Organizations replace fax when the ongoing costs become impossible to ignore. 

Legacy fax environments spread expenses across phone lines, third-party vendors, IT support, and manual handling. Those costs are rarely tracked together, which makes them easy to underestimate. Many organizations only see the full impact when they step back and examine how much their document systems are costing them each month.

Lane customers replace legacy fax systems to eliminate vendor fees, reduce time spent tracking failed transmissions, and limit exposure from printed documents. This guide breaks down the real costs of legacy fax infrastructure and shows how enterprise fax ROI is calculated in real operating environments, delivering clear and measurable benefits tied directly to cost reduction.

Reducing Time Spent Tracking Fax Delivery 

Fax issues rarely surface as system failures. Messages stall, confirmations lag, and teams spend time checking queues or resending documents to ensure delivery.

CompuNet, a clinical laboratory in Ohio, processes up to 70,000 faxes per month using Lane’s Passport system. Lane reports that message tracking reduced the time CompuNet spent investigating delivery issues and responding to internal questions about fax status.

For inbound documents, intelligent document capture reduces the need for manual review and routing by extracting key data and directing faxes to the correct system or team on arrival.

This is especially important for industries like healthcare where fax delays directly affect operations. Less time spent chasing delivery means fewer interruptions, fewer escalations, and less manual follow-up across departments.

Cutting Infrastructure and Maintenance Overhead

Legacy fax environments often include physical machines, dedicated phone lines, and ongoing maintenance. Even as fax volumes decline, those systems still require support and periodic replacement, driving up long-term fax infrastructure costs that are often overlooked.

Lane positions Passport as an enterprise fax platform built on Fax-over-IP (FoIP), reducing reliance on traditional fax hardware and consolidating messaging into a centrally managed system. This shift supports paperless office initiatives and simplifies ownership across distributed teams.

Lane also supports cloud and hybrid fax deployments through PassFax and Fax 2.0, strengthening overall cloud fax ROI. For organizations still maintaining physical fax infrastructure, consolidation is often where ROI first becomes visible.

Lowering Risk Tied to Print-Based Fax Workflows

Fax workflows often pass through printers, shared trays, and physical handoffs. Each step increases the chance that sensitive documents are viewed or handled by the wrong person. Reducing print-dependent fax workflows with digital fax software limits exposure and strengthens enterprise fax security.

Two thirds of organizations have experienced data loss tied to insecure printing practices. While not fax-specific, the finding highlights the risk created when documents leave controlled digital systems. Even a single incident can carry a multi-million-dollar financial impact. 

What to Measure Before and After Replacement 

Organizations evaluating enterprise fax ROI do not need complex models or spreadsheets. The clearest signals usually come from operational data that already exists across finance, IT, and operations.

Monthly third-party fax or delivery vendor fees often reveal the most obvious cost leakage, especially when services are priced per transmission. Time spent checking delivery status, resending failed messages, or answering internal questions about fax confirmation adds up quickly but is rarely captured as labor cost.

It also helps to examine how many systems are involved in fax routing, how much paper is generated by inbound fax workflows, and how long it takes for documents to reach the correct team or system after arrival. Lane’s customer case studies, including Nomura and CompuNet, show how consolidating systems turns these measurements into repeatable cost reductions.

Enterprise Fax Replacement is a Cost Decision

Enterprise fax systems are rarely replaced because they stop functioning. They are replaced because the cost of keeping them running no longer makes sense. Lane customers replace fragmented fax environments with a single digital faxing platform to eliminate vendor fees, reduce manual follow-up, and regain visibility into delivery and status. 

For organizations still supporting legacy fax systems, ROI is not theoretical. It already exists in monthly invoices, support time, and work that no longer needs to happen.

Ready to Calculate Your Enterprise Fax ROI?

If your organization relies on third-party fax vendors, manual delivery checks, or print-based workflows, Lane’s digital fax and document solutions can help you quantify the cost.

Customer feedback consistently highlights Lane’s reliability, responsiveness, and support during both deployment and day-to-day operations.

Schedule a demo to review your current fax environment and see where savings are available.