Many businesses, no matter the size, have begun switching traditional processes to virtual or online ones. They have started adapting to the near-instant technologies available from payments to other transactions. While it is nearly impossible for a business to become entirely paperless, many conventional operations can now be completed online, stored in a drive or the cloud, and no paper is necessary. In transmitting and reproducing important documents, we have traditionally used a fax machine and sent them through phone lines. Now, internet fax services are available online and are easy to use!
Suppose your business sends and receives faxes on a daily basis and is still utilizing and committed to an old-fashioned fax machine. In that case, you may be convinced to switch after you hear about the benefits and advantages of online fax services that enable you to send and receive faxes over the web or even from mobile devices.
What Are The Advantages of Online Fax Services?
#1. Time and Money Efficiency
Cloud-based faxing service means there is no need to waste paper, purchase paper, or even maintain a physical fax machine. Your business can send and receive faxes from anywhere, and you do not have to be in the office to be able to start faxing.
#2. Enhanced Organization
Let's say your business receives ten faxes a day; each month, that is over 300 sheets of paper sitting on a desk or wasted. You have to keep track of the important ones, toss the unnecessary ones, and make copies of the ones you need to distribute. An online fax service offers cloud storage which makes it easier than ever to store all received faxes in one place, access them whenever you or someone in your organization needs them and make it super easy to share them with others from anywhere at any time.
#3. Increased Mobility
Internet fax providers typically offer mobile applications for your chosen device to be able to start sending and receiving faxes from anywhere. To send faxes, all you have to do is open your mobile phone's camera, and it will automatically convert it into a scanner and begin scanning your paper documents and create a digital document from it. You can then fax these digital documents from your mobile device with just a few screen touches.
#4. Electronic Signatures are a Breeze
Because your documents are digital, you can also sign them electronically. Internet faxing enables users to sign faxes from their mobile device and then fax it back to a desktop. You can sign from your phone or even use external applications to generate electronic signatures for PDFs or other types of documents. Either option is quite simple on any device.
#5. Simple Setup and Ease of Use
As mentioned above, faxing over the internet is accessible on any device. All you need to get started is to have access to the internet, invest in a plan (typically with your provider; some even offer free programs), install an app, open a web page in your browser, and complete a one-time setup. That's it! Even the least tech-savvy people can start faxing documents over the internet.
#6. High-Security Standards
Most online fax services utilize OpenSSL or a similar encryption system to make sure all of your data is safe and secure, and the sender and receiver can read the content of the fax. Additionally, because there is no physical fax machine, no unauthorized user will be able to access the received fax accidentally. Feel confident that your documents are secure!
#7. Get a Local Fax Number
No matter where your company is located, you can add a local number to your plan and use it as your fax number to send and receive faxes. Simply put, if you run an online business in Richmond, Virginia, you can subscribe to an 804 fax number and manage your faxes from any location.
Having a local presence is incredibly beneficial for small businesses and both their marketing and sales teams. No matter how small your company or team is or where you've conducted business in the past, adding a local presence to your outbound calls and faxes puts prospective clients at ease. It assures them that your services extend to their locality. VoIP covers local dialing and can enhance your marketing strategies in other ways.
#8. Easily Search Through Faxes
Long were the days of searching through stacks of faxes of the past few days or months looking for one particular document. With online fax services, you can simply add a note to your faxes, organize them however you want, and search for keywords or names. You can find your results in just a few clicks.
#9. Increased Scalability
Your business should be able to grow consistently. The systems you have in place should always be able to keep up with your growing business needs. Internet fax services are scalable and develop with your business and increased communication needs. Furthermore, most (if not all) providers have plans tailored to your business's needs. Like VoIP phone lines, you can always add more fax lines and additional users or change the number of faxes you can send as your business grows. This can save you time and money in the future if you need to suddenly scale your business up (or even down during slow seasons). You can be confident that you can meet the demands of your business.
#10. It Can Be Used on Multiple Platforms
Many modern apps and internet programs can help you send and receive faxes. Online faxing is a very straightforward process. All providers or suppliers provide demos to walk you through the online faxing process, offer tutorials to use when you need them, and often have customer support should you run into some trouble. You can usually port your existing fax number to your online faxing account with your new provider without losing any business.
Simplicity VoIP offers SimplicityVFAX. VFax is an integrated electronic fax service that enables the sending and receiving of documents through the Simplicity portal. It saves time and money, is easy to use, and offers options for customizations and accessibility.
To receive additional information about the benefits of Simplicity VFax for your business or request a quote, contact us below. A member of our Sales team will assist you as soon as possible.
