FoIP, short for fax over IP, sends and receives faxes over an internet connection instead of a dedicated analog phone line, while keeping the same fax number and format offices already use. Because FoIP runs on a company’s existing network, staff can send and receive documents from a computer, a shared inbox, or a mobile device rather than a single machine in a supply closet. For offices that still route contracts, invoices, or signed forms by fax, FoIP typically cuts turnaround time and adds encryption and an audit trail that analog machines cannot provide.
With technology constantly changing and updating, it can be easy to simply pick something that works and stick with it for as long as possible. The problem with this “if it ain’t broke, don’t fix it” model is that it’s often hard to see if a system is still performing efficiently after you’ve become used to it over the years. Real innovation occurs when you take a step back and truly evaluate what you’re doing, and how it can be improved.
Fax over IP software is one such advancement. Many company leaders may feel content sticking with legacy fax machines, and while they might still be able to get the job done, they’ll be missing out on some amazing office efficiency-boosting features.
AT&T began retiring copper phone lines in October 2025 and expects to complete the transition across most of its network by the end of 2029, a shift that directly affects analog fax machines along with alarms and other copper-dependent equipment. Offices that migrate to FoIP now avoid a forced, unplanned switch later, since fax over IP runs over existing internet service rather than the copper lines being phased out.
How can FoIP eFax for businesses work toward improving office efficiency? Let’s take a look:
“FoIP is an effective alternative over older fax machines.”
Return customer correspondence quicker
Although legacy fax machines were once the pinnacle of document transfer, advancements in communication have proven it to be sluggish. This isn’t exactly a treatise on the technology itself, as it’s quite old. Rather, legacy fax systems simply cannot compete with more advanced ones. In fact, a study conducted by Hitachi Consulting found that nearly 90 percent of respondents stated that their legacy systems were holding them back from innovation.This is why FoIP has been seen as such an effective alternative over older fax machines, a sentiment that is especially true for responding to customers.
The main problem here with these machines is the fact that they must be put in a centralized location. Each employee simply cannot be given an individual fax machine, and as such, these devices need to be in an area where everyone can access them. While this is the best solution to the issue at hand, it still creates the problem of not knowing when a document has reached the machine. A customer might wait hours, if not until the next day, if the intended recipient doesn’t ever check the machine.
In this digital age, people are used to getting a response extremely quickly. Legacy fax systems don’t really allow for this speed, which is why many industry leaders have switched to FoIP. FoIP allows you to respond to faxes like they were emails, thereby decreasing the chances of missing an important fax from a valued customer.
How FoIP Strengthens Office Security
Another amazing feature FoIP can bring to the modern office is an increase in document security. One of the reasons legacy fax systems are so highly valued is their ability to keep documents out of the hands of hackers by relying on phone lines to transport messages. FoIP can do this too, albeit through encrypted means rather than copper wire, with the added bonus of increased physical security.
As discussed above, when a document is sent to an institution, it often sits in the machine for a while until someone comes along and sees it. This presents a major security problem. First, if the machine is anywhere near a common area, there is a possibility that anyone will be able to read a confidential message.
People often forget that physical security is a big part of cybersecurity. In fact, the hacking consulting experts at Social-Engineer use “physical breaches” as a means of obtaining an information, and have yet to be unsuccessful in such an attempt. Using a legacy fax machine could allow an outside individual the ability to learn about private company information without ever having to type a single line of code.
Hackers don’t always hide behind a computer screen.Fax over IP software also works to ensure document security by mitigating the risk of an inside job. Company leaders like to think their employees are trustworthy, and for the most part, they would be right. However, there’s always a chance of hiring a less-than-reputable individual, and when times get tough these people can look to private business messages to make some money on the side.
This is a huge problem for companies that send private information through legacy fax machines. Employees willing to sell such data can wait for a sensitive fax to come through, copy it and return the document before anyone found out. FoIP takes away this problem by providing administrators with the ability to see who has accessed documents recently, thereby taking the guessing game out of an internal breach.
Enhance enterprise communication, collaboration and compliance efforts with a proven FoIP solution from FaxCore. Contact FaxCore today to learn more about their ‘Partly-Cloudy’ fax solutions.
How FoIP Can Improve Your Office FAQs
What is FoIP and how does it work?
FoIP, or fax over IP, sends and receives fax documents over an internet connection instead of a dedicated analog phone line, using the same fax number and page format offices already rely on. A FoIP service converts each fax into a digital file, routes it over the internet, and delivers it to a recipient’s fax number or inbox. Staff can send and receive from a computer, tablet, or shared email account instead of a single machine.
How is FoIP different from a traditional fax machine?
A traditional fax machine dials out over a dedicated analog phone line and prints every page it receives, tying the process to one physical device and one phone number. FoIP replaces that phone line with an internet connection, so documents route through a service that can deliver faxes to an inbox, a shared folder, or a mobile app instead. This removes the phone line cost and lets more than one person send or retrieve faxes at once.
Why are businesses moving to FoIP now?
Major US carriers began retiring the copper phone lines that traditional fax machines depend on in 2025, with AT&T targeting the end of 2029 to complete the transition across most of its network. Analog fax machines, along with other copper-dependent equipment, will need a new connection method once local copper service is discontinued. FoIP sidesteps that deadline entirely because it already runs over an office’s existing internet connection rather than a copper line.
Does switching to FoIP mean changing our fax number?
No. Most FoIP providers, including FaxCore, port an office’s existing fax number so customers and partners can keep sending to the same number after the switch. The change happens on the back end: the number now routes through an internet connection and a cloud or on-premises FoIP platform instead of a dedicated phone line. Staff and outside contacts generally do not notice a difference beyond faster delivery and digital access to received faxes.
Is FoIP more secure than a traditional fax machine?
Yes, in most respects. A traditional fax machine prints every incoming page to a shared tray, where anyone walking by can see it, and it keeps no record of who accessed a document. FoIP platforms typically encrypt faxes in transit and at rest, route them to a specific user’s inbox instead of a shared printer, and log who sent, received, or viewed each document, which gives offices a clearer audit trail for sensitive paperwork.
Can office staff still be a security risk with FoIP?
Yes. Technology alone cannot close every gap, since people remain a common point of failure in office security. Social engineering research has repeatedly found that attackers who attempt in-person or phone-based information requests succeed at a high rate, and separate surveys have found a meaningful share of employees would share company information if compensated. FoIP reduces one risk, exposed pages on a shared machine, but staff training and access controls still matter.
What does FoIP typically cost compared to a phone line and fax machine?
A dedicated analog phone line for a fax machine commonly runs about $40 a month before adding paper, toner, and maintenance, while a cloud-based FoIP subscription typically runs in the $10 to $15 a month range per line with no hardware to maintain. Offices that send a high volume of pages may also see savings from not replacing worn machines or servicing phone lines, though exact costs vary by provider and calling volume.
Do we need special hardware to use FoIP?
Not necessarily. Many FoIP services work through existing computers, an internet connection, and either a browser-based dashboard or an integration with email and business applications, so an office does not need a dedicated fax machine. Some organizations keep an analog telephone adapter or existing multifunction printer in place during a transition, but a full FoIP deployment generally replaces the phone-line-dependent hardware rather than adding to it.
