How Do Online Fax Services Work? A Complete Guide to Digital Faxing

At one time, fax machines were the height of office innovation. The giant humming beasts spat out curly paper and demanded their own phone lines like needy robots.

Still, for their era, they were brilliant. They turned document delivery into something almost instant, in a time when mail took days, couriers cost a fortune, and “send” meant physically walking something across town.

Now, as with typewriters and pagers, fax machines have earned their place in the museum of things that worked well until something better came along.

In industries like healthcare, law, finance, and real estate, the need to move documents quickly hasn’t changed, but the way it’s done certainly has.

What once took a clunky machine and a dedicated phone line now happens through sleek apps like Faxburner and cloud-based platforms designed for people who are already juggling enough.

In this guide, we’ll look at:

• What an online fax service actually is
• How online faxing works, step-by-step
• How FaxBurner stacks up against the dinosaur age of fax machines
• The benefits, costs, and features to look for

And how to get started in under five minutes

What Is an Online Fax Service?

An online fax service (also known as internet fax) is a service that lets you send and receive faxes via the internet, without relying on physical fax machines or dedicated phone lines.

It works through web platforms, mobile apps, or email, making it possible to manage faxed documents digitally, from wherever you are.

Now, instead of printing pages and feeding them into a machine, you simply upload a file, such as a PDF, Word doc, or even a photo. The service converts it into fax format and sends it to a traditional fax number.

When someone faxes you, it’s flipped the other way: the incoming fax is converted into a digital file and delivered straight to your inbox or app dashboard.

Services like FaxBurner include features like temporary fax numbers, email-to-fax support, and a mobile app. That means you can send, receive, view, store, and forward faxes entirely online, using the devices you already have.

How Online Faxing Works: Step-by-Step

Online faxing simplifies a once tedious process. With services like FaxBurner, sending and receiving documents is fast, intuitive, and fully digital, which is perfect for professionals who still rely on faxing but don’t have time to deal with outdated hardware.

Here’s how internet faxing works:

✉️ Sending a Fax

• Create an account with a provider like FaxBurner: This should take mere seconds. You can do it through the website or by downloading the app, whichever works for you.
• Upload your file or take a photo of the document: You can upload from your phone, cloud storage, or snap a quick photo if that’s easier.
• Add the recipient’s fax number or email address: Make sure the number or email is correct, as it’s where your fax will be delivered.
• Tap “Send”: The platform will convert your file into the proper fax format and handle the delivery for you.
• Check your confirmation: You’ll get a delivery update in the app and/or via email so you know it went through.

📥 Receiving a Fax

• FaxBurner assigns you a virtual fax number: This is the number you give to anyone who wants to fax something to you. It’s active as long as you’re using the service.
• The sender faxes a document to that number: They can use a physical fax machine or an online fax service on their end.
• The system converts their fax into a digital file (PDF): You don’t need to scan or print anything, as this is done for you.
• You’ll get the file in your inbox and in the app: The fax shows up like an email attachment, ready to open and review.

From there, you can view, download, forward, or archive it: Everything stays digital, and you can access it anytime.

💡Tip: FaxBurner’s free plan includes 25 pages received per month, and you can send up to 5 pages total for the life of the account. If you need to send more, you can easily upgrade to one of the affordable plans.

Online Fax vs. Traditional Fax

Traditional fax machines might still exist in some offices, but online faxing has taken over for a reason. Here’s how the two stack up side by side:

Feature	Traditional Fax	Online Fax (FaxBurner)
Hardware	Physical fax machine required	Uses your phone, tablet, or computer
Phone Line	Must be connected to a landline	Internet-based
Portability	Can’t move it once it’s plugged in	Works from anywhere
Setup Cost	High – machine, toner, paper	Free plan available; upgrades optional
Delivery	Can be slow or fail without warning	Instant delivery + confirmation
File Formats	Paper documents only	Upload PDFs directly
Storage	Physical filing or printing is needed	Digital storage in an app or email

Benefits of Online Faxing

Online faxing simplifies how you handle documents, saves time, and gives you more freedom to work on your terms.

Here’s why people are making the switch:

✅ Send and receive from anywhere: You don’t need to be tied to a desk or a physical machine. As long as you’re connected to the internet, you can fax from your laptop, phone, or tablet using a web platform or mobile app.

✅ Lower costs: Traditional faxing gets expensive quickly. Between the machine itself, regular maintenance, paper, ink, and a dedicated phone line, the costs stack up. Online faxing removes all of that. Many providers offer free or affordable plans with everything included.

✅ Everything stays digital and easy to manage

Faxes are stored in your inbox or app, so you can sort, search, and access them any time. You won’t have to dig through filing cabinets or deal with paper clutter.

✅ Fits into your existing tools: You don’t need to learn a new system. You can send faxes by email, through the app, or from files stored in the cloud, whatever works best for how you already get things done.

What to Look for in an Online Fax Service

Not all online fax tools are the same. If you’re comparing options, here’s what to look for beyond the price.

🧭 Ease of Use: Look for a clean, simple interface. You should be able to upload a file, type in a number, and send a fax in under a minute. Drag-and-drop uploads and clear instructions help avoid errors and delays.

💼 Portability: Make sure there’s a solid mobile app for iOS or Android. You should be able to fax from your phone without having to switch to a desktop every time.

📩 Email Integration: The best services enable you to send and receive faxes right from your email. This keeps everything in one place and makes it easier to share files across teams or with clients.

🗂️ Storage & Search: You’ll want a platform that saves your faxes and lets you search by keyword, date, or contact. That way, nothing gets lost and you’re not scrolling through random PDFs trying to find what you need.

📄 Cover Page Support & File Compatibility: Make sure it supports the basics like cover pages and accepts common file types like PDF, DOC, and JPG. That flexibility saves time and reduces the need to convert files elsewhere.

Is Free Online Faxing Legit?

Yes, as long as you pick a trusted provider.

Free faxing services do exist, and they work. But here’s the catch: most of them offer limited usage. That’s why they’re great for light or occasional faxing, but not ideal if you’re dealing with documents daily.

FaxBurner, for example, gives you:

• A free temporary fax number
• 25 pages you can receive each month
• 5 pages you can send total (lifetime of account)
• Access through the mobile app or web dashboard
  
  If you need to send more, you can upgrade to a paid plan. It’s still super affordable, and you get a permanent fax number with higher page limits.
  
  So yes, free online faxing is real. You just have to know what you’re signing up for.
  

  Equipment Needed for Online Faxing

  One of the best parts about online faxing is how little you actually need to get started. There’s no setup or installation, and nothing to maintain.

Here’s what you’ll need:

• An internet-enabled device: This can be a phone, tablet, laptop, or desktop computer. If it connects to the internet, it works.
• Access to a browser or mobile app: You can use the service through a web browser like Chrome or Safari, or download the app if the provider offers one (FaxBurner has both).
• A stable internet connection: Wi-Fi or mobile data is fine. Just make sure it’s reliable enough to upload and download files without interruption.
  

  How Much Does Online Faxing Cost?

  Online faxing keeps costs low because you’re not buying equipment, paying for maintenance, or dealing with supplies like toner and paper. You just pick a plan that fits how often you fax.
  
  Here’s what most providers offer:
• Free plans: FaxBurner’s free plan works well for light use. It gives you a temporary fax number, lets you receive up to 25 pages per month, and send up to 5 pages total.
• Paid plans: If you need more volume or a permanent fax number, you can upgrade. Paid tiers include higher page limits, added features, and more control over how you manage your faxes.
• One set price and no hardware costs: Everything happens digitally, so you don’t spend money on machines, ink, or phone lines.

If you’re just getting started, it makes sense to try the free plan first and upgrade only when you need more.

How to Get Started with FaxBurner

Getting started with FaxBurner takes less than a minute. You don’t need any special setup or training; you just create an account and start faxing.

Here’s how:

1. Download the FaxBurner app or sign up through the website

You can use it on iOS, Android, or any web browser.

2. Get your free virtual fax number

Once you’re signed in, FaxBurner will assign you a temporary number you can start using right away.

3. Send and receive faxes from your device

Upload a PDF, enter the fax number, and hit send. You’ll get incoming faxes delivered to your inbox and app dashboard.

4. Upgrade if you need more pages or features
   
   Paid plans include permanent fax numbers, larger page limits, and extra tools for business use.
   
   You don’t need a tutorial or a tech background to use it. Just sign in, follow the prompts, and you’re good to go.
   

   Conclusion: Why Online Faxing Is the Future

   Faxing still plays a role in many industries, but the way people fax today looks very different from the days of bulky machines and paper rolls.
   
   Online faxing is faster, easier to manage, and doesn’t require any extra equipment. You can send or receive a fax right from your phone, laptop, or tablet without changing how you already work.
   
   FaxBurner keeps things simple. The free plan makes it easy to test things out, and if you need more, upgrades are affordable and flexible.
   
   📲 Download FaxBurner today and send your first fax in minutes, for free.
   

   FAQs About Online Faxing

   How is a fax sent over the internet?

   The platform converts your uploaded file (like a PDF) into a fax format, then delivers it to the recipient’s fax number through digital infrastructure. You don’t need a phone line; just a connection.
   

   Do I need a fax machine to use an online fax service?

   Not at all. Everything happens through your phone, tablet, or computer. The service does the “faxing” behind the scenes.
   

   Can I fax from my phone?

   Yes. Apps like FaxBurner make it easy to send and receive faxes directly from your smartphone.
   

   What’s the difference between email and internet fax?

   Email sends regular digital messages, but many organisations still require fax for official or system-compatible document handling. Internet faxing bridges that gap by sending your file in fax format, making it compatible with traditional fax machines and platforms that still rely on them.