Virtual fax

What is a virtual fax?

A virtual fax service lets you send a fax online rather than via a traditional fax machine. All you need is an internet connection and either a cloud-based fax service provider or a unified communications platform with built-in virtual fax functionality.

Instead of transmitting messages through a phone line, an online fax service sends one through your IP address using a virtual fax number that you assign to it.

There’s no need for any bulky equipment since your computer acts like a virtual fax machine. It also means no toner cartridges to replace and no downtime while you wait for routine maintenance to be carried out.

Online faxing (and much more) with Dialpad

Why might your business want to send online faxes?

Virtual fax solutions offer many benefits over the more traditional methods. For one thing, all it takes is a computer and a cheap VoIP service, and you’re ready to go. There are so many other reasons to use virtual fax software, too:

It reduces paperwork

Faxing is still a popular option for business communications, but more and more companies prefer to fax online. The traditional setup generates so much paperwork that it adds significantly to costs and clutter in the workplace.

Dialpad’s unified communications platform provides the virtual fax your business has been waiting for. Send multiple faxes simultaneously, send virtual faxes to email, and file and organise all your messages so you can check them later.

That way, you can access a full audit trail instantly without wasting time looking through reams of paper documents. Say goodbye to piles of paper and hello to a modern faxing solution.

It's more sustainable

And because there’s no paper to worry about, it’s great for the environment, too. It’s good to recycle office paper, of course, but it’s even better if you don’t generate lots of paper waste in the first place.

But it’s not just the lack of paper that makes faxing online a sustainable choice. Using a service that lets you send a virtual fax free as part of a single platform also reduces energy usage.

So switching to a fax online service that involves sending a fax over IP isn’t just a great way to burnish your eco credentials—it’s also an energy-conscious choice.

It's highly efficient and good value for money

You can send loads of faxes to different recipients much faster than you could with more traditional methods, saving time and money. There’s no need to pay for storage for faxed documents or physical components like toner cartridges.

Even better, you get an all-around productivity boost, too. When you receive faxes, you can choose to have copies emailed to everyone you want to receive them. That means there’s no chance of any delays in responding to important messages.

Everybody on your team will be completely up to date with what needs to be done at all times. The result? A much more efficient way of working that helps you deliver the best possible service for your clients.

It's easy to use

When you fax free online, it’s simplicity itself. All you need is a virtual fax number, and you’re ready to go. Much like with Direct Inward Dialling (DID), a feature that assigns individual virtual phone numbers without the need for separate physical lines, you can assign a variety of numbers to send faxes from.

With Dialpad’s platform, you can send and receive faxes from your main company number, a department line, or individual user lines. You can add and delete numbers as needed so you remain in total control. You only need to buy the licences and assign the numbers you want to use.

You can use it no matter where you're working

With the old-fashioned way of sending faxes, you’re basically chained to the fax machine. When someone sends a document, they have to stand next to the device to feed it in. Similarly, if you’re out of the office, you won’t be able to check on your faxes until you return.

So, it’s no wonder so many companies have been turning to online fax. Virtual fax, by comparison, is so much more flexible. As long as you have an internet connection and an account with virtual fax functionality, you can send or receive faxes wherever you are.

It's more scalable

Another restriction of traditional faxing methods is their lack of scalability. Since each fax machine takes a while to send a single document, it places quite a low ceiling on how many you can send quickly.

Not so with faxing online. You can send multiple documents from your account instantly with a single click. Meaning you can easily adjust how many you’re sending as your business grows.

And because you can send an online fax for free with the right software, it doesn’t cost you anything extra, no matter how many faxes you want to send.

Get virtual fax and all your other communication channels in one place

Dialpad provides a truly unified communications solution so you can take care of all your digital communications needs and enjoy multiple integrations with your favourite apps straight out of the box.

Getting started with Dialpad couldn’t be easier. Get set up to receive unlimited calls, messages, and meetings on any device in minutes.