Faxing may sound like an old-fashioned technology used by offices decades ago. But the truth is, despite all these years, faxing has been generally considered one of the most reliable and secure technologies when it comes to sending and receiving confidential documents between companies. Organizations that are inclined to use fax communication include government offices and healthcare industries.
However, as technology continues to advance over the years, the traditional way of faxing has suddenly become inefficient for many companies. Using a traditional fax machine can be quite time-consuming and costly as you need plenty of paper. To resolve the dilemma of wanting to use fax without the downsides of the traditional fax machine, you can switch to virtual fax services, also known as eFax (electronic fax) or online fax.
With virtual faxing, you can send or receive electronic documents directly by email using any device connected to the internet such as a desktop, laptop, tablet, or smartphone. After signing up with a cloud fax service provider, you can start faxing virtually, which is no different from sending and receiving an email. Now that you know how to fax and how easy it is compared to traditional faxing, here are five ways your business can benefit from online fax services.
1. Fewer Resources Required
As the traditional office fax machine is bulky, it can take up some of your precious office space. Furthermore, like any other machine, a fax machine needs regular maintenance, sufficient paper supply, and a designated person to operate it, in some cases.
On the other hand, through virtual fax services, you don’t need to worry about any of those resources mentioned. You don’t need to buy paper and hire someone to maintain and operate a fax machine. The only resources you need are your smartphone, the internet, and some basic know-how. Overall, switching to virtual fax can save you money, time, and space.
2. Flexibility And Accessibility
Managing and operating a business is a nonstop job. Even if you just got home from work or you’re on your way to a business trip, many clients would likely reach out to you and send you faxes. Thankfully, with virtual fax services, you can receive and send faxes anywhere anytime. As long as you have a strong internet connection and a smartphone, you can log into your chosen virtual fax service, attach your electronic document and send it right away to your recipient’s fax number.
Moreover, you don’t need to worry about additional costs when sending virtual faxes internationally as you would with traditional faxing. On the whole, virtual fax services offer a great deal of flexibility that makes your business more accessible to your clients.
Some years back, employees’ performance of office tasks is hampered by the queue for the fax machine. The traditional fax machine often takes a few minutes to print or transmit a document and much longer if you need to send it to multiple fax numbers. As a result, other employees have to wait in line while the other person is using the machine.
Meanwhile, with virtual faxing, you can forget about queues and work delays caused by the machine. A virtual fax service lets you send several faxes to multiple fax numbers, all at the same time. Additionally, if you have incoming faxes, you can conveniently receive them anytime since they go to your inbox.
One of the essential supplies you need to have when using the traditional fax machine is lots of paper. The fax machine automatically prints out all incoming faxes, with or without your consent, including spam faxes. As a result, you’re unintentionally wasting paper, resulting in extra waste in the landfill and more trees chopped down for paper production. If you want to make your business more environmentally friendly, switching to virtual fax services may be an excellent place to start. This way, you don’t have to waste any more paper as everything is done virtually.
5. Greater Security and Confidentiality
If you think about it, traditional fax transmission isn’t as secure as many people think since the machine prints out all incoming faxes, causing the documents to be potentially viewed by anyone who uses the fax machine. If you want a more secure way of receiving and sending fax messages, the virtual fax service is the best way to go. Every fax you send is encrypted, which means the only person who can read it is the one who has the email address or the account details of the fax portal. Ultimately, virtual faxing offers greater confidentiality which is essential to your business, or any business for that matter.
Overall, there are numerous benefits that your company can enjoy from using virtual fax services. Virtual faxing is as easy as sending and receiving email, and it’s much more efficient and affordable for your business. If you’re new to virtual faxing, contact your trusted virtual fax service provider and get started.