Online Fax Service — No Machine, No Per-Page Fees
DialPhone Online Fax lets you send and receive faxes directly from your computer or phone — no fax machine, no dedicated line, and no per-page fees. HIPAA-compliant faxing is included in every plan at no extra cost.
What is Online Fax?
Online fax is a cloud-based digital faxing solution that replaces traditional fax machines, enabling HIPAA and FINRA-compliant document transmission from any device — Mac, Windows, iOS, or Android — with fax numbers available in 105 countries.
Last updated: April 2026
Features
Key capabilities
Cross-device Accessibility
Send and receive faxes from Mac, Windows, iOS, and Android — no fax machine or phone line required.
Zero-interruption Porting
Port your existing fax numbers for free with zero service downtime during the transition.
Teams & Outlook Integration
Send faxes directly from Microsoft Teams and Outlook without leaving your workflow.
Custom Branded Cover Pages
Professional cover pages with your company logo, colors, and contact information.
105-country Coverage
Local and toll-free fax numbers in 105 countries for global document transmission.
Cloud Storage Integration
Auto-save faxes to Box, Dropbox, Google Drive, or OneDrive for seamless document management.
USE CASES
Who still needs business fax
Healthcare
HIPAA regulations require secure transmission of prescriptions, referrals, lab results, and patient records.
Fax remains the standard for inter-provider communication because it meets strict compliance requirements that email often cannot. DialPhone online fax delivers HIPAA-compliant transmission with a signed Business Associate Agreement, end-to-end encryption, and full audit trails — without the physical machine.
Legal
Law firms and courts rely on fax for filing deadlines, signed documents, discovery materials, and notarized records.
Many courts still require faxed submissions for time-stamped proof of delivery. Digital fax preserves the legal chain of custody while letting attorneys send from a laptop, tablet, or phone between hearings.
Finance
Banks, mortgage companies, and insurance firms transmit loan applications, compliance records, account documents, and authorization forms via fax daily.
FINRA and SOX compliance requirements make fax a necessity for audit-ready document trails. Cloud fax eliminates paper storage while maintaining the regulatory compliance financial institutions demand.
Government
Federal, state, and local agencies require fax for regulatory submissions, permit applications, and inter-agency communications.
Government procurement and contracting workflows frequently mandate faxed signatures. Online fax modernizes these workflows without requiring agencies to change their accepted submission methods.
Real Estate
Purchase agreements, disclosure forms, inspection reports, and closing documents move between agents, buyers, sellers, and title companies constantly.
Fax provides the signed-document trail that real estate transactions require. Agents in the field can snap a photo of a signed document and fax it from their phone in seconds.
HOW IT WORKS
Send and receive from any device
1. Upload document or snap a photo
Drag and drop a PDF, Word document, or image file from your computer — or use the mobile app to photograph a paper document. DialPhone automatically converts files to the optimal fax format. Supports PDF, TIFF, JPEG, PNG, DOC, DOCX, XLS, XLSX, and more.
2. Select recipient or use saved contacts
Enter a fax number manually, select from your saved contacts, or pull recipients from your CRM. Add a custom branded cover page with your company logo, colors, and a message. Send to multiple recipients simultaneously for batch transmissions.
3. Send via cloud
Your fax transmits through DialPhone's cloud infrastructure — no fax machine, no dedicated phone line, and no busy signals. Delivery confirmation arrives in real time with a detailed transmission report including timestamp, page count, and recipient status.
4. Receive faxes as PDF in your inbox
Inbound faxes arrive as PDF attachments in your email, Microsoft Teams, or the DialPhone app. No more walking to a shared fax machine or worrying about sensitive documents sitting in an open tray. Each fax is encrypted in transit and at rest.
5. Auto-archive with search
Every sent and received fax is automatically archived in the cloud with full-text search. Find any document by date, sender, recipient, or content keywords. Auto-save to Box, Dropbox, Google Drive, or OneDrive for seamless integration with your existing document management workflow.
ROI
Eliminate the fax machine for good
Traditional fax costs add up fast
A standard fax machine costs $200 to $500 upfront, plus $30 to $50 per month for a dedicated phone line, plus ongoing expenses for toner, paper, and maintenance contracts. For a mid-size office with multiple fax lines, hardware and consumables alone can run $5,000 or more per year — before accounting for IT time spent troubleshooting paper jams and connection failures.
Online fax is included in your plan
DialPhone online fax is included in all Business Phone plans starting at $24 per user per month. There is no separate fax subscription, no per-page surcharge for domestic faxes, and no hardware to purchase or maintain. The Core plan includes 500 pages per month, Advanced includes 2,000 pages, and Ultra includes unlimited faxing.
Beyond cost savings
The benefits extend past the balance sheet. No dedicated phone line means one fewer telecom contract to manage. No paper means no sensitive documents left in an open tray. HIPAA-compliant encryption means no compliance gaps. Full-text search across your entire fax archive means finding a document from three years ago takes seconds, not hours of digging through filing cabinets.
FAQ
Frequently asked questions
Is DialPhone online fax HIPAA compliant?
How much can I save by switching to online fax?
Can I keep my existing fax number?
What file formats are supported?
How many pages can I fax per month?
Ready to elevate
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Setup in minutes. Free number porting. No credit card required.