Can You Fax Over VoIP?

Voice over Internet Protocol (VoIP) allows voice and multimedia communications to be transmitted over the internet. It converts analog audio signals into digital data packets to send online.

VoIP can also be used for faxing, allowing businesses to send and receive faxes using a VoIP system and eliminating the need for a physical fax machine. Overall, it's a cost-effective, flexible way for businesses to manage their communications.

Related: What Is VoIP?

How Faxing Works With VoIP

Overview of faxing over VoIP

To send a fax over VoIP, the fax machine needs to connect to a VoIP gateway or an analog telephone adapter (ATA), which converts the analog fax signal into digital data that can be transmitted over the internet. Then, the ATA connects to the VoIP network, which sends the fax data to the receiving fax machine, typically through the T.38 protocol.

The technology behind faxing over VoIP

Faxing over VoIP typically uses a protocol called T.38 to facilitate communication between the VoIP network and the receiving fax machine. T.38 converts the fax signal into a digital format to send over the internet and back to analog format on the receiving end. This protocol maintains the integrity of the fax transmission and ensures that it is received in a readable format.

The G.711 codec is a digital audio compression algorithm common in VoIP systems for transmitting voice calls over the internet, and in some cases, for faxing over VoIP.

G.711 can consume a significant amount of bandwidth, which can concern businesses with limited network resources. In these cases, other codecs, such as T.38, may be preferred for faxing over VoIP as they are explicitly designed for fax transmission and can be more efficient regarding bandwidth usage.

Advantages of faxing over VoIP

Faxing over VoIP (Voice over Internet Protocol) offers several benefits compared to traditional faxing methods.

1. Cost savings: Faxing over VoIP can be significantly cheaper than traditional faxing methods. It eliminates the need for dedicated phone lines and hardware, reducing the monthly costs of maintaining a fax machine. In addition, many VoIP providers offer affordable or unlimited faxing plans, making it an attractive option for businesses seeking to reduce communication expenses.

2. Convenience: Faxing over VoIP can be more convenient than traditional faxing methods. It allows users to utilize fax services from almost anywhere, eliminating the need to be physically present at a fax machine. This can be particularly useful for remote workers or businesses with multiple locations. Callifi's VoIP service allows businesses to optimize their fax communications. By assigning specific fax numbers to individual departments or team members, businesses can ensure that faxes are delivered directly to the intended recipient, reducing the need for manual sorting and improving overall efficiency. 

3. Integration with other communication tools: Faxing over VoIP can be integrated with other communication tools, such as email and messaging apps. This integration allows users to receive faxes as attachments to emails or directly in their messaging app, streamlining communication and reducing the need for multiple communication platforms.

Ready to ditch the paper fax? Fax from anywhere with Callifi!

Related: Choosing a VoIP Provider

Factors to Consider When Faxing Over VoIP

Quality of service (QoS)

Quality of Service (QoS) is a network management concept referring to the ability of a network to provide a predictable level of service to different types of traffic, including Voice over Internet Protocol traffic.

QoS is typically implemented by assigning priority levels to network traffic types based on bandwidth, latency, and jitter factors. For example, QoS protocols such as Differentiated Services (DiffServ) and Resource Reservation Protocol (RSVP) classify and prioritize packets according to their type and destination. This ensures that voice packets are given priority over other types of traffic, reducing the likelihood of dropped packets, delays, or other quality issues.

The quality of the fax machine

The quality of the fax machine can significantly impact the quality of the fax transmission, regardless of whether it is connected to a traditional phone line or a VoIP system. A high-quality fax machine with good resolution and reliable connectivity can help ensure that faxes are transmitted accurately and clearly. Conversely, a low-quality fax machine with poor resolution or unreliable connectivity can result in distorted or unreadable faxes, even if the VoIP service is of high quality.

The quality of the VoIP service

VoIP service quality is also a critical factor to consider when using VoIP for faxing. VoIP service quality can be impacted by bandwidth, latency, jitter, and packet loss, affecting the quality of fax transmission. Therefore, when selecting a VoIP service for faxing, choosing a provider that can guarantee high service quality and has sufficient bandwidth to handle the amount of fax traffic your business requires is crucial.

Setting up Faxing Over VoIP

Choosing the right hardware

Choosing the right hardware is an important consideration when setting up faxing over VoIP. 

1. VoIP Gateway: A VoIP gateway is a device that connects traditional telephony equipment, such as fax machines or PBX systems, to a VoIP network. VoIP gateways typically support multiple analog phone lines and can convert analog signals to digital signals that can be transmitted over the IP network. Some VoIP gateways also support T.38 protocol, designed to improve fax transmission over IP networks. When selecting a VoIP gateway for faxing, choosing one that supports T.38 and has sufficient capacity to handle the amount of fax traffic your business requires is essential.

2. Analog Telephone Adapter (ATA): An ATA is a device that connects a traditional analog phone, such as a fax machine, to a VoIP network. ATAs typically support a single analog phone line and can convert analog signals to digital signals that can be transmitted over the IP network. Some ATAs also support the T.38 protocol. When selecting an ATA for faxing, choosing one compatible with your fax machine and VoIP service provider is crucial.

Choosing the right software

Choosing the right VoIP faxing software is also crucial.

1. Fax Server Software: Fax server software is designed to manage the fax transmission process on a network. It typically includes fax scheduling, broadcasting, and converting electronic documents into fax format. Some fax server software also has advanced features such as email-to-fax conversion, web-based faxing, and integration with third-party applications. When selecting fax server software for faxing over VoIP, it is important to choose one compatible with your VoIP service provider, and that can support the level of fax traffic your business requires.

2. Fax Client Software: Fax client software is designed to allow individual users to send and receive faxes from their computers. It typically includes features such as address book management, fax previewing, and the ability to send faxes directly from applications such as Microsoft Word or Adobe Acrobat. Some fax client software also includes advanced features such as encryption and digital signature support. When selecting fax client software for faxing over VoIP, it is important to choose one compatible with your fax server software, providing a user-friendly interface for sending and receiving faxes.

Configuring the hardware and software

Configuring the hardware and software for faxing over VoIP can involve several steps, including:

1. Setting up the VoIP network with your service provider
2. Connecting and configuring the fax machine
3. Installing and configuring the fax software
4. Testing the VoIP fax system

Get your VoIP fax system set up today — get started here!

Conclusion

Whether or not your business should implement VoIP faxing depends on various factors, including your business needs, budget, and existing infrastructure.

One advantage of VoIP faxing is that it eliminates the need for physical fax machines and associated maintenance costs. It can also be more convenient for employees, as they can send and receive faxes from their computers or mobile devices.

With Callifi, businesses have the option to set up their fax communications using a traditional fax machine, a computer-based solution, or both, depending on their unique requirements.

This feature enables businesses to leverage the benefits of both digital and traditional faxing methods, depending on the specific needs of their organization. For example, businesses that rely heavily on paper-based processes may prefer to use a traditional fax machine to ensure compatibility with their existing infrastructure. On the other hand, businesses that are looking to streamline their workflows and reduce paper usage may prefer to use a computer-based solution that enables them to send and receive faxes directly from their desktop or mobile device. 

Implementing VoIP faxing should be based on thoroughly evaluating your business's needs and available options. Consult with a telecommunications expert or your VoIP provider to determine the best solution for your business.

Related: Faxing Is Still Effective!