How Online Faxing Empowers Businesses of All Sizes?

| Updated on January 29, 2024
online faxing

If you are looking for a better and more innovative way to invoices and bills, consider using online faxing. In this era of Instagram, e-signatures, and video calls, the fax machine may seem somewhat outdated, with its roots tracing back to 1843. 

These new-age faxing systems are 100% cloud-based. It brings to mind cliché images of cowboys racing against futuristic autonomous vehicles. Yet, against all odds, fax technology persists. 

Surprisingly, many organizations, industries, and even entire nations rely on it as a necessary tool. As wearable devices, AI, and mobile apps continue to advance, fax services evolve alongside them.

 In this article, we will get to know the benefits of online faxing for businesses of all sizes. 

online faxing

What Benefits Can You Get From a Digital Fax Business?

Cost Savings

Fax machines can be costly, ranging from $150 to $300, not to mention the additional expenses for toner, ink, maintenance, and replacement parts. These costs can add up significantly. On the other hand, online faxing eliminates the need for physical hassles. It offers a variety of plans to choose from, with the minimum starting at just $5 per month. This affordability makes sending faxes a breeze for anyone.

Digital faxing is a paper-saving investment for enterprises, with an average annual expenditure of approximately $200 on paper eliminated. Operating fax machines often requires acquiring a separate phone line, but with online fax, this cost can be easily saved. Additionally, online faxing promotes eco-friendliness.

Improve Security

Businesses need to prioritize the security of their sensitive information in today’s rapidly evolving era of cybersecurity threats. New age systems offer a fortified approach to transmitting and receiving faxes, as opposed to traditional machines. 

With online fax systems, companies can have peace of mind knowing that their information is transmitted with the utmost security.

Moreover, online fax systems provide additional security features such as audit trails and access controls. Audit trails allow organisations to track who has accessed and viewed faxes. Access controls, on the other hand, can restrict who can send or receive faxes within the organization. For example, fax from iPhone has similar functions. This is an app that you can find right here and install on your smartphone. Then you will need to scan the document and you can send it to the recipient.

Decode Your Fax

The online service sends your faxes securely through encryption, ensuring the protection of your data and information. 

This guarantees that your files and attachments remain safe and reach the intended recipients. The fax machine processes and prints the translated message accurately.

When your recipients also use these modern faxing services, they receive an email notification about your communication, allowing them to respond and acknowledge it. 

Your business partners can promptly view the fax and choose between printing or storing a digital copy instead.

Increase Productivity

These fax services offer a range of advantages, including the ability to streamline workflows, improve efficiency, and enhance productivity. 

Unlike traditional machines that require manual paper handling, printing, and physical document storage, online fax services simplify the entire process by converting faxes into digital files. 

This allows for seamless integration with existing digital document management systems. With digital fax services, organizing, archiving, and searching for faxes becomes incredibly easy. 

Gone are the days of manual filing, reducing the risk of lost or misplaced documents. Additionally, the advanced feature of electronically signing and annotating faxes eliminates the need for printing, signing, and rescanning documents.

More Flexible

In the past, offices received all of their faxed correspondence through one or several fax machines, resulting in the need to share a fax machine among people or departments. 

This situation also created the risk of unauthorized employees accessing sensitive information. By utilizing a virtual fax service, such issues are eliminated. 

With unlimited virtual fax extensions, this service guarantees that faxes are always delivered to the intended recipient, and prevents accidental access by unauthorized individuals.

More Efficient Fund Allocation

Traditional fax systems accumulate maintenance and ongoing expenses such as repairs, local phone line services, ink, paper, and server maintenance. These costs can quickly escalate.

 For small businesses, it is advisable to invest in cost-effective solutions. Online faxing simplifies business communications and boosts productivity, resulting in a remarkable reduction of 75% in expenses compared to conventional faxing. 

Most online providers offer subscription plans based on actual usage, ensuring you only pay for what you need.

Monitor Your Online Faxes

Online faxing services provide delivery reports for all sent and received fax messages, similar to emails. Moreover, the service provider maintains a centralized delivery hub that acts as a repository for your communications. 

You can request and access information such as timestamps and dates for your reports. Additionally, digital faxes, particularly those with e-signatures, hold legal significance as they are binding.

Conclusion

Online fax merges conventional business methods with the new digital, cloud-enabled workplace, removing compatibility issues with high-tech systems and doing away with clunky hardware.  

Numerous options are available for selection, and you can commence by assessing what the market has to offer. 

Whichever service ultimately becomes your choice, enrolling in online fax future-proofs your business and facilitates a smoother transition into a rapidly-paced digital environment.




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