December 8, 2022

How to Receive Faxes without a Fax Machine

So your client needs to send a confidential document through, but

  • Email is insecure
  • Physical mail takes too long, and
  • File transfer systems can be compromised

What system can you use that is battle tested and ensures security? Fax!

The first thing you might be wondering is, “Who still uses fax machines?” followed by, “How can I make this happen?” 

The good news is that it is possible to send and receive faxes without a machine. And it’s surprisingly easy. Here’s how.

Step 1: Sign up for an online fax service

Source: Pexels

To get started, you'll need to sign up for a secure and reliable online fax service.

With Thatch, you have all your customer interactions in one convenient place. Faxes, physical mail, email, sms, voice mail, and much more - all transcribed and sent to your chosen device. Let us help you build better relationships with your customers by having all their data at your fingertips.

Step 2: Obtain a fax number

Once signed up, you can purchase a unique online fax number connected to your account.

The fax number you pick is not location specific, so whether you’re at the local office or travelling to a business meeting overseas, you’ll never miss another fax. 

Step 3: Select your preferred way to receive faxes

There are generally 3 methods you can choose from:

  1. Receive the fax in your email 
  2. Receive the fax through an online portal
  3. Receive the fax using a mobile-optimized webpage

Source: Pexels

  1. Receive faxes in your email 

With this service, you’ll be able to receive faxes sent

  • using a traditional fax machine
  • using an online fax service

Anytime someone sends you a fax, the information will be sent directly to your inbox, and you’ll be able to send documents to any fax number in return.

  1. Receive the fax through an online portal

The process of receiving a fax on a laptop or personal computer is similar to receiving it via email.

As long as you have internet access, you can send and receive faxes in minutes.

After you’ve signed up with your chosen service provider, simply enter their URL into your browser and log into your account. You’ll be able to access any incoming faxes that have been sent to your fax number via the portal.

This is the most secure way to receive faxes as there is no email client or intermediary to try and intercept the file.

Here are some of the features Thatch offers:

  • Advanced confirmation reports
  • Multiple fax numbers
  • Fax confirmation
  • Unlimited storage
  • Secure storage on our servers
  • Multiple automatic retries

  1. A mobile-optimized webpage

Our website is optimized for mobile, so you can just as easily view your faxes on your device as you can online.

Depending on the service you sign up for, here are some features these platforms provide:

  • Send and receive faxes on your mobile or tablet
  • Scan documents with your phone’s camera
  • Download files and transfer them to your cloud storage

Source: Pexels

Do people still use faxes today?

Absolutely! But faxing has evolved and changed with time, moving from traditional fax machines and telephone lines to a faster and more efficient online service.

Compared to emails, faxing is considered a more secure way to send confidential documents. 

Here are a few examples of the type of information that’s not safe to send via email:

  • Social security numbers
  • Passports
  • Bank statements
  • Bank card numbers
  • Private health information

Faxing is mainly used by regulated industries such as government institutions, the healthcare industry, financial institutions, and some law enforcement agencies.

It’s not only a secure means to send and receive sensitive information but ensures that there’s a paper trail to follow.

What are the Benefits of using an Online Fax Service?

  • Increased Efficiency

Like other internet and mobile network-based messaging applications, online faxing helps send and receive faxes with lightning speed. 

Online fax services also make your life easier. All faxes are sent to a single place where you can access them anytime.

  • Lower Costs

With online faxing, there’s no need to have a dedicated phone line or to buy a bulky fax machine, printer paper and folders. All faxes are sent to your existing mobile or laptop.

It allows you to store faxes in your email or cloud, where you can view, download, copy, send or receive them at any time or anywhere as long as there's an internet connection. This allows you to also cut out the costs of physical storage cabinets.

  • Confidentiality

Source: Pexels

The problem with a traditional fax machine is that sensitive documents are left for anyone to see. Any person using the fax machine can read and access the information.

However, with an online fax service, only the person intended to see the fax will receive a copy.

Additionally, internet faxing services usually come with security measures that protect data from corruption or hackers. 

  • Convenient

Send a fax from any device, any time, and any location in the world. You won’t need to wait to get back to the office to access important documents - you can access them anywhere as long as there’s an internet connection.

In addition, an online service allows you to include your electronic signature and return it to the sender in minutes.

  • Less Chance of a Fax Getting Lost

With several faxes coming to an office fax machine each day, it’s easy for essential documents to get lost in a pile or end up on the wrong desk.

With online faxing, the document comes directly to YOUR email or app.

  • Reach a wider audience

As mentioned above, if you’d like to do business with specific industries, such as government institutions, you’ll need the means to send and receive faxes.

Are you interested in reaching an international audience? Countries like Japan and Germany regularly make use of faxing in their communication.

Source: Pexels

And what about older clients? Clients who spent their careers chatting with colleagues next to the office fax machine will, in many cases, want to stick to what they know. And who could blame them - Taking a photo of a document you want to scan and email may be a foreign concept to many of them.

  • Environmental Friendly

And lastly, if none of these other reasons convinced you, online faxing is better for the planet! Think of how many trees you’ll save by storing your documents on your device instead of printing every fax you send or receive.

Can I send a Fax online without a machine?

Yes, and the process is just as simple as when receiving one.

First, you’ll need to sign up for a reliable online service that will allow you to send faxes using an internet connection. 

Second, attach a document to an email message, or write a message using an online portal.

And third, address the message to the receiver's fax number along with the name of the fax service. The service will then translate the attachment to make it possible for the fax machine to read it.

After this, data is sent over the phone line and finally, the receiver's fax machine decrypts the data and prints the fax. 

Are you ready to join the online faxing revolution? 

Contact Thatch today!

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