By David Thompson · Published May 5, 2026 · Updated June 8, 2026 · 10 min read
Finding the best fax machine for small business is harder than it looks. The market mixes everything from $150 dedicated fax units to $700 color laser all-in-ones — and most buying guides don't tell you which features actually matter day-to-day.
We tested and compared the top models from Brother, Canon, and HP to find out which machines deliver the best value for small offices in 2026. We'll also cover when it makes more sense to skip the hardware entirely and use an online fax service instead.
Quick Answer
The Canon Color imageCLASS MF656Cdw is the best all-in-one fax machine for most small businesses — color laser quality, 3-year warranty, wireless, and a reasonable price. For pure faxing volume on a budget, the Brother FAX-2840 is the dedicated standout.
At a Glance: Best Fax Machines for Small Business
| Model | Type | Price | Best For |
|---|---|---|---|
| Canon Color imageCLASS MF656Cdw | Color laser all-in-one | ~$349 | Best overall |
| Brother MFC-L2750DW | Mono laser all-in-one | ~$285 | Best value / low cost-per-page |
| HP OfficeJet Pro 9025e | Color inkjet all-in-one | ~$400 | Best inkjet option |
| Canon FAXPHONE L100 | Dedicated fax machine | ~$150 | Best dedicated fax |
| Brother FAX-2840 | Dedicated fax machine | ~$240 | Best for high-volume faxing |
| HP OfficeJet Pro 8135e | Color inkjet all-in-one | ~$175 | Best budget all-in-one |
The 6 Best Fax Machines for Small Business in 2026
1. Canon Color imageCLASS MF656Cdw — Best Overall
Canon Color imageCLASS MF656Cdw
Best for: Small offices wanting color laser quality plus fax
~$349
The Canon MF656Cdw is the all-around champion for small offices that need print, scan, copy, and fax from a single machine. The color laser engine produces crisp, professional documents at a cost-per-page that beats inkjet over the long run. The bundled 3-year warranty is genuinely exceptional — most competitors offer one year.
The Super G3 fax modem transmits a page in as little as 3 seconds. The 50-sheet ADF handles multi-page fax jobs without manual feeding, and single-pass duplex scanning saves time on two-sided documents. Wireless connectivity means any team member can send a fax from their computer or phone without walking to the machine.
Pros
- Color laser — sharp, professional output
- 3-year limited warranty (best in class)
- Wireless + ADF + auto duplex
- Super G3 33.6 Kbps fax modem
- Mobile printing via AirPrint, Mopria, Canon PRINT
Cons
- Pricier than monochrome competitors
- Color toner cartridges add ongoing cost
- Larger footprint than dedicated fax machines
2. Brother MFC-L2750DW — Best Value All-in-One
Brother MFC-L2750DW
Best for: High-print-volume small offices watching cost-per-page
~$285
If minimizing long-term cost is the priority, the Brother MFC-L2750DW is hard to beat. At roughly 2.7 cents per page, it's one of the cheapest monochrome laser all-in-ones to run. The 36 ppm print speed keeps pace with larger office workloads, and the 50-sheet single-pass duplex ADF scans both sides of a page in one pass — a real time-saver for multi-page fax jobs.
Brother's cloud-print integration (Google Cloud Print equivalent, Box, Dropbox, Evernote) lets you send documents to print or scan from any device. The machine stores received faxes in memory when it runs out of paper, so nothing gets missed.
Pros
- ~2.7¢ cost-per-page — among the lowest in class
- 36 ppm print speed
- 50-sheet single-pass duplex ADF
- Wi-Fi + NFC + cloud integration
- Stores incoming faxes when paper runs out
Cons
- Monochrome only — no color printing
- 2.7" touchscreen is small
- Toner drum sold separately at end of life
3. HP OfficeJet Pro 9025e — Best Inkjet All-in-One
HP OfficeJet Pro 9025e
Best for: Offices that need fast color output with flexible paper handling
~$400
The HP OfficeJet Pro 9025e is the standout inkjet all-in-one for small businesses that regularly produce color documents. The dual 250-sheet paper trays eliminate constant paper refills during busy periods, and the 24 ppm print speed is fast for an inkjet. Ethernet support makes it easy to share across a wired office network.
The built-in fax includes a 35-sheet ADF and standard fax memory. HP's Instant Ink subscription can significantly reduce per-page color printing costs if you commit to a monthly plan.
Pros
- 500-sheet total capacity (dual 250-sheet trays)
- 24 ppm black / 20 ppm color
- Auto duplex print and scan
- Ethernet + Wi-Fi + USB
- HP+ gives 2-year warranty + 6 months free ink
Cons
- Inkjet costs more per page than laser long-term
- Ink can dry out if machine sits idle for weeks
- HP+ requires ongoing HP account and cloud connection
4. Canon FAXPHONE L100 — Best Dedicated Fax Machine
Canon FAXPHONE L100
Best for: Offices that want a simple, dedicated fax line at low cost
~$150
The Canon FAXPHONE L100 is the go-to choice when faxing is the primary job and budget is tight. It packs a Super G3 modem (3 seconds per page) and 512 pages of fax memory into a compact, no-frills unit. The 30-sheet ADF handles multi-page documents without babysitting.
This isn't an office workhorse for printing — it's a reliable, dedicated fax machine that just works. For offices that already have a separate printer and want to add an independent fax line, the L100 delivers at a price that's hard to argue with.
Pros
- Super G3 fax — 3 seconds per page
- 512-page fax memory
- 30-sheet ADF
- Compact footprint
- Low upfront cost
Cons
- Fax, print, and copy only — no scan to cloud
- No wireless — USB only
- Not suitable for high-volume print workloads
- Discontinued direct from Canon; buy via retailers
5. Brother FAX-2840 — Best for High-Volume Faxing
Brother FAX-2840
Best for: Offices sending high fax volumes to multiple recipients
~$240
The Brother FAX-2840 earns its place when faxing volume is genuinely high. The ability to broadcast a single fax to 272 recipients simultaneously is a standout feature for legal offices, healthcare admin teams, or insurance companies that routinely send the same document to multiple parties. The 16 MB memory stores around 400 pages — enough buffer to receive faxes overnight without paper.
At 2.5 seconds per page, transmission speed is among the fastest available in a standalone fax machine. If your team faxes frequently and wants a dedicated machine that won't slow things down, this is the choice.
Pros
- Broadcasts to 272 locations simultaneously
- 16 MB memory stores ~400 pages
- 2.5 seconds per page transmission
- 250-sheet paper capacity
- VoIP-compatible
Cons
- Dedicated fax/copy only — no full scan-to-computer
- No wireless
- Larger and heavier than the Canon L100
6. HP OfficeJet Pro 8135e — Best Budget All-in-One
HP OfficeJet Pro 8135e
Best for: Budget-conscious small offices or home offices needing everything in one
~$175
The HP OfficeJet Pro 8135e is the most affordable entry point for small offices that want print, scan, copy, and fax in one device without spending $300+. It handles color printing for the occasional marketing flyer or invoice, connects wirelessly, and includes a basic ADF for multi-page faxing.
The 225-sheet tray and 20 ppm black speed mean it's not ideal for high-volume offices — but for a sole proprietor or 2–3-person team that faxes occasionally, it checks every practical box at a fraction of the cost.
Pros
- Low upfront price
- Color inkjet — handles photos and graphics
- 2.7" touchscreen
- Wi-Fi + USB + Ethernet
- 3 months free ink included
Cons
- Slower print speed (20 ppm black / 10 ppm color)
- 225-sheet tray — refill more often
- Higher per-page cost than laser options
What to Look for in a Small Business Fax Machine
Fax Speed: Super G3 Is the Standard
Fax speed is measured by the modem baud rate. Super G3 (33.6 Kbps) is the current standard for business fax machines, transmitting a page in as little as 3 seconds. Older 14.4 Kbps modems take 6–8 seconds per page — a meaningful difference over a 20-page fax job.
Every model on our list uses a Super G3 modem. If you find a machine priced below $100 that doesn't list its fax speed, assume it's slower.
Laser vs. Inkjet
| Factor | Laser | Inkjet |
|---|---|---|
| Speed | Faster (25–40 ppm typical) | Slower (10–24 ppm typical) |
| Cost per page | Lower (~2–4¢) | Higher (~5–12¢ for color) |
| Color output | Sharp for documents | Better for photos |
| Idle risk | None | Ink can dry if unused for weeks |
| Upfront cost | Higher | Lower |
Rule of thumb: If your office prints and faxes daily, laser saves money over 12–18 months. If your office is low-volume and needs occasional color output, inkjet is fine.
Automatic Document Feeder (ADF)
An ADF lets you load a stack of pages and walk away — the machine feeds them one by one into the scanner or fax. Without one, you feed every page manually.
- 20-sheet ADF — adequate for occasional multi-page faxing
- 30–35-sheet ADF — good for regular use
- 50-sheet ADF — recommended for busy offices
- Single-pass duplex ADF — scans both sides in one pass, saving significant time
Memory Capacity
Fax memory stores received faxes when the machine runs out of paper, and queues outgoing faxes when the line is busy. Look for 200+ pages of storage for any business environment. The Canon L100 stores 512 pages; the Brother MFC-L2750DW stores received faxes indefinitely in memory.
Connectivity
| Option | When You Need It |
|---|---|
| Wi-Fi | Multiple users sharing the machine wirelessly |
| Ethernet | Wired network with reliable connection |
| USB | Direct single-computer connection only |
| NFC | Tap-to-print from mobile (Brother MFC-L2750DW) |
| Cloud integration | Scan to Google Drive, Dropbox, etc. |
For any office with more than one person, Wi-Fi or Ethernet is essential.
All-in-One vs. Dedicated Fax Machine
Choose an all-in-one if: Your office also prints and scans regularly. You get far more functionality per dollar, and a single machine is easier to maintain than two separate devices.
Choose a dedicated fax machine if: Faxing is your primary workflow, you want the fax line always available regardless of print queue, or you already have a separate printer. See our fax machine setup guide for details on connecting either type.
How Much Does a Small Business Fax Machine Cost?
| Category | Hardware Cost | Monthly Phone Line | Best For |
|---|---|---|---|
| Budget dedicated fax | $100–$175 | $20–$40 | Occasional faxing only |
| Mid-range inkjet all-in-one | $175–$300 | $20–$40 | Low-to-moderate volume |
| Mid-range laser all-in-one | $280–$400 | $20–$40 | Daily faxing + printing |
| Business-grade color laser | $350–$500 | $20–$50 | High-volume color output |
| High-volume enterprise MFP | $500–$700+ | $20–$50 | Heavy-duty multi-user offices |
Hardware is only part of the cost. Don't forget:
- Dedicated fax/phone line: $20–$50/month from your phone carrier
- Toner or ink cartridges: $30–$150 per replacement, depending on model
- Paper: ~5,000 sheets/year average for a busy fax machine
- Maintenance: $50+ per service visit when things go wrong
A mid-range all-in-one at $285 upfront, combined with a $35/month phone line and $80/month in toner and paper, costs roughly $1,500 per year to operate — before counting the machine itself.
Total Cost of Ownership Matters More Than Sticker Price
The cost-per-page difference between a $285 laser and a $175 inkjet can add up to hundreds of dollars annually for a busy office. Always calculate ongoing supply costs, not just the purchase price.
Should You Buy a Fax Machine or Use an Online Fax Service?
For many small businesses, this is the most important question. Physical fax machines were the only option for decades — but online fax services have changed the math significantly.
When a Physical Fax Machine Makes Sense
- Your internet connection is unreliable and you need a fax line that works regardless
- You receive very high volumes of faxes that would exceed per-page plan costs
- Regulatory or workflow requirements specifically demand a hardware-based fax line
- Staff are non-technical and a physical machine is operationally simpler
When an Online Fax Service Is the Better Choice
- You want to fax from anywhere — your laptop, phone, or tablet
- You need encrypted, HIPAA-ready transmission without separate hardware
- You want to eliminate the $20–$50/month phone line fee
- Your team works remotely or across multiple locations
- You send faxes only occasionally and don't want to maintain a machine
mFax Business is built for exactly this use case. Plans start at about $9/mo (billed annually) and include HIPAA-compliant encrypted faxing, a virtual fax number, team accounts, and a web dashboard — all without a phone line, toner, or paper. Instead of rigid fixed tiers, you build your own plan: choose the exact seats (1–35) and pages (200–5,000) you need with a live calculator and pay only for what you use. For individual or occasional faxing, the mFax app lets you send a fax from your phone in under 2 minutes.
For a broader look at online options, see our best business fax services comparison.
VoIP + Fax Machine = Reliability Problems
If your office uses VoIP phone service (common in modern offices), standard fax machines frequently have transmission errors due to packet loss. Online fax services handle this problem by operating over the internet using a purpose-built protocol. See our guide on whether fax needs a phone line for the full breakdown.
Choosing the Right Fax Machine for Your Business
Use this quick decision guide:
- Heavy color printing + faxing → Canon Color imageCLASS MF656Cdw
- High volume monochrome + lowest cost-per-page → Brother MFC-L2750DW
- Best inkjet with large paper capacity → HP OfficeJet Pro 9025e
- Simple dedicated fax on a tight budget → Canon FAXPHONE L100
- Broadcasting to many recipients → Brother FAX-2840
- Budget all-in-one for a small team → HP OfficeJet Pro 8135e
- No hardware, fax from anywhere → mFax.to
If you're setting up a new office fax environment, check our step-by-step fax machine setup guide and our overview of how to send faxes from a printer once you have the hardware connected.
Send Faxes Without the Hardware
Not ready to buy a machine? mFax.to lets you send and receive faxes from your phone, laptop, or tablet — with delivery confirmation, HIPAA-ready encryption, and no phone line required.
For personal faxing, download the mFax app — upload a PDF or snap a photo and send in under 2 minutes.
For business teams, mFax Business gives you virtual fax numbers, HIPAA compliance, shared team inboxes, and a web dashboard — starting at about $9/mo, with a fully customizable plan you build yourself from the seats and pages you actually use.
Over 5 million users have already made the switch. If the total cost of owning and running a fax machine doesn't add up for your operation, an online service almost certainly will.