By David Thompson · Published April 4, 2026 · Updated June 8, 2026 · 8 min read
XMedius fax is an enterprise fax platform used by thousands of hospitals, law firms, and government agencies worldwide. If your organization is evaluating it — or if you already use it and need a quick-start guide — this article covers exactly how XMedius works, what it costs, and whether a lighter-weight online fax service might be a better fit.
OpenText Acquired XMedius in 2020
XMedius Solutions was acquired by OpenText in March 2020 for $75 million. The product now operates under the OpenText XM Fax brand, and xmedius.com redirects to opentext.com. Existing customers are still supported, and the platform remains actively maintained.
What Is XMedius Fax?
XMedius fax is a software-based Fax over IP (FoIP) platform that replaces physical fax machines and phone lines with digital infrastructure. Founded in Montreal in 1993, XMedius grew to over 14,000 enterprise deployments and 50,000+ installations globally before OpenText absorbed it.
The product targets mid-to-large enterprises that need compliant, high-volume faxing baked into existing IT infrastructure — think hospital systems sending thousands of clinical documents per day, or law firms requiring auditable fax trails for court filings.
It is not a consumer product or a pay-per-fax service for occasional users. If you need to fax a document once a month, XMedius is almost certainly overkill. For those cases, scroll down to the alternatives section.
XMedius Fax Products
Under the OpenText umbrella, XMedius offers two main product lines:
OpenText XM Fax (formerly XMediusFAX)
The core fax platform, available in three deployment models:
| Deployment | Description | Best For |
|---|---|---|
| On-Premises | Software installed on your own servers | Organizations requiring data sovereignty or air-gapped environments |
| Cloud | Hosted in OpenText's secure data centers | Teams that want zero infrastructure overhead |
| Hybrid | Cloud infrastructure with on-premises data control | Regulated industries needing both flexibility and data residency |
All three models offer full feature parity — you don't sacrifice capabilities by going cloud versus on-premises.
OpenText XM SendSecure (formerly XMedius SEND)
A separate product for secure file exchange beyond fax. Supports files up to 5TB with double encryption and two-factor authentication. Useful for regulated industries that need a broader secure-delivery workflow, not just fax.
How XMedius Fax Works
XMedius supports four primary sending methods. Most enterprise users mix two or three depending on their workflow.
Web Portal
Log in at your organization's XMedius portal. Click New Fax, enter the recipient's fax number, attach your document (PDF, Word, Excel, PowerPoint, JPG, PNG, or TIFF), and click Submit. XMedius attempts delivery up to three times and sends you an email confirmation — success or failure. Inbound faxes land in your portal inbox as downloadable PDFs.
Email-to-Fax
Address an email to [faxnumber]@xmedius.com — for example, 14169741234@xmedius.com. Any attachment in the email is automatically transmitted as a fax. This is the fastest method for users already living in their inbox. A delivery receipt arrives by reply email within minutes. See our fax-to-email guide for how this protocol works in general.
Mobile App (iOS & Android)
The XMedius mobile app lets you attach documents from Google Drive, Dropbox, or OneDrive, set priority and retry options, schedule delayed sends, and receive push notifications when faxes arrive. Useful for field staff or clinicians who aren't desk-bound.
Multifunction Printer (MFP) Integration
This is XMedius's biggest enterprise differentiator. The XM Fax Connector app runs directly on Xerox (VersaLink, AltaLink, PrimeLink), Kyocera, and Toshiba MFP touchscreens. Scan a document at the printer and send it as a fax — no separate fax machine, no analog phone line. The Follow You Fax feature lets you authenticate at any networked MFP to retrieve and print received faxes at your location.
Receiving faxes works the same regardless of how they were sent: inbound documents arrive as PDF attachments in your email inbox and appear in the web portal under Inbound History. From there you can view, download, forward, or delete them. OCR-based routing can automatically direct incoming faxes to the correct department or EMR system.
XMedius Fax Pricing
XMedius does not publish transparent pricing — this is the most common complaint from prospective buyers.
No Public Price List
All XMedius (OpenText XM Fax) pricing goes through direct sales or authorized resellers (VARs). Expect a discovery call before getting a number. Budget at least a week for the quoting process for enterprise on-premises deployments.
Here's what third-party review sites and resellers have published:
| Tier | Estimated Cost | Notes |
|---|---|---|
| Cloud (entry) | ~$200/month | Third-party estimate; actual varies by volume |
| Cloud (mid) | ~$50–$150/month | ITQlick estimate for 500–5,000 pages/month |
| On-Premises | Custom quote | Per-server licensing via OpenText or VAR |
| Pay-per-use | Volume-based | Prepaid credits; per-page debit model |
Factors that affect total cost:
- Number of users and concurrent fax channels
- On-premises vs. cloud vs. hybrid model
- MFP connector licenses (per-device fees)
- Compliance add-ons (SSO, enhanced audit logging)
- Whether you buy direct or through a reseller
For organizations that need 100+ users and MFP-integrated faxing, XMedius can be cost-effective at scale. For teams under 20 users, the setup complexity and opaque pricing usually make cloud-native alternatives the better choice.
Key Features
Security & Compliance:
- All transmissions encrypted in transit using T.38 and G.711 protocols
- HIPAA, GDPR, FERPA, SOX, GLBA, PCI-DSS, and ISO 27001 compliant
- Business Associate Agreements (BAA) available for healthcare — required for HIPAA-compliant faxing
- Role-based access controls and Active Directory / LDAP integration
- Full audit logs and activity tracking for compliance reporting
Integrations:
- Microsoft 365, Outlook, Exchange, and SharePoint
- Xerox, Kyocera, and Toshiba MFPs
- Epic and Cerner EMR/EHR systems (via API/XML)
- Google Drive, Dropbox, and OneDrive (mobile app)
- SAP and other ERP systems via XML/Web Services API
Operational Features:
- Broadcast faxing to multiple recipients simultaneously
- Scheduled and delayed sending
- Auto-retry on failed delivery (up to 3 attempts)
- Inbound OCR and barcode routing for automated document workflows
- Department-level cost tracking and re-billing
- High availability and disaster recovery configurations
- Multi-tenancy support for telecom service providers
XMedius Fax: Pros and Cons
OpenText XM Fax (XMedius) earns high marks from IT administrators who manage large-scale fax operations in regulated industries. Its MFP integrations and deployment flexibility are genuinely strong. The friction — opaque pricing, dated UI, and complex setup — makes it hard to recommend for anything smaller than a mid-size enterprise.
Pros
- Excellent MFP integration — especially Xerox ConnectKey devices
- Rock-solid reliability once configured; minimal daily maintenance
- Flexible deployment: on-premises, cloud, or hybrid with full feature parity
- Strong security and compliance coverage (HIPAA, GDPR, SOX, ISO 27001)
- Active Directory automation for fax-to-email routing works well
- Highly responsive customer support (rated 4.9/5 on GetApp)
- Fax number porting typically completes in 2–3 business days
Cons
- No public pricing — all quotes require sales engagement
- Complex initial setup; can take days to weeks for enterprise deployments
- Outdated admin UI in some areas; logging system is hard to navigate
- API documentation is inconsistent and not a modern REST architecture
- Support is not 24/7
- Post-OpenText acquisition, product roadmap is less transparent
- Overkill for teams under 20 users
Who Is XMedius For?
XMedius is the right choice when all of the following are true:
- Your organization sends hundreds or thousands of faxes per month
- You have an existing Xerox, Kyocera, or Toshiba MFP fleet you want to unify
- Your IT team can manage an on-premises or hybrid deployment
- You need HIPAA, FERPA, GDPR, or SOX compliance with a BAA
- You're integrating fax with an EMR system like Epic or Cerner
Industries where XMedius has the strongest foothold: hospital systems, insurance companies, law firms, federal and state government agencies, and universities.
If your organization doesn't check most of those boxes, a cloud-based fax service will be faster to set up, easier to manage, and cheaper.
Alternatives to XMedius Fax
| Service | Best For | Starting Price | HIPAA / BAA | On-Premises |
|---|---|---|---|---|
| mFax.to | SMB to mid-market, healthcare teams | From $9/mo | Yes — BAA included | No (cloud-native) |
| eFax | SMB to enterprise | From ~$18.95/mo | Yes — with add-on BAA | No |
| RingCentral Fax | Teams on RingCentral UCaaS | From $17.99/mo | BAA on RingEX only | No |
| OpenText RightFax | Large enterprise, OpenText ecosystem | Enterprise quote | Yes | Yes |
| etherFAX | Healthcare, financial services at scale | Volume-based quote | Yes | Hybrid |
| Fax.Plus | Small teams, developer API | From $7.99/mo | Yes — with paid plan | No |
When mFax Is the Better Choice
For teams that need HIPAA-compliant faxing without a six-week enterprise procurement cycle, mFax Business is the most direct XMedius alternative.
- Transparent, build-your-own pricing: from about $9/mo (billed annually), fully customizable — choose the exact seats (1–35) and pages (200–5,000) you need with a live calculator and pay only for what you use ($3/seat + $4 per 100 pages), with no rigid fixed tiers or hidden VAR markups
- BAA included on business plans — no add-on fee
- Setup in minutes — no on-premises infrastructure, no MFP connectors to configure
- Web + mobile + API — send from any browser or the iOS/Android app, and automate faxing through the REST API documented at developers.mfax.to (included on every mFax Business plan)
- Delivery confirmation on every fax with full audit trail
For Personal or Small Team Faxing
If you need to send faxes from your phone — not manage an enterprise fax server — download the mFax app and send in under 2 minutes. No contracts, no hardware, no setup.
For a broader comparison of enterprise fax services, see our best business fax services roundup.
When to Stick With XMedius
There are scenarios where XMedius — or its OpenText successor — genuinely wins:
- You already have it deployed and your IT team has tuned it. Migration costs often outweigh switching savings.
- Your Xerox MFP fleet is central to your fax workflow. No cloud-native competitor integrates with Xerox ConnectKey as deeply.
- You need on-premises or hybrid deployment for data residency or air-gap requirements. Most cloud fax services can't offer this.
- You're already in the OpenText ecosystem (RightFax, Content Suite, Documentum). XM Fax integrates natively with other OpenText products.
Conclusion
XMedius fax (now OpenText XM Fax) is a powerful, enterprise-proven platform with excellent MFP integration, strong compliance credentials, and flexible deployment options. Its weaknesses — opaque pricing, complex setup, and dated UI — make it a poor fit for organizations outside the enterprise segment.
If you're evaluating XMedius for a large hospital system or a federal agency with an existing Xerox fleet, it belongs on your shortlist. If you need compliant faxing for a medical practice, a small legal team, or a growing business, mFax Business gives you HIPAA compliance, a BAA, and full audit logging for a fraction of the effort — starting at about $9/mo.
Need to send a fax today? Download the mFax app, upload your document, and send in under 2 minutes. No hardware, no contracts, no waiting for a sales quote.