Fax Over IP (FOIP): The Ultimate Guide

As businesses move away from traditional faxing methods, Fax over Internet Protocol (FoIP) has become a practical solution for modern communication. By leveraging the internet instead of outdated phone lines, FoIP allows businesses to send and receive faxes effortlessly while integrating with existing digital workflows.

This technology offers notable benefits such as faster delivery, scalability for growing businesses, and cost savings. In this guide, we’ve gone into great detail on what FoIP is, how it works,  its benefits, and much more. 

What is Fax Over IP (FoIP)?

Fax Over Internet Protocol (FoIP) is a technology that allows you to send and receive faxes using the Internet rather than traditional phone lines. Instead of relying on a fax machine connected to a landline, FoIP transmits fax data over an IP (Internet Protocol) network. This makes faxing faster, more flexible, and more compatible with modern business workflows.

Sometimes people confuse FoIP and VoIP, as both rely on internet-based networks to transmit data. However, they serve different purposes. VoIP (Voice Over IP) is designed for making voice calls over the internet, replacing traditional phone systems. In contrast, FoIP is designed specifically for sending and receiving fax documents over the Internet.

Both FoIP and VoIP represent a shift from traditional faxing, which relies on analog phone lines, dedicated fax machines, and physical supplies like paper and ink. Traditional faxing requires more resources and infrastructure, making it less efficient for modern businesses. 

 Traditional Faxing vs. FoIP vs. VoIP: A Complete Overview

Feature	Traditional Faxing	FoIP (Fax Over IP)	VoIP (Voice Over IP)
Purpose	Sending and receiving documents over analog phone lines.	Sending and receiving fax documents over the Internet.	Making and receiving voice calls over the internet.
Primary Use	Document transmission using fax machines and phone lines.	Document transmission over an IP network.	Replacing traditional phone systems with internet-based calling.
Technology Focus	Relies on analog phone lines for communication.	Designed for transmitting fax data digitally.	Designed for transmitting voice data digitally.
Equipment Needed	Fax machine, landline, paper, and ink.	Internet connection, fax software, or an online fax service.	Internet connection, VoIP phone, or software (e.g., apps).
Integration	Limited integration with digital workflows.	Often integrates with email and document management systems.	Often integrates with customer communication tools like CRMs.
Common Applications	Businesses using traditional communication methods.	Businesses that require faxing but want a more modern solution.	Businesses looking for cost-effective and flexible communication options.

How Does Fax Over IP Work?

Fax Over IP (FoIP) uses the internet to transmit fax data instead of traditional phone lines. It converts fax documents into digital packets and sends them over an IP (Internet Protocol) network. When a fax is sent, the FoIP system translates the document into data that can travel through the Internet. On the receiving end, this data is reassembled into a readable fax format. 

FoIP systems often integrate with existing tools like email, online fax services, or document management platforms. Businesses can send and receive faxes directly from their computers, smartphones, or tablets without needing physical fax machines. This eliminates the need for dedicated phone lines, reducing both infrastructure and costs.

FoIP Transmission Methods 

There are three primary methods for transmitting faxes over IP networks:

Store-and-Forward

The store-and-forward method temporarily stores fax data on an intermediate server before sending it to the recipient. This method is asynchronous, meaning it doesn’t require both parties to be connected at the same time. It’s a flexible option for businesses that don’t need immediate delivery but prioritize consistent and successful transmissions.

While this approach reduces the impact of network issues, it may lead to delays in delivery. It’s particularly useful for businesses working across different time zones or those dealing with less reliable networks.

Pros:

• • • Reliable for transmitting faxes even when network conditions fluctuate.
    • Useful for asynchronous communication and cross-time-zone operations.

Cons:

• • • Delivery times may be longer compared to real-time methods.
    • Requires additional storage infrastructure, adding some complexity to the implementation.

Fax Passthrough

The passthrough method uses the G.711 codec to convert fax signals into audio packets that are transmitted over an IP network. This method sends faxes in real-time, making it straightforward and easy to implement. Businesses with stable, high-quality network connections often use this approach because it allows immediate fax transmission without delays.

However, G.711 was developed for voice data rather than faxing, which can create issues when network conditions fluctuate. Problems like packet loss or interruptions may result in incomplete transmissions, making it less reliable for businesses with inconsistent networks.

Pros:

• • • Simple setup with minimal configuration.
    • Transmits faxes instantly when the network is stable.

Cons:

• • • Not designed specifically for fax data, making it vulnerable to network disruptions.
    • Requires consistent and stable network conditions to avoid failures.

Fax Relay

The relay method uses the T.38 protocol, which is specifically designed for sending fax data over IP networks. Unlike the passthrough method, T.38 converts fax data into smaller digital packets, making it effective at handling issues like delays or data loss during transmission. This method delivers fax documents more reliably, even in networks with fluctuating conditions.

Relay is a good choice for businesses that need dependable fax communication. However, it requires compatible systems and equipment, which can make setup more complex compared to passthrough. Businesses with moderate to high faxing needs often find this method practical for keeping operations smooth.

Pros:

• • • Designed specifically for fax communication, reducing the risk of transmission errors.
    • Performs well in networks with varying conditions.

Cons:

• • • Requires compatible equipment and software, adding complexity to the setup.
    • May involve higher initial configuration efforts compared to passthrough.

Benefits of Using Fax Over IP

Here’s how Fax Over IP (FoIP) can benefit you:

• • • Save Money: You save on expenses for fax machines, dedicated phone lines, paper, and ink. FoIP removes the need for maintenance or repairs, freeing up your budget for other priorities.
    • Work More Efficiently: FoIP integrates with tools you already use, like email or document management systems. You send and receive faxes directly from your computer, tablet, or phone, which saves time and improves workflow.
    • Scale as You Grow: FoIP adjusts to your needs. It handles both small and large volumes of faxes without requiring extra machines or lines, making it simple to expand as your needs change.
    • Access Faxes Anywhere: You are no longer tied to a specific location. FoIP allows you to send or receive faxes from any place with an internet connection, supporting remote work and mobility.
    • Simplify Document Management: FoIP converts your faxes into digital copies that are easy to store, organize, and retrieve. Integration with cloud-based systems provides fast access to important documents when you need them.
    • Reduce Downtime: Traditional fax machines often cause delays from paper jams, mechanical failures, or phone line issues. FoIP uses digital networks to avoid these problems, keeping the process reliable and uninterrupted.

Choosing the Right FoIP Provider

Picking the right Fax Over IP (FoIP) provider can save you time and make faxing easier. The best provider should match your needs and offer services that fit into how you work. At FaxBurner, you can send and receive faxes with ease using a smartphone, tablet, or computer, providing a practical option for modern communication.

Here are the key factors to consider when choosing a FoIP provider:

• • • Ease of Use: Choose a provider with an intuitive interface that makes it easy to send and receive faxes. A simple setup saves time and avoids unnecessary complications.
    • Device Compatibility: Look for a provider that works across multiple devices, such as phones, tablets, and computers. This flexibility ensures you can send and access faxes wherever you are.
    • Pricing Options: Consider the pricing plans. A good provider offers affordable options without locking you into unnecessary features or high costs.
    • Reliability: Pick a service that handles fax transmissions consistently, even during times of heavy use. Downtime or failed faxes can disrupt your workflow.
    • Customer Support: Reliable support can help you troubleshoot issues quickly. Choose a provider with accessible and helpful customer service.

Tips for Implementing FoIP

Switching to Fax Over IP (FoIP) can simplify your workflow and reduce costs, but transitioning requires some preparation. Here are actionable tips to help you implement FoIP smoothly:

• • • Assess Your Faxing Requirements: Think about how frequently you send and receive faxes, the volume you handle, and the devices you use. This information helps you choose a setup that fits your specific needs.
    • Select a Suitable Provider: Choose a provider that offers flexibility, compatibility with your devices, and pricing options that match your budget. For example, FaxBurner provides a straightforward and modern solution for sending and receiving faxes online.
    • Introduce the System to Your Team: Give your team clear instructions and practical examples to help them understand how the new system works. Doing this can help you team adapt to the system easily and quickly.
    • Integrate FoIP with Your Tools: Connect your FoIP system with platforms like email or cloud storage to save time and avoid juggling multiple systems. This can help simplify document management and keep everything in one place.
    • Test the Setup Before Fully Transitioning: Run a few test faxes to identify and resolve potential issues. This can help you catch problems early and avoid disruptions once the system is in full use.
    • Monitor How the System Works: After implementation, track how well the system supports your needs. If you notice any challenges, adjust the setup to improve efficiency. Regularly keep an eye on the system to identify areas for improvement and keep it running smoothly.

 

 

In Summary

Fax Over IP (FoIP) offers a modern, cost-effective way to handle faxing without the limitations of traditional systems. By eliminating the need for physical fax machines and dedicated phone lines, FoIP reduces expenses and simplifies workflows. 

It provides flexibility, allowing you to send and receive faxes from anywhere using your devices. With the ability to scale as your needs grow, FoIP adapts to your business while improving overall efficiency.

If you’re looking to make faxing easier and simpler, download the FaxBurner app or start a free trial on our website. We’re here to help you transition seamlessly to a more efficient faxing solution.