Productivity

Email-based fax

Send and receive faxes directly through your email inbox.

Voxbi includes a paperless fax solution built around your email client. Incoming faxes are delivered to a designated email address as PDF attachments, and outgoing faxes are sent by composing a standard email. No fax machine, no dedicated fax line running to a desk, and no separate application to open.

For industries where fax remains a legal or operational requirement, such as healthcare, legal services, and public administration, this approach keeps the workflow intact while removing the hardware. Fax stays available to whoever needs it, through the tool they already use every day.

When you'd use email-based fax

  • A medical practice or clinic that exchanges patient referrals and documents by fax and wants to receive them directly in a shared inbox as searchable PDFs rather than paper.

  • A legal or administrative team that must send signed documents by fax for regulatory reasons, without maintaining a dedicated fax machine or line.

  • A distributed or remote team where staff work from different locations and need fax access without a physical device on every desk.

How email-based fax works in Voxbi

  1. Receive a fax number

    Voxbi provisions a dedicated fax number for your account and links it to the email address where inbound faxes should be delivered.

  2. Receive inbound faxes as PDF

    When someone sends a fax to your number, it arrives automatically in your inbox as a PDF attachment, with no manual action required.

  3. Send faxes from your email client

    To send, compose an email to the recipient's fax number in a specific address format, attach the document as a PDF (up to five A4 pages), and include your personal Fax Key in the message body. The system transmits the fax and sends back a delivery report.

Frequently asked questions

Do I need a fax machine or any special hardware?

No. The entire process works through your existing email client. In exceptional circumstances, an analogue converter can be arranged on request to connect a physical fax device if one is needed.

What format does the attached document need to be?

The document must be a single PDF attachment in A4 format, with a maximum of five pages. Only one attachment per email is supported.

How do I know the fax was sent successfully?

After you send the email, you receive an automatic delivery report confirming whether the fax was transmitted successfully.

What is the Fax Key and where do I get it?

The Fax Key is a personal identifier included in the body of your outgoing fax email to authenticate the send request. It is issued when the fax option is activated for your account.

See Voxbi in your business.

Talk to us or to a certified Voxbi partner.