Cloud Fax Services
Cloud fax for our managed IT clients, with or without our phone system. Send and receive faxes without the paper jams, busy signals, and lost documents.
Why Businesses Still Fax (And That's Okay)
Every few years, someone declares fax dead. But insurance carriers, government agencies, vendors, and healthcare offices still send and expect faxes every day.
Why? Because fax is universal. Almost every business can receive one. It creates a paper trail, and unlike email, you know it arrived. In healthcare, it's a standard way to send referrals, records, and prior authorizations.
The problem isn't fax itself. It's the outdated machines, dedicated phone lines, paper jams, and busy signals. Cloud fax keeps the universal compatibility and drops the headaches.
The Problem with Traditional Fax Machines
Sound familiar?
Paper jams and maintenance
Fax machines break down, run out of toner, and jam at the worst possible times.
Busy signals
Single-line fax machines mean missed faxes when the line is in use.
Lost and misfiled faxes
Paper faxes sit in trays, get picked up by the wrong person, or disappear entirely.
No delivery confirmation
Did that contract or order actually go through? Hard to know without calling to confirm.
Privacy risks
Faxes with customer, financial, or health information sitting in open trays where anyone can see them.
After-hours faxes pile up
Come in Monday morning to a stack of weekend faxes that need immediate attention.
No searchability
Finding a fax from three months ago means digging through filing cabinets.
Physical space
Dedicated fax machines, phone lines, and paper storage take up valuable office space.
Two Ways to Modernize Your Fax
Go fully digital or keep your existing fax machine. Your choice.
Fax to Email / Portal
No fax machine needed
Pricing current as of February 2026
Fax to Email
Incoming faxes delivered to your email as PDF attachments. Review, forward, or save, all from your inbox.
Email to Fax
Send faxes by emailing a PDF to your dedicated fax number. Recipients get a traditional fax.
Web Portal
Full-featured portal to send, receive, and manage faxes. Upload documents, view history, organize by sender.
Multiple Recipients
Route incoming faxes to multiple email addresses. Billing faxes go to billing, orders go to operations.
Fax Archive
All faxes stored securely and searchable. Find any fax by date, number, or content.
Delivery Confirmation
Know when your fax was delivered, or get notified right away if it failed.
Cover Sheet Templates
Professional cover sheets with your business information generated automatically.
Mobile Access
Send and receive faxes from your phone. Handle urgent paperwork from anywhere.
Traditional Fax + Cloud
Keep your existing fax machine
Pricing current as of February 2026
Keep Your Fax Machine
Connect your existing fax machine to our cloud service via ATA device. No workflow changes required.
Reliable Delivery
Cloud-based routing eliminates busy signals. Multiple simultaneous faxes, no problem.
Backup and Archive
Even with a physical fax machine, all faxes are archived digitally for easy retrieval.
Failover Protection
If your fax machine is busy or offline, faxes queue and deliver when available.
No Phone Line Needed
The ATA connects to your internet. Cancel your dedicated fax phone line.
Keep Your Fax Number
Port your existing fax number. No need to update letterhead or notify contacts.
Best for: Offices with staff who prefer physical fax machines or workflows built around paper faxes. Get cloud reliability without changing how you work.
Fax by Department
Different departments have different fax needs. Our routing features get faxes to the right people automatically.
Sales & Orders
- Purchase orders
- Signed quotes and contracts
- Vendor order confirmations
Time-sensitive, needs immediate notification
Billing & Accounts
- Invoices and remittances
- Credit applications
- Vendor paperwork
Documentation-heavy, needs archive access
Insurance & Claims
- Carrier correspondence
- Claims documentation
- Certificates of insurance
Needs organization and searchability
Government & Legal
- Agency forms and filings
- Permits
- Legal requests
Needs a reliable record of what was sent
Healthcare Offices
- Referrals and medical records
- Prior authorizations
- Pharmacy and lab requests
Often urgent, sent under a signed BAA
HIPAA-Compliant Faxing
For healthcare clients, fax remains a standard way to send protected health information (PHI). Our cloud fax service keeps the safeguards HIPAA requires and adds encryption and an audit trail. We've supported HIPAA environments for 15+ years; see our healthcare IT work.
- Encrypted transmission: TLS encryption protects faxes in transit
- Encrypted storage: Archived faxes encrypted at rest
- Access controls: Only authorized staff see incoming faxes
- Audit trail: Complete logs of who sent, received, and viewed faxes
- Business Associate Agreement: We sign BAAs with all healthcare clients
Fax With or Without Our Phones
Managed IT clients can use cloud fax on its own or alongside our phone system. It's up to you.
Frequently Asked Questions
Can I keep my current fax number?
Yes. We port your existing fax number to our service. Your contacts, letterhead, and directories stay the same. Porting typically takes 1-2 weeks.
Is this HIPAA compliant?
Yes. All fax transmissions are encrypted in transit and at rest. We sign Business Associate Agreements (BAAs) with healthcare clients, and fax remains an accepted way to send PHI.
What if I need multiple fax numbers?
No problem. Many offices have separate numbers for billing, orders, or records. Each additional fax number is the same monthly rate as your primary number.
Can different departments get their own faxes?
Yes. With fax to email, you can route incoming faxes to specific email addresses based on the number called. Billing faxes go to billing staff, orders go to operations, and so on.
What happens if a fax fails to send?
You get immediate notification of delivery failures with the reason (busy, no answer, etc.). The system automatically retries failed faxes. You can also resend with one click.
How long are faxes stored?
Faxes are stored indefinitely in your archive unless you delete them. Many businesses keep several years of fax history for compliance and reference.
Can I send faxes from my business software or EHR?
Many line-of-business systems, including most EHRs, have built-in fax integration. We can provide the technical details your software vendor needs to connect. For systems without native integration, the email-to-fax option works as a simple workaround.
What's the difference between the two options?
The $15/month fax-to-email/portal option is fully digital, with no fax machine needed. The $49/month ATA option lets you keep using your existing fax machine while gaining cloud benefits like archiving and reliability.
Is there a limit on how many faxes I can send or receive?
Standard plans include page allowances that cover typical office usage. We'll review your current volume during setup and recommend the right plan. Overages are billed per page if you exceed your allowance.
Do I need the VoIP phone service to use fax?
No. Managed IT clients can use cloud fax with or without our phone system.
Related Services
VoIP Phone Systems
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VoIP Features
Complete feature list
VoIP Hardware
Phones and ATA adapters
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Eye Care Marketing
Referral and prescription fax management
Managed IT Support
Complete IT management for your business
Fax Comes With Managed IT
Cloud fax is available to businesses whose IT we manage, from $15/month. Keep your fax number.