Online fax service for law firms and legal teams

Why law firms still need fax

Court clerks, records offices, insurers, banks and some opposing counsel accept documents by fax and nothing else. A missed transmission can mean a missed deadline, so the question is not whether to keep fax but how to run it without a machine in the hallway.

An online fax service replaces the machine with accounts. Attorneys and paralegals send from their desks, incoming faxes arrive as PDF, and nobody walks to a tray to find out whether something came in overnight.

What a firm gets with Faxy

• A dedicated fax number, or your existing number moved over, so clerks and clients keep faxing the same place.
• A delivery receipt for each fax with the time, the number dialed, the page count and the final status, ready to attach to the matter file.
• Named users with roles, so a paralegal can send while only attorneys see certain numbers.
• An activity log that records who sent, opened or downloaded each document.
• A searchable archive of sent and received faxes, so you can find a filing months later without digging through email.
• Incoming faxes delivered to the right people by email as PDF.

Proof of delivery for filings and notices

When you serve a notice or send a document to a clerk by fax, the receipt is your record. It shows when the transmission finished, which number received it and how many pages went through. Store it with the document and you can answer a later dispute without guessing.

If a transmission fails, you are told right away with the reason, so you can resend or call the other office while there is still time.

Confidentiality and client files

Client documents should not sit in a shared output tray. Faxy sends and stores documents with encryption, ties every action to a named user and lets you limit who can open each number. Read the security page for the controls, and your own ethics counsel for the rules that apply to your jurisdiction.

Firms that also handle medical records, for example in personal injury work, can read how Faxy approaches HIPAA compliant fax. The business associate agreement is part of the Enterprise plan.

Moving off the office machine

Most firms keep their current number. You can port it to Faxy or forward it while the transfer completes, then retire the machine and the dedicated phone line. The people who fax you today change nothing.

Scanned paper, PDFs, Word files and images all convert to fax pages automatically. Staff can also send by email to a fax address, which fits how most legal teams already work. See email to fax for how that works.

Choosing a plan for a firm

A solo attorney or a small practice with one number fits the Starter plan at 49 USD a month with 1,000 pages. A firm with several attorneys, roles and an audit trail fits Business at 129 USD with five numbers and 5,000 pages. Larger firms with several departments use Team. Annual billing takes 50 percent off the monthly price. The full list is on the pricing page.

Everyday legal workflows that still run on fax

Records requests to hospitals and agencies, authorizations and releases, lien and insurance correspondence, notices sent to counterparties and signed engagement letters returned by clients are the usual traffic. Many of these arrive on a deadline, and many come back as a reply to the same number.

Because replies land on your Faxy number as PDF, the document reaches the attorney or paralegal responsible for the matter rather than whoever happens to be near the machine. The sender, time and page count are on the receipt, which helps when you need to show when a response came in.

Volume, shared inboxes and coverage

Firms rarely send the same number of pages every week. A filing push, discovery or a closing can multiply volume for several days. Faxy counts pages sent and received against a monthly allowance, so you can see usage before you reach the limit and move up a tier if a practice group grows.

Shared numbers work well for intake and records teams. Give each person a login, decide who sees which numbers, and keep a clean trail of who handled each fax. If an attorney is out, a colleague with the right role can open the same inbox without sharing a password.

How a law firm sets up in a day

• Create the account and choose a new number or start a port of your existing one.
• Add attorneys and staff and set which numbers each person can see.
• Point incoming faxes to the right inboxes.
• Send a test fax to a colleague and check the receipt.
• Retire the machine once the port completes.