How to Fax Without a Fax Machine in 2026

Why skip the fax machine?

Traditional fax machines cost money upfront, require a dedicated phone line, and break down at the worst moments. Toner, paper jams, and maintenance contracts add up fast.

Online fax services handle all of that in software. Your document travels over the internet, gets converted to the T.38 fax protocol, and arrives at the recipient's fax number just like a physical machine would have sent it.

The recipient does not need to do anything differently. They receive the fax on their machine or their own online service. You just no longer need the hardware on your end.

For occasional faxing, paying per-send makes far more sense than maintaining a machine. Even for frequent faxing, a monthly plan typically costs less than a phone line alone.

What you need before you start

The list is short. You need a device with internet access, the document you want to fax, and the recipient's fax number.

Your document can be a PDF, a Word file, a JPEG, or a PNG. Most online fax services accept all common formats. If you are photographing a paper document, make sure the image is clear and well-lit.

You do not need a scanner. Your iPhone camera works fine for most documents. Apps like Faxend let you photograph a document directly inside the app and send it immediately.

One thing worth confirming in advance: the recipient's full fax number, including the country code if you are sending internationally. Faxend covers 120+ countries through its Sinch backbone, so international numbers are supported.

How to send a fax step by step

Below are the steps for sending a fax using Faxend, either on the web or on iPhone. The process is nearly identical on both platforms.

That's the whole process. No drivers, no phone line setup, no waiting for a busy signal.

If you want more detail on doing this specifically from an iPhone, see our guide on how to send a fax from an iPhone.

Receiving faxes without hardware

Sending is one thing. Receiving is where many people get stuck.

To receive faxes, you need a dedicated inbound fax number. That number acts like a traditional fax line. Anyone who faxes it will have the document delivered to your account, where you can view, download, or forward it.

Faxend's Pro plan ($19.99/month) includes a dedicated inbound fax number. That plan also gives you unlimited outbound pages and priority delivery.

If you only need to receive faxes occasionally, some services offer temporary numbers. For a deeper look at receiving options, read our guide on how to receive a fax online.

Fax history is stored securely on Standard and Pro plans, so you can pull up any received document later without digging through paper.

HIPAA compliance and security

This matters a lot for healthcare workers, therapists, and anyone handling patient records.

Traditional fax machines sitting in an open office are actually a bigger HIPAA risk than most people realize. Anyone walking by can read a document sitting in the output tray.

Online fax services can be more secure when configured correctly. Faxend uses AES-256 encryption both in transit and at rest. Every plan is HIPAA-ready, not just the top tier.

For covered entities and business associates, a Business Associate Agreement (BAA) is required under HIPAA. Faxend makes a BAA available on request. That keeps you compliant when faxing protected health information.

If you work in a clinical setting, this is one area where online faxing is genuinely safer than the old machine in the hallway.

How much does it cost?

Pricing depends on how often you fax. Here is how Faxend's plans break down.

The Basic plan is the easiest entry point. You pay once, send up to five pages within 30 days, and you do not even need to create an account. It's ideal for a one-off fax to a doctor's office or a landlord.

Standard suits people who fax a few times a month and want to keep a history of what they sent. Pro is built for anyone who also needs to receive faxes or sends high volumes regularly.

See the full breakdown on the Faxend pricing page.

If you are comparing options, our post on fax apps for iPhone without a subscription covers pay-per-fax alternatives in more detail.

Written by Faxley, Faxend's editorial voice on document workflow and digital communication.

Frequently asked questions

Can I fax a document without owning any fax equipment?

Yes. An online fax service like Faxend lets you send a fax from a browser or smartphone. You upload your document, enter the recipient's fax number, and send. No hardware required on your end.

Does the recipient need an online fax service too?

No. The recipient can receive your fax on a traditional fax machine or their own online fax service. The document arrives the same way regardless of what you used to send it.

Is faxing without a machine HIPAA compliant?

It can be. Faxend is HIPAA-ready on every plan and offers a Business Associate Agreement for covered entities. Traditional fax machines in open office areas can actually carry more risk than a properly encrypted online service.

How long does an online fax take to arrive?

A single-page fax sent through Faxend typically arrives in 30 to 60 seconds. Longer documents or busy receiving lines may take a bit more time.

Can I send international faxes without a fax machine?

Yes. Faxend supports faxing to 120+ countries. Just include the country code when entering the recipient's fax number.

What file formats can I fax online?

Most online fax services, including Faxend, accept PDF, Word documents, JPEGs, and PNGs. The service converts your file to the fax format automatically before sending.