6 Reasons Why Online Faxing Makes Modern Teams More Efficient

Faxing isn’t stuck in the past. It has evolved right along with the rest of technology. What used to rely on clunky machines and phone lines is now a simplified solution that fits today’s modern work styles. Today, 70% of American companies still use fax. 

Online faxing, also called cloud faxing or internet faxing, can enable you to send and receive documents from anywhere without the hassle of printing or scanning. 

Up-to-date workplaces are more mobile, remote and tech-driven than ever. Teams are spread across time zones, juggling hybrid schedules and working in cloud-based environments. So, they need tools that are flexible, secure and designed to support fast-paced communication. And, online faxing checks every box. 

Here, learn why faxing for the modern workforce still matters, how online faxing improves office productivity and why making the switch is easier than you think.

Why Faxing Still Matters in Today’s Workforce

Even with chat apps, file sharing and video calls, faxing remains essential in industries like healthcare, legal, finance and government. These sectors handle sensitive documents every day and must meet strict compliance standards.

Faxing remains relevant, particularly because it provides end-to-end document delivery with built-in security. It also provides confirmation of receipt, audit trails and the ability to send legally recognized documents with digital signatures. 

Compared to email, which can be intercepted, filtered or spoofed, faxing offers more control. Modern faxing for businesses isn’t about paper; it’s about trust, security and compliance.

To find out what highly-regulated industries are doing, find out how to automate fax workflows. 

6 Key Ways Online Faxing Boosts Productivity

Online faxing delivers more than convenience. It improves how teams work together, manage documents and reduce time spent on outdated processes.

1. Send and Receive Faxes Anywhere

Whether your team works together in-person, remotely or in a hybrid structure, cloud-based faxing keeps communication smooth. You can send or receive faxes through your email or mobile app without bulky office equipment. And, with some modern electronic fax systems, you can send and receive faxes (in hundreds of digital document formats) from almost any device. 

2. Reduce Downtime and Delays

With no paper jams, busy signals or hardware failures, your team can experience faster turnaround times. Online fax software like eFax also saves faxes automatically, so you never lose track of what was sent or received. Plus, eFax in particular has 99.9% uptime, so you don’t have to worry about missed communication. 

3. Integrate Faxing With Existing Tools

For the modern workforce, faxing without a fax machine usually involves integrations. You can connect your fax account with services like Google Workspace, Microsoft 365 or Dropbox. This helps to reduce admin work and eliminate duplicate steps in your document workflow.

4. Improve Document Tracking

Some online fax platforms show detailed logs and delivery reports. eFax can make sure you know when your fax went out, who received it and when it was viewed. This helps cut down on follow-ups and adds peace of mind when sending critical files.

5. Cut Operational Costs

From toner to repair calls, traditional fax machines can be expensive to maintain. Online faxing removes those costs and reduces paper waste, which helps businesses save money and stay eco-friendly. Today, fax is a cost-effective solution for secure communication. 

6. Boost Security Without Slowing Down

While it may not be obvious to everyone, cloud faxing is more secure than email. Online fax services use strong encryption, secure logins and cloud storage protections. This way, your files stay safe from cyber threats, even when shared across teams or departments.

Real-World Use Cases: Online Faxing in Action

Online faxing fits into a variety of industries and team workflows. 

Here are some ways it works in real life:

• In healthcare, medical offices can send lab results and patient records directly from an EHR system—no delays, no printing and full HIPAA compliance.
• In the legal industry, law firms can review and sign contracts remotely, then fax them securely using eFax’s mobile platform.
• In small businesses, growing eCommerce stores can use email-to-fax to send invoices and vendor forms, which can save hours on paperwork each week.

These examples show how online faxing adapts to different business needs and boosts productivity across the board.

To explore more use cases, explore tools available for every sector. 

How Online Faxing Ensures Data Security and Regulatory Compliance

Data security and privacy laws are getting stricter. Companies must protect client data and follow compliance rules or risk penalties.

How Online Fax Services Protect Your Data

eFax® uses encryption, access controls and audit trails to protect your document privacy.

Here’s what that means for you:  

• All faxes are encrypted during sending and storage. 
• You can set user roles and permissions to limit who can see sensitive files. 
• Each fax has a record of when it was sent and received. 

On top of that, leading providers like eFax® offer compliance-ready features for healthcare and finance. So, when you fax, you can adhere to strict industry compliance standards like HIPAA. 

When security matters, cloud-based faxing offers more protection than unsecured email or file transfers.

How to Transition Your Team to Online Faxing

Switching to a cloud fax solution can be simple with the right plan.

Here’s how to transition your team to an online fax solution: 

1. Choose the right provider: Look for the features you need, like email-to-fax, mobile access, secure document storage, simple user management and robust support. 
2. Plan a smooth onboarding: Use the provider’s knowledge base to create how-to guides and assign a point person to support your team during the rollout. Start small and expand in stages. 
3. Set a timeline: You don’t need to switch everything overnight. Many teams start with one department or use case, then expand across the business. 
4. Maintain compliance: Double-check that your new system supports your industry’s standards. Review fax retention rules, encryption settings and user access policies. 

With the right provider, a clear plan and step-by-step rollout, moving your team to cloud fax can be secure and hassle-free.

eFax®: The Smarter Way to Fax for the Modern Workforce

Thousands of teams trust eFax because it works the way modern businesses work. 

Here’s what makes it stand out:

• Fax from anywhere — email, web or app
• Send secure documents with encryption and delivery confirmation
• Store faxes in the cloud for easy access
• Add digital signatures with just a click
• Meet HIPAA and other compliance needs
• Connect with tools like Google Drive and Dropbox
• Eliminate fax machines, landlines and paper waste
• Get 24/7 support for teams of any size

eFax offers everything modern teams need to stay connected, secure and productive.

To experience the difference for yourself, start faxing with eFax today! 

FAQs Around Faxing for Modern Workforce

Is online faxing secure for sending sensitive business documents?

Yes. Online faxing uses encryption and secure servers to protect files during transfer and storage.

How does online faxing support remote and hybrid teams?

Online faxing lets employees send and receive faxes from anywhere, using tools they already know. For example, they can fax from almost any email host.

How much does online fax integration cost for businesses?

Plans can vary, but most businesses save money compared to using and maintaining traditional fax machines.

Can online faxing integrate with cloud storage services like Google Drive or Dropbox?

Yes. eFax offers integrations with the major cloud storage platforms, including Google Drive and Dropbox.

Can online faxing reduce operational costs for my company?

Definitely. With eFax, you’ll save on maintenance, supplies and phone line costs while you boost business productivity with faxing.