business communications Fax isn’t dead, it’s regulated. Healthcare, financial services, legal, and government all still require it for specific workflows because of compliance rules that predate email. DialPhone’s online fax replaces fax machines, dedicated fax lines, and toner orders with a cloud service that works from Mac, Windows, iOS, Android, and inside the apps your team already uses. HIPAA and FINRA compliance are built in. The average enterprise reports $150,000 in annual savings after switching from fax-machine infrastructure.
HIPAA, FINRA, and GDPR compliant by default
- HIPAA-ready: Business Associate Agreement available, AES-256 encryption, role-based access, immutable audit logs — see our deep dive on VoIP encryption and transport security
- FINRA compliant: meets WORM (write-once-read-many) storage requirements for financial institutions
- GDPR compliant: multi-region data residency, right-to-erasure workflows, 30-day retention policies
- PCI-DSS ready: faxed card data is handled under PCI-DSS controls (for the narrow cases where this still happens)
Every fax transmission generates a timestamped delivery confirmation and a full audit log entry. Compliance officers love it. See the full trust center →
Send fax from anywhere
No fax machine, no fax line, no filing cabinet of cover pages. Send faxes from:
- Mac, Windows, iOS, Android: native DialPhone apps
- Microsoft Teams: send and receive faxes inside Teams (see the integration)
- Microsoft Outlook: Outlook add-in
- Gmail: email a PDF to
fax-number@fax.dialphone.com - Box, Dropbox, Google Drive: right-click a file, send as fax
- Web browser: full web app with preview
- Any MFP or copier: use the DialPhone print driver
Keep your fax numbers
Free fax number porting with zero service interruption. Typical porting: 2 to 5 business days. Bring toll-free fax numbers, DIDs, or international fax numbers from 105 countries.
Branded cover pages
Custom branded cover pages auto-apply with your logo, sender information, and confidentiality statement. Design them once, use them forever. Or use the clean system defaults.
Plans
- Fax 3000 Solo: for small practices sending up to 3,000 pages per month
- DialPhone AI Pro: unlimited pages, included with any Advanced or Ultra plan
No metered overage surprises on unlimited plans. See full pricing →
How to send a fax online in three steps
- Upload or attach a PDF. Drag into the DialPhone app, email it, or use the Outlook/Teams/Drive integrations.
- Enter the recipient fax number. Include country code for international. Add a cover page if needed (optional).
- Confirm. You get a delivery receipt by email or push. Failed transmissions retry automatically.
Most US faxes complete delivery in 30 to 90 seconds. International in under 2 minutes. See the full how-to guide for desktop, iPhone, and Gmail.
Industries that rely on online fax
Healthcare
Referrals, prescriptions, lab results, insurance pre-authorizations, the ecosystem still runs on fax. DialPhone replaces the fax machine and line without breaking the workflow — pair it with a HIPAA-compliant business phone for healthcare for a single regulated stack. Practices use it with Epic, Cerner/Oracle Health, athenahealth, DrChrono, and Kareo. See healthcare solutions →
Financial services
Loan documents, signed disclosures, wire-transfer authorizations. FINRA WORM retention on every message. See financial-services solutions →
Legal
Court filings (where jurisdictions still require fax), client signed engagement letters, opposing-counsel service. Privilege-safe retention policies. See legal solutions →
Where cloud fax saves money
Replacing fax machines and dedicated fax lines with cloud fax is built to remove cost and friction on three fronts:
- Lower recurring cost — no hardware, service contracts, paper, toner, or per-location fax lines
- No lost faxes — nothing is dropped to paper jams or an offline machine
- Faster routing — inbound faxes route to the right staff member by metadata instead of manual paper sorting
For a multi-location clinic network running a fax machine and a dedicated line per site, that consolidation is where the savings concentrate.
Price savings worth showing your CFO
A typical fax machine costs about $200 to $800 to purchase, $30 to $75 per month for a dedicated analog line, and $200 to $500 per year in supplies and maintenance. One multi-location business running 30 fax machines spends $30,000 to $80,000 per year on hardware alone, plus $10,000 to $25,000 per year on lines. DialPhone cloud fax bundled into the Advanced plan is $34 per user per month, and it ships with the full communications platform, not just fax.
How DialPhone compares
- DialPhone vs eFax: pricing, HIPAA, integrations
- DialPhone vs RingCentral Fax: fax specifically
- Best online fax services 2026 roundup
How to choose an online fax service
Online fax services look similar on the surface, but the right one depends on compliance exposure, volume, and how your team already works. Evaluate on five points:
- Compliance and the BAA. If you transmit any health information, a signed HIPAA Business Associate Agreement is non-negotiable — and many providers gate it behind their top tier. Confirm the BAA is included, that transmission and storage are encrypted, and that audit logging is available. Finance and legal teams should also check FINRA/SEC retention support.
- Number portability. You should be able to port your existing fax numbers in for free and keep them. A service that forces a new number breaks every form, letterhead, and directory listing that already shows your fax line.
- Where you send from. The point of online fax is sending from where you work — email (Outlook, Gmail), Microsoft Teams, a web app, or mobile. Confirm the integrations your team actually uses, not just a generic web portal.
- Volume and overage pricing. Compare included pages per month and the per-page overage rate. Low headline prices often hide steep overage once you pass a small page allowance — a real cost for high-volume senders like medical billing or title companies.
- International coverage. If you fax outside the US, check the country list and per-page international rates. Coverage varies widely between providers.
The shortcut: for any regulated business, lead with the BAA and encryption; for everyone, prioritize free number porting and the integrations you live in. Standalone fax apps that do none of this are rarely worth a separate subscription when a unified provider includes fax with phone and SMS.
Frequently confused: fax vs. e-signature
Fax is a regulated delivery mechanism. E-signature is a legally binding signing mechanism. Often the workflow needs both: fax for the regulated transmission, e-signature for the signed document. DialPhone’s fax integrates with DocuSign and Adobe Sign, send a signed PDF as a fax in one step.
Explore the online fax library
- HIPAA-compliant fax guide
- Best online fax 2026
- Number porting guide
- Business phone for healthcare
- DialPhone HIPAA compliance
Get a local fax number in any US area code
Every DialPhone fax line is a real phone number with a local area code — so your fax number can match the city you operate in, exactly like a voice line. Run a local fax presence in any US metro, port an existing fax number for free, and assign a separate fax number to each location or department.
Northeast
- Manhattan, NY (212)
- Brooklyn / Queens / Bronx, NY (718)
- Boston, MA (617)
- Philadelphia, PA (215)
- Washington, DC (202)