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What is Fax Over VoIP? Everything You Need to Know



What Is Fax Over VoIP

Technological advancements are changing how we communicate ☎️, and old tools like telephones and fax machines are being replaced by new and much better ones.

An example of innovative technology is the Fax over VoIP technology, which has become popular because of its many advantages, such as speed, scalability, big savings, and security. 

Shifting from traditional fax machines to Fax over VoIP allows companies to send and receive faxes over the Internet using a fax server, a digital platform that manages fax transmissions. It eliminates the need for toner, paper, and dedicated phone lines.

In this blog, we will discuss fax over VoIP in detail, covering topics such as its benefits, how it works, and how to choose one.😊

So, let’s get started.

🔑Key Highlights

  • Fax over VoIP is a technology that sends and receives a document, also known as fax, over the VoIP network.
  • VoIP fax uses the T.38 protocol to send and receive faxes over IP networks.
  • Fax over VoIP offers various benefits like cost-saving, flexibility, and security.
  • While choosing the best Fax over VoIP solution, consider your business needs and budget and compare VoIP solutions with various other solutions.

What is Fax Over VoIP?

Fax over VoIP is a technology that sends and receives a document, also known as fax, over the VoIP network. Instead of sending the fax through a traditional public telephone network, it is sent over an IP network with a fax machine.

Fax machines convert image signals into digital packets and transmit those packets over the Internet. VoIP eliminates the use of traditional phone lines and is also cost-effective and more efficient.

How does a Fax Over VoIP work?

Fax over VoIP works by converting analog signals to digital data via a special protocol called T.38, which sends the fax over the Internet. Since traditional fax machines are incompatible with VoIP lines, a T.38 gateway or analog telephone adapter must bridge the gap between fax machines and VoIP networks.

How does a Fax Over VoIP work

The specialized protocol T.38 encodes and compresses the information into digital format. After it is encoded, the data is broken down into smaller packets, which are then delivered to the receiving end of the Internet. These packets on the other end are decoded back into digital fax data, which is then converted into analog signals for printing on the receiving fax machine. 

Both devices on the sending and receiving ends must support VoIP protocols, allowing for communication flexibility. 

👋 Take a look at: What Is A VoIP Adapter and How Does It Work

Benefits of Faxing Over VoIP: Why do you need it?

Faxing over VoIP offers several benefits to businesses. Some of these are:

  • Cost-effective: One of VoIP faxing’s main advantages is its 💰 budget-friendliness. It eliminates the need for different equipment and expensive wiring and also saves maintenance fees. 
  • Flexibility: VoIP uses internet access. So, businesses can send and receive faxes via computers, smartphones, or VoIP phones. With internet access, you can send faxes from anywhere.
  • Does not require expensive hardware: Traditional faxing requires bulky hardware and a costly telephone line. However, VoIP eliminates all the expensive hardware if you invest in a reliable VoIP system.
  • Increase security: Faxes are known for their security features, and VoIP lets you have more highly secured data. Sending faxes over VoIP provides encryption for faxes to ensure secure transmission. It also restricts fax access to authorized users with proper credentials.
  • Integration options: Fax over IP allows the integration of fax communication into modern digital networks, which shows the benefits of this technology, such as cost savings, flexibility, and the possibility of using the existing VoIP infrastructure for fax transmission.

Challenges of Fax over VoIP

Many businesses are switching to Fax over VoIP instead of using traditional methods. VoIP has its own benefits, but people might find it challenging due to the differences between Fax machines and VoIP.

Let’s find out the challenges of using Fax over VoIP:

  • Analog to digital conversion: Fax machines work with analog signals, and VoIP networks use digital data. Transforming analog fax signals into digital packets for sending over VoIP can sometimes cause signal distortion, data loss, and bad fax quality.
  • Packet loss and jitter: VoIP networks send packets of information that can be lost or jittered (variation in the time they arrive). Fax transmitters are very much affected by network conditions; hence, fax transmissions are often incomplete or fail to transmit.
  • Protocol compatibility: Fax over VoIP entirely relies on protocols, like T. 30 and T. 38, for signaling and transmission. Sometimes, VoIP networks may not use these protocols entirely or implement them in a way that is not compatible with fax machines. It creates reliability of fax transmission. 

How do you Fax Over VoIP?

Follow these simple steps to fax over VoIP: 

Step 1: To transmit fax over VoIP using a fax machine, you need to use a protocol known as T. 38, which is responsible for converting analog fax signals into a format that VoIP networks can use.

Step 2: Connect your traditional fax machine to the VoIP network through the T. 38 gateway or Analog Telephone Adapter (ATA).

Step 3: Contact a VoIP fax provider that allows you to send and receive faxes through a phone or computer. If you have a stable internet connection, you can also fax anytime by email.

Step 4: Start faxing your important documents with the VoIP system.

The strategy to turn VoIP to faxing consists of the following steps, which offer benefits and optimization tips. Thus, you can fax over VoIP using the advantages of digital technology.

How to choose the best Fax Over VoIP solution for your business?

VoIP has become one of the first choices for businesses seeking an efficient and cost-effective communication approach. However, when choosing a VoIP Fax solution for your business, you need to consider a few things. 

  • Identify your business need: The first thing you should consider when choosing a VoIP fax provider is your business need. You need to determine the scope of phone use across your organization, your business’s aim, and your business size. Understanding your business needs will help you choose a better service.
  • Plan your budget: The cost is the second thing you must consider. To find a sound VoIP solution, you must determine your business budget and how much you can spend on it. You should also compare the price and plans to find the most cost-effective solution for your business.
  • Evaluate features: You should evaluate the VoIP service provider’s features. You can compare features like compatibility and reliability and features like HIPAA compliance (if you’re in healthcare). 

After evaluating all these features, you can choose the best fax over VoIP solution for your business.

Final Thoughts

Fax over VoIP offers businesses a modern and efficient solution for transmitting faxes over the Internet. Businesses can overcome the compatibility challenges between traditional fax machines and VoIP networks by converting fax data into the T.38 protocol and utilizing devices like T.30 gateways or analog telephone adapters. 💫

While there are limitations to fax over VoIP, such as compatibility issues and need of good internet connection, the benefits of convenience, cost-effectiveness, and streamlined communication make it a valuable option for modern businesses. With fax over VoIP, companies can enjoy the advantages of digital communication while still utilizing fax technology when needed.😀


Can you fax over the VoIP?

Yes, you can, but you have to install a protocol known as T.30, which is designed for analog phone networks. This protocol will translate your fax machine signal into VoIP format.

How secure is VoIP fax?

Voip faxing is secure because it encrypts and saves your data in a secure server, and you’ll never lose any of it. Moreover, you can also control who can access, view, and use your documents.

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Dinesh Silwal

Dinesh Silwal is the Co-Founder and Co-CEO of KrispCall. For the past few years, he has been advancing and innovating in the cloud telephony industry, using AI to enhance and improve telephony solutions, and driving KrispCall to the forefront of the field.

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