Faxing remains a reliable and secure technology for exchanging documents between businesses in today’s modern world. However, as more companies migrate to the cloud, the inefficiency and expensive maintenance of the traditional faxing machines led to many businesses switching to online fax.
There are various reasons why it’s a wise move for your business. Whether you’re running a small or big business, here are the reasons online faxing may benefit you:
Better For Remote Work
Due to the pandemic, many companies have decided to adopt a remote workforce. If your business is one of them, you’ll be glad to know that online faxing is ideal for remote work.
Online faxing allows users to send, view, and receive documents anytime and anywhere. For example, if you often use documents in PDF, you can easily learn how to fax a PDF. This functionality is essential not only for client communications but also for adapting policies and hiring employees.
More Reliable Than The Traditional Fax
One of the drawbacks of traditional faxing is when documents do not reach their intended recipients. It’s often the case since somebody else may pick up faxed documents from the machine after generating them.
With online faxing, it’ll never be a problem because the recipient will be able to receive it directly via email. This is especially helpful if the recipient’s fax machine isn’t available at the moment. To make the most out of the mentioned feature, senders can include the recipient’s email address and their fax number when sending faxes. Using online fax can also eliminate the possibility of disclosing sensitive information to unauthorized individuals.
So, if you want to ensure that your documents are delivered to the right recipient, switching to online fax is your best solution. Its security and reliability make it even more beneficial for business transactions that often involve long paper trails and countless files.
More Convenient
Your business can benefit from the convenience online faxing offers. It eliminates the need to send documents via mail, allowing you to save more time that can be used to focus on some critical business activities, enabling you to grow your online business effectively. In addition, online faxing revolutionizes business communication since you can immediately reply to phone calls and emails in the form of faxes.
Better Organization
Increasing storage, getting rid of paper clutter, and saving space mean better organization for businesses. Once you decide to dispose of your fax machines, you can avoid the risk of losing essential documents, not receiving faxes at all, or damaging files.
Online fax enables users to save their received and sent faxes. Therefore, if you’re searching for certain fax or file, rather than sifting through a pile of paper, you only need to type keywords to access your faxes on your phone or tablet.
Most online fax providers let you sort files and faxes by the sender, date, or specific keywords that appear within the document or in the file name. Instead of spending hours searching for documents on your desk, online fax allows you to find what you’re looking for in a few minutes without the hassle.
Fast Delivery
Online fax allows you to send documents without using a postal service. Therefore, your documents will be submitted quickly since they don’t need to go through mail processing centers.
Other than that, online fax is an excellent tool to save time by not spending hours driving to physical locations. Documents are delivered securely and faster when sent through online fax instead of the traditional way of faxing.
Enable Your Business To Go Green
Another reason to switch to online fax is that it allows your company to go paperless. Unlike traditional fax machines that use a lot of paper, you can send faxes online without consuming paper. In fact, there’s no extra machine or paper required because all faxes can be stored, saved, and edited online without the need to print a single page.
Aside from that, switching to online fax may also save you more space in your office. It’ll free up the space that used to be taken up by huge fax machines and cabinets of documents or paperwork, making your office look cleaner and appealing.
Digital Signatures Can Be Added
With online fax, you can easily add digital signatures to your documents. Faxes with signatures are often perceived as more reliable and valid than signatures sent via other methods. In addition, many fax services allow users to add personalized digital signatures, which are beneficial for businesses that heavily rely on sending documents with signatures.
You just have to create and save your digital signature and add it to your fax whenever necessary, without the need to print your document.
Cost-Effective
Fax machines can be expensive. If you want a more cost-effective option, switching to online fax is your best solution. The reason behind it is that you don’t need to get standalone fax machines since online faxing services can run on computers and mobile devices. Therefore, online fax is a dependable, cheap, and viable communication tool for businesses.
Some online fax service providers also offer options to personalize their subscription bundles. With this, you can choose a plan or package that’s most appropriate for your business. Whether your business sends a few or hundreds of faxes monthly, there’s always a package that will match your needs and budget.
Streamlined Business Operations
Using online fax can help your business increase efficiency by having streamlined operations. Online fax can easily be transferred to the cloud so that every team member can access the file whenever needed. This can cut back on sending emails back and forth and avoid delays based on scheduling differences.
Online fax also streamlines the contract signing process with new invoicing and customers, improving cash flow and helping you get paid faster. In terms of business practices, time is money. The less time you waste, the more efficient and productive your business will be, improving your company’s bottom line in the long run.
Conclusion
For a business to succeed in a highly competitive market, it should be open to new and advanced technologies that level up its business operations. For this reason, switching from traditional fax to online fax is undoubtedly a wise move for business owners. It doesn’t only allow businesses to streamline communications, but it also helps them enjoy savings in the long run.
Rehan is a student of Masters at the University of Birmingham. He loves writing about business, finance, technology, and life. He believes that sharing knowledge with the public is the best thing that one can do for the world and humanity.
Alan says
Absolutely agree to you Rehan. Everything is getting competitive and we have to be at par with the online world.