Back in the 1980s and 90s, the buzzing of fax machines filled office spaces, serving as the primary way to transmit important paperwork through phone lines. Fast forward to today, and the same task can be completed in a much more efficient manner with tools like online fax and scan-to-fax apps designed for the digital workplace.
Even though technology has advanced, the secure, near-instant nature of faxing continues to be crucial for highly regulated sectors — such as healthcare, finance, law, manufacturing, and government. But traditional fax hardware is outdated: it takes up space, demands ongoing costs for maintenance, ink, and paper, and offers little support for employees who work remotely.
As a result, organizations are embracing modern alternatives that deliver the same security and immediacy without the drawbacks. Scan-to-fax apps make it possible to send and receive faxes on the go, right from a mobile device.
Did you know that nearly 70% of companies still rely on faxing?
Here are the industries that most often do:
- Healthcare.
- Real estate.
- Legal services.
- Financial institutions.
- Government agencies.
With just a smartphone, professionals can scan and fax sensitive files anytime, anywhere. Here’s how to do it step by step:
1. Install an online fax app
Download the app from the Apple App Store or Google Play. While installation is free, an active subscription or account is needed to use the service.
2. Choose the recipient’s fax number
Enter the destination fax number manually or select it from your phone’s contact list.
3. Add a cover page
Most faxes start with a cover sheet that provides context for the recipient. Within the app, include your name, phone, email, and a brief note summarizing the content.
4. Scan the file
Use your phone’s camera to capture an image of the document, or import files directly from email, cloud storage, or other sources.
5. Make edits and sign
Tidy up the file, attach any necessary notes, and add a digital signature if required. Many apps let you save a signature for repeated use.
6. Send the fax
Tap “Send,” and the message will be transmitted straight to the selected number. Copies of all sent items remain accessible in your account for future reference.
What does “scan to fax” mean?
Scan-to-fax refers to digitizing a document with a smartphone camera and then transmitting it through an online fax service. The app converts the image into fax-compatible data and delivers it electronically. For example, an attorney could sign a settlement in court, snap a photo, and immediately forward it to relevant parties through a HIPAA compliant online fax solution — without stepping foot in the office.
5 key benefits of scan and fax technology
- Flexibility and speed
Employees can work from anywhere and share vital files instantly, improving productivity and supporting remote work styles. - Eco-conscious practices
Unlike paper-heavy fax machines, mobile faxing minimizes waste and reduces reliance on ink, toner, and electricity — making it a greener choice. - Data security
Email and other collaboration platforms are often vulnerable to cyber threats. Online faxing adds an extra layer of protection, making it a trusted option for sensitive communications. - Lower costs
Fax machines require ongoing expenses: purchasing hardware, buying supplies, and paying for upkeep. Scan-to-fax apps eliminate those overheads while also reducing travel expenses tied to office-based faxing. - Ease of use
For employees accustomed to email or instant messaging, mobile faxing feels intuitive. It merges the convenience of modern communication with the security of traditional faxing.
