How to Get a Fax Number Online (in Minutes)
Need a fax number but don't want to install a phone line? A virtual fax number works exactly like a traditional one — people can send faxes to it — but instead of printing on a machine, incoming faxes arrive as PDFs in your email or app. You can set one up in about three minutes.
What Is a Virtual Fax Number?
A virtual fax number is a real, dialable phone number assigned to your online fax account. Anyone with a fax machine or online fax service can send documents to it. The difference: instead of ringing a machine, the fax is converted to a digital file and delivered to you electronically.
You can choose:
- Local numbers — Numbers with your city or area code (e.g., 212 for New York, 415 for San Francisco)
- Toll-free numbers — 800, 888, 877, or 866 numbers that look professional and are free for callers
- International numbers — Numbers with country codes for UK (+44), Canada (+1), Germany (+49), and dozens of others
How to Get One: Step-by-Step
- Choose an online fax provider — Pick a service that includes a fax number with your plan. Most business plans do.
- Sign up and select your number type — During registration, you'll choose between local, toll-free, or international.
- Pick your area code — For local numbers, you'll browse available area codes and choose one.
- Select a specific number — Most providers show a list of available numbers. Pick one that's easy to remember.
- Configure delivery — Set where incoming faxes should go: email, app notification, cloud storage, or all three.
- Start using it — Your number is live immediately. Print it on your business card, add it to your email signature, or share it with contacts.
A virtual fax number routes incoming faxes to your email, app, or cloud storage — no machine needed.
Number Types Compared
| Type | Cost | Best For | Availability |
|---|---|---|---|
| Local | Usually included | Small businesses wanting a local presence | Wide (most US/CA area codes) |
| Toll-free | +$2–5/mo | Businesses with national reach | Wide |
| International | +$5–15/mo | Companies with overseas clients | Varies by country |
| Vanity | +$10–30/mo | Branding (e.g., 1-800-FAX-THIS) | Limited |
Can You Port Your Existing Fax Number?
Yes — most providers support number porting. This lets you transfer your current fax number from your old phone line or fax service to the new online provider. The process typically takes 1–3 weeks and costs $0–$25 as a one-time fee.
Why bother porting? If your fax number is printed on thousands of business cards, letterheads, forms, and directory listings, changing it means updating everything. Porting avoids that headache entirely.
Porting requirements:
- Your current account must be active (don't cancel before porting)
- You'll need a Letter of Authorization (LOA) — the new provider usually provides the form
- The number must not be under contract with a keep-or-pay clause
What About Free Fax Numbers?
Some services offer free temporary fax numbers during trial periods. These are fine for testing, but keep in mind:
- The number is typically recycled after the trial ends
- You can't port a temporary number
- It may have been previously used, meaning you could receive someone else's faxes
For business use, a paid number on a proper plan is the way to go.
Tip: When choosing a number, pick one with a memorable pattern. Numbers with repeated digits (e.g., 555-4400) or sequential patterns are easier for clients to remember and less prone to misdialing.
Setting Up Delivery Rules
Once you have your number, configure how incoming faxes are handled:
- Email delivery — Faxes arrive as PDF attachments to one or more email addresses
- App notifications — Push notification on your phone when a fax arrives
- Cloud auto-save — Automatically save received faxes to Google Drive, OneDrive, or Dropbox
- Multiple recipients — Route faxes to several team members simultaneously
For a comprehensive comparison of services that include fax numbers, plans, and features, FaxRadar's online fax comparison covers the major providers in detail.