onlinefaxservices.ca › Resources › Online fax services for small businesses in Canada
Online fax services for small businesses in Canada
Plenty of Canadian small businesses still need a fax number. Suppliers send purchase orders by fax, clinics fax referrals, insurers and some government programs list a fax line, and many municipal offices still accept permit paperwork that way. Few owners want to pay for a machine and a dedicated phone line to handle it. An online fax service gives you a fax number that works in a web browser. This guide from onlinefaxservices.ca covers what to look for, how to set one up and how to keep it organised as your team grows.
Get Started NowWho still faxes in Canada
- Trades and contractors sending quotes, permit applications and inspection paperwork.
- Clinics, physiotherapists, dental offices and pharmacies exchanging referrals and requests.
- Law offices, notaries and property managers who need a dated record of what was sent.
- Distributors and manufacturers whose long-standing customers still fax purchase orders.
- Any business dealing with insurers, banks or government offices that list fax as an option.
What to look for in a provider
- Canadian numbers. Make sure you can get a local number in your area code, or a toll-free number if you serve customers across the country.
- Privacy. Private-sector organisations in most provinces fall under PIPEDA, while Quebec, Alberta and British Columbia have their own private-sector privacy laws. Health information may also fall under provincial laws such as Ontario's PHIPA. Ask how faxes are protected and who can see them.
- No email delivery. Services that email faxes as attachments spread sensitive documents across mailboxes. A browser inbox keeps them in one controlled place.
- Team access. If more than one person handles faxes, you need separate users and roles rather than one shared login.
- Clear pricing. Check the monthly page allowance, what counts as a page and what extra pages cost.
Setting up a fax number
FaxToFax.com, the service onlinefaxservices.ca recommends, runs entirely in the browser on a computer, tablet or phone, with nothing to install. Setup takes four steps.
- Enter your business email address.
- Type the one-time code sent to that address. There is no password to remember.
- Pick a local or toll-free fax number. Numbers are available in Canada, the United States, Puerto Rico and the U.S. Virgin Islands.
- Activate your account, then send a one-page test fax to a colleague or supplier and confirm it shows as Delivered.
Keeping it organised as you grow
A sole proprietor can start on the Personal plan: 1 user, 1 number and 200 pages a month. Once a second or third person needs access, the Business plan adds 5 users, a shared inbox and 500 pages a month. Give each person the role they need: owner, admin, member who sends and receives, or viewer who can only read.
Received faxes stay in a private encrypted inbox, with in-app and browser alerts when something arrives. The audit log records every view, download and send and can be exported to CSV, which helps when a customer asks whether you received their order. Retention controls let you purge old faxes automatically rather than keeping everything forever.
Online Fax Services for Small Businesses in Canada: questions
Do I need a phone line to use an online fax service?
No. The service handles the telephone side. You need an internet connection and a device with a modern browser.
Can I get a fax number in my own city?
You can choose a local number during setup from the numbers available, or pick a toll-free number instead. Extra numbers cost $5 for the first month, then $10 a month.
Can I move my existing fax number over?
Not yet. Number porting is not available, so you will get a new number. Keep your old line for a short overlap while you tell customers and suppliers.
Is FaxToFax.com built for Canadian privacy law?
It is built with safeguards for PIPEDA and Ontario's PHIPA, including encryption in transit and at rest and an append-only audit log. Your own policies on who sends what still matter, so document them.
More guides on onlinefaxservices.ca
Send a fax to France from Canada ›
Dialing code +33, 1 plan page per page, and the best time to send.
Send a fax to Israel from Canada ›
Dialing code +972, 2 plan pages per page, and the best time to send.
Send a fax to Austria from Canada ›
Dialing code +43, 2 plan pages per page, and the best time to send.
Get a Northwest Territories fax number ›
1 area code (867) and how to get a local number.
Get a Kansas fax number ›
4 area codes (316, 620, 785, 913) and how to get a local number.
Get a Maine fax number ›
1 area code (207) and how to get a local number.
More from onlinefaxservices.ca
How it works ›
Step by step: get a number, send, receive and track faxes with onlinefaxservices.ca.
Pricing ›
onlinefaxservices.ca plans from $4.99 for the first month, extra numbers and faxing abroad.
Security ›
Encryption, audit log and the compliance programs behind onlinefaxservices.ca.
FAQ ›
Answers to the questions people ask most about onlinefaxservices.ca.
Guide ›
A step-by-step guide to sending your first fax with onlinefaxservices.ca.
Resources ›
Country guides, fax numbers by state and province, and how-to guides on onlinefaxservices.ca.
Start faxing online with onlinefaxservices.ca
Get your fax number in minutes and send your first fax today. $4.99 for your first month, cancel online any time.
Get Started Now →