Computer monitor showing a virtual fax being sent in dialpad's desktop app

Virtual fax

If you work in an industry like healthcare or finance, but don’t want to be stuck with physical fax machines—virtual fax could be the answer. With Dialpad, you can send and receive faxes from a desktop or mobile app. Sign up for a free trial to get set up with a virtual phone number and try it out!

What is virtual fax?

Essentially, virtual fax (sometimes also called eFax) lets you send and receive documents over the Internet. Typically, you need an Internet connection and a cloud-based fax service provider or a unified communications platform that has virtual fax functionality.

With virtual fax, you can send large files or sensitive information over the Internet. You can also open your inbound faxes right in your email inbox and read them on your desktop or mobile device—no more bulky fax machines.

How it works

Traditionally, a fax was sent via the phone line to and from a physical fax machine. A fax machine would scan a document and transmit it through the PSTN (Public Switched Telephone Network), and finally the receiving fax machine would print the document and send confirmation back to the outgoing fax machine.

Using virtual fax is easy with Dialpad. All you need is your computer.

Virtual fax with Dialpad

Screenshot of adding a fax line in dialpad

Easy to set up

Since internet faxes require no equipment or phone lines, all you need is a license, phone number, and plan from Dialpad. Add more virtual fax lines to your online account in just a few clicks. Don’t need them anymore? You can remove them just as easily. Can't do that with traditional phone lines.

Side by side of dialpad mobile and desktop apps

Easy on your wallet

Whether you work at a small business or global enterprise, online faxing is much more budget-friendly than traditional faxing. There are fewer overhead expenses since you don’t need to buy physical fax machines (that require ink, fax cover sheets, and regular maintenance). Pricing does vary—with Dialpad, you get 1,000 free pages per month, and it costs $0.10 per page after that. But you do get a unified communications platform with all paid plans.

Screenshot of a virtual fax being downloaded via dialpad's desktop app

Reduce your carbon footprint

Time and money aren’t the only things you’re saving with virtual faxes. You’re also saving the planet since you’re using less paper and less ink. (Thanks, cloud storage.) Download faxes right from the app!

Screenshot of sending a virtual fax in dialpad

Way more convenient

One of the biggest benefits of having a virtual fax service is, of course, the convenience. Send and receive faxes from Dialpad's app using just an Internet connection—no landlines needed.

👉 Did you know?

Dialpad plays nice with different file types. Word documents, PowerPoints, PDFs, JPEGs, PNGs, you name it. You can fax all those electronically through Dialpad.

Try virtual fax for free with Dialpad

Take Dialpad's virtual fax feature for a spin with a 14-day trial. It takes just a few minutes to get set up with a virtual number. Or, take a self-guided interactive tour of the app first!

Everyone in the accounting department gets the same fax number, so if an important document comes in, everyone gets a copy. There’s no need to email it around... And Dialpad saves it too, so we can look back in a month and see the document that was faxed to us.

Kelly Winstrom
Director of IT at Andy Mohr Automotive Group
👉 Fun fact:

Did you know that with toll-free fax numbers, you can give vendors and clients a free way to send you faxes? Yep, toll-free numbers aren’t just for phone calls—they allow you to send and receive faxes to and from those numbers without incurring any of the usual faxing fees too.

How virtual fax works in Dialpad

Purchasing a fax license

Before you can use virtual fax, you need a fax license. Once you have a license, you (or the admin) can add fax lines to shared lines or individual team members.

  • Go to your dashboard and go to your “Admin Settings” then “Billing”

  • Click “Buy Licenses” then enter the number of fax licenses you need and click “Next”

  • Review your purchase and then select “Confirm Purchase”

Screenshot of purchasing a fax number in dialpad's online dashboard

Sending a fax

  • Click “Send a Fax” in your Dialpad dashboard. You’ll be able to either add an existing recipient or add a fax number by manually typing it in.

  • To add the file you want to fax, click “Upload a File” and choose the file you want to fax from your computer. Dialpad supports most common file types up to 10MB.

  • Once you select the fax, it’ll automatically be sent. You’ll also be able to see a record of sending the fax in that conversation thread. (If you want, you can then download it to Google Drive or Dropbox to share with teammates.)

Want to get started with virtual fax?

Sign up for a free trial to try it out for yourself. All you need is your Google Workspace or Microsoft 365 account.