Fax Server

What Is a Fax Server?

A fax server is a system that manages fax sending and receiving across a network. Instead of using individual fax machines, a fax server allows multiple users, computers, or departments to send and receive faxes through one centralised system.

Fax servers can be installed on-premise (within a company’s infrastructure) or hosted in the cloud as part of an online fax service. Many modern businesses now use an online fax service such as Notifyre, which provide fax server functionality without requiring organisations to maintain physical server hardware.

Many organisations evaluating fax server software now compare on-premise fax systems with cloud fax platforms that can provide similar functionality with less IT maintenance. 

What Does a Fax Server Do?

A server fax environment acts as the central hub for fax communication. It routes outgoing faxes, receives incoming faxes, and stores fax records for tracking and reporting.

Typical fax server functions include:

• Sending faxes from computers or business software

• Receiving incoming faxes digitally

• Managing fax queues and transmission schedules

• Storing fax history and delivery confirmations

• Supporting multiple users or departments

Cloud fax services typically include these capabilities while also providing web dashboards, fax API, and real-time fax activity tracking. Many businesses replacing legacy fax for server infrastructure now choose cloud-based alternatives. 

How a Fax Server Works

A fax server connects to either traditional phone lines or internet-based fax networks, including fax over IP (FoIP) technologies that allow fax data to be transmitted over IP networks instead of analog phone infrastructure. When a user sends a fax, the document is processed by the server and transmitted to the recipient’s fax number.

In modern fax, a cloud based fax server converts documents into fax compatible formats and deliver them over secure digital networks. Online fax providers such as Notifyre handle this conversion automatically while maintaining compatibility with traditional fax numbers. 

Types of Fax Servers

On-Premise Fax Server

Installed within an organisation’s internal network. Requires fax hardware, maintenance, and IT management.

Cloud Fax Server

Hosted by a fax service provider. Allows users to send and receive faxes through web portals, email, or integrations without managing hardware.

Cloud fax servers are becoming more common because they reduce infrastructure costs and simplify scaling. Many businesses exploring fax server solutions are moving toward cloud deployments. 

Why Businesses Use Fax Servers

Organisations use fax servers to improve efficiency, reduce hardware costs, and centralise fax communication.

Fax servers are commonly used in industries such as:

• Healthcare

• Legal

• Government

• Banking and Finance

These industries often require secure document transmission and detailed audit tracking. Businesses handling sensitive data often rely on secure fax solutions to help support compliance and document protection requirements. 

Benefits of Modern Fax Servers

Modern online fax servers offer several advantages over standalone fax machines:

• Centralised fax management

• Reduced need for physical fax hardware

• Improved security controls

• Easier compliance tracking

• Multi-user access

• Integration with business systems

• Option to send via fax to email

Overall, modern cloud fax servers help organisations improve efficiency, strengthen document security, and support reliable fax communication.