, this fax machine is ideal for up to 10 users.

4. Brother Monochrome All-in-One with Wireless Networking

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Get the monochrome laser fax for your small business and enjoy the experience of an all-in-one printing machine. Print from the USB or wireless devices at speeds of 27 papers per minute. The paper feeder can adjust from a letter to legal sheets, and the tray can carry 250 sheets. The printer is compatible with a wireless network and mobile devices.

5. Brother MFCL2740DW Wireless Monochrome Printer

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The small and home office can now get an all-in-one fax machine that suits their needs. It is fast and reliable and has a compact design to fit the small space in small business. It is crucial for a small business to produce impressive clear prints; this machine offers that. Save time with duplex printing and automatic document feeding. At 32 pages per minute, no small office can resist this printer. It will scan, print, copy and fax all from the press of a button.

6. Brother MFC9130CW Wireless All-In-One Printer

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With the MFC-9130cw you will fax, print, copy and scan at reliable and fast speed in color. Its wireless networking adds to the convenience of working with it in a small office. It prints crisp quality at 19 pages per minute and features a 3.7-inch display. The 250-sheet tray capacity is versatile enough to handle both letter and legal paper. This printer is energy efficient and sleeps when not in use. It allows you to print from your mobile device, Google Cloud Print, Wi-Fi Direct, and AirPrint.

7. Brother Printer MFCJ6935DW Wireless Color Printer

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Small businesses are usually tight on office expenses. This printer costs less on printing with its INKvestment cartridges. With print, copy, fax, and scan features, this printer will fit into any small business environment. It can manage automated duplex printing, single-pass duple and has wireless and mobile printing capabilities.

8. Canon PIXMA TR7520 Wireless Home Office All-In-One Printer

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Make work easier with this small office printer. It can handle large workloads with great efficiency and speed in spite of its size. It can handle scanning, printing, faxing and can output plain text and sharp color photos. Connect it to Wi-Fi, Bluetooth, Cloud and the regular cable. This is just the right printer size for your small home office or business.

9. Canon imageCLASS MF229dw Black and White Multifunction Laser Printer

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Easily navigate through the features and functions with the 6-line LCD panel. The tray holds 250 sheets and loads fast and efficiently. Save paper with the two-sided printing and experience greater energy-saving features of the Canon printer.

10. HP LaserJet Pro M426fdw Multifunction Wireless Laser Printer

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With this printer, your job will go faster and with a comprehensive security protecting your documents. Get more pages using JetIntelligence and scan directly to USB, network folder, email, and cloud. Speed, efficiency, print quality and economy are features every small business desires, get them using this printer.

How to Choose the Best Fax Machine for Your Small Business

Choosing the right fax machine depends on your specific business needs, volume of use, and available office space. Here are the key factors to consider:

1. Fax Volume and Speed

• Low to Moderate Use: For occasional faxing, a basic machine with slower transmission speeds may suffice.
• High-Volume Use: If your business frequently sends and receives documents, look for machines with high page-per-minute (PPM) speeds and larger paper capacities.

2. Multi-Functionality

Many modern fax machines are part of all-in-one printers that also scan, copy, and print. These are ideal for small offices with limited space and a need for versatile equipment.

3. Connection Type

• Telephone Line: Traditional fax machines use standard phone lines.
• Internet or Wireless Faxing: Some models support Ethernet or Wi-Fi for network faxing or connecting with cloud services.
• PC-Fax Feature: This allows sending faxes directly from a computer without printing first—great for reducing paper use.

4. Paper Handling and Memory

• Auto Document Feeder (ADF): Essential for faxing multiple pages at once.
• Paper Tray Capacity: Make sure the tray suits your usage without constant refilling.
• Fax Memory: Look for models that store incoming and outgoing faxes in memory in case paper or ink runs out.

5. Print Technology

• Laser Fax Machines: Offer faster speeds and higher print quality—ideal for businesses with heavy document use.
• Inkjet Fax Machines: Generally more affordable but slower, better for light use.

6. Size and Office Space

Consider your available space. Compact models are perfect for small desks or shared workstations.

7. Cost and Maintenance

Factor in the long-term cost of toner, ink, and maintenance. Laser models often cost more upfront but are cheaper over time due to lower cost-per-page.

Conclusion

While digital communication continues to evolve, fax machines remain a reliable and secure solution for many small businesses. The best fax machines for small business combine fast transmission, ease of use, and multifunction capabilities in a compact, affordable package. Whether you need a basic model for occasional use or a robust multifunction printer with faxing capabilities, investing in the right machine can streamline operations and keep your business communication smooth and professional.