RingCentral Fax

Features Overview

For everything, there is a season

Traditional fax technology has been part of business for decades. It has served its purpose well but, like all technology man has developed, something better has come along.

Sailing ships carried man from his first ventures on the sea through the beginnings of global commerce when sleek clipper ships sliced through the oceans carrying exotic trade goods between the ports of the world. But sailing ships were doomed the day man began to put motors into ships. The efficiencies of the newer technology killed off sailing ships as vessels of commerce within 75 years.

The same fate looms for the ubiquitous fax machine technology that transmits documents between dedicated machines through analog telephone lines. That technology is doomed and is rapidly being replaced by internet fax technology, which has compelling advantages.

Take, for instance, this example. Al and Bob are small business competitors who, like most businesses in the world, rely heavily on faxes. They must now each send a fax and then get to an important appointment.

Al, who uses traditional faxing technology, prints the document, goes to the printer, picks up the document, goes to the fax machine, puts the document in it, enters the phone number, and presses “Send.” He waits for the call to connect, and then waits for the document to send. He then waits for the fax machine to print out a confirmation of completion. But the transmission failed. So Al repeats the entire process. This time it is successful. He hurries back to his desk, closes his document, and rushes out to the appointment. He arrives late.

Bob uses internet fax technology. He faxes the document directly from his computer while the document is open by pressing the "Fax" icon instead of the “Print” icon. A wizard opens, into which Bob enters the fax number. He presses "Send," closes the document, and goes to his appointment. While in the car, his cell phone rings and he reads the text message: "Fax send complete."

While Al and Bob are fictional, thousands of similar scenarios are going on around the world as you read this. In the competitive world of business, the Als are bound to fail; the Bobs will succeed. And the more Als you have in your business, the more of a disadvantage to the Bobs you put yourself.

Disadvantages of traditional faxing

  • Ongoing maintenance
    Continual filling of machine with paper and toner. Routine maintenance of the machine. Fixing breakdowns and jams.
  • Cost
    Cost of machine. Ongoing purchase of paper and toner. Electricity to run the machine. The physical space taken by the machine, paper, and toner. Cost of regular maintenance and break down repair.
  • Inefficient
    Time spent to print, pick up print, walk to machine, type in number, wait for connection and send, wait for completion, wait for completion confirmation. Time spent to call sender to check if fax was sent. Time spent waiting for faxes to send or arrive. One fax at a time—all other calls get busy signal. Can’t make or receive regular calls while fax in operation.
  • No security
    Confidential faxes are left on fax machine. Faxes get delivered to the wrong person. Everyone can see any fax.
  • Transmission errors
    Lost faxes, incomplete faxes, illegible faxes.
  • Tied to physical machine
    Must go to the machine with the fax number to send or receive faxes.

Three basic advantages of internet faxing over traditional faxing

A cursory look at white papers on the subject reveals a plethora of advantages that internet faxing has over traditional faxing, but these can all be distilled into three basic advantages:

  • Efficiency
  • Cost
  • Security


  • Digital technology means worldwide operation
    Fax from any computer connected to the Internet, anywhere in the world. Fax from the open application or the user’s online interface. Receive faxes in email or via the online interface. Fax to email addresses.
  • No installation or maintenance required
    No hardware to maintain. Never install toner or paper.
  • No more waiting
    Faxes are received 24/7 and are automatically routed to your email address or online account. Arrival notifications are sent to your email, smartphone, cell phone, or pager. No machine jams or breakdowns—faxes are sent instantly.
  • Send faxes from any application as easily as printing
    No need to print a copy just to fax it. Fax directly from open documents—instant transmission.
  • Send and receive multiple faxes simultaneously
    Faxes can be sent or received simultaneously and can be received when the computer is not turned on.
  • Comes with a local or toll-free number
    Never get a busy signal, making it easy and free for people to send you a fax.
  • Notifications
    Be notified online, by email, or mobile of sent and received faxes.
  • High-resolution
    Always send printer-quality, high-resolution documents.
  • Activity tracking 
    Call logs track all incoming and outgoing faxes and store digital images of files for later access. Bill fax activity to proper accounts. Easily re-send faxes.
  • No lost faxes


  • No extra telephone line is required
    A toll-free or local number is usually offered at no extra charge.
  • No fax machine purchase
    All technology is online, accessible through any internet-connected computer.
  • No fax machine maintenance costs
  • Included pages-per-month keep fax costs down
  • Eliminates cost of supplies
    No need to buy toner or paper—faxes are electronic.
  • No upgrade charges


  • Documents remain private
    The faxes are received directly in the email or online account of the user. No one else can access it. Documents are not printed out in a common area for others to see or pick up in error.
  • Secure
    Documents are sent through safe, encrypted technology.


It is clear to anyone who compares traditional faxing to internet faxing that the latter offers compelling advantages and eliminates all of the disadvantages of the former. It can not be said more simply than this: The use of internet faxing is a competitive advantage that delivers startling savings in costs, and significant improvements in efficiency and security over traditional faxing.

Traditional faxing technology is in the same position as was sailing ship technology 150 years ago—it works fine, but it simply can not compete against the advantages of clearly better technology. Businesses that cling to the disadvantages of the old technology cannot compete, either.