Is an Online Fax Right For my Business?
Online Fax vs Traditional Fax
Traditionally, a fax machine was used for businesses to send documents back and forth, or for customers and businesses to correspond. It scans a document, dials another fax machine and transfers the data through phone lines to the other machine.
Online faxing has many benefits over traditional faxing. It does not require a fax machine or separate phone line for faxing. Instead of creating a document on the computer, printing it out and faxing it, the online fax cuts down on most of those steps. Documents can be created then faxed to another fax machine or another internet fax location without having to be printed out first.
Seamless - Customers will never know the difference when a company switches to online fax. The phone number stays the same, so customers have no interruption in communication with the company.
Secure - Fax machines often send sensitive documents that require a signature. These important documents need to be secure and confidential. Most fax machines are housed in a central location where anyone can access the documents sent.
No Machine - Fax machines need paper and supervision. Often, long queues are a problem and paper can get jammed inside the machine. If it is not watched carefully, fax transmissions can be lost. Businesses waste valuable time and resources asking for faxes to be resent.
Paperless - While waiting for the day when businesses become truly paperless, this is a step in the right direction. No more fax machines means less printing of documents. That lowers the need for paper, toner, printers and storage for all the documents that are printed on a daily basis.
Mobile - Business does not need to be tied down to a fax machine. All communications are sent and received over the Internet, which makes it easier for travel, switching offices or conferences away from the office.
Features of Online Faxing
Faxing and Receiving
Customers and other businesses can use online faxing or traditional faxing to send a fax. It's received in a secure, dedicated place. Alerts can be sent to a mobile device or multiple email accounts. The fax can be sent directly to the business' email or saved to the server.
There are many features for sending faxes. The system will continually send the fax until it is received on the other end, and it will send email confirmation of receipt. The system can be programmed to wait a predetermined length of time.
Bulk faxing is easy with the mail merge software. Multiple addresses can be added so that each address gets a copy of the same fax transmission. This is something that isn't done easily with a traditional fax machine.
Online Fax Software
The software allows for many customizable features like a digital signature, cover letter design and multiple file attachments. Image files, PDF, TXT or Excel files can be sent with the online fax software. The faxes can be viewed and edited before transmission.
Faxes can be forwarded to any additional email addresses the company chooses. The faxes are sent using SSL encryption during transmission, so that they are extremely secure.
The search software allows for tagging of faxes for easy retrieval
Contact lists make it simple to save numbers for future use. This makes it easy to send multiple faxes or bulk faxes to many contacts using the contact list. The contact list can be edited and exported from other software programs as well.