People complete countless digital transactions daily. They exchange documents, send emails, review text messages, and more. As a result, many individuals assume faxes are a dinosaur from the past. However, they remain essential to the business world in certain industries, such as healthcare and law.
However, the physical fax machine of the past is quickly becoming a relic. People turn to cloud fax services rather than investing in a machine that will take up space in the office. Desktop faxing offers numerous benefits because any document created on a computer can be faxed online. Discover these benefits when pricing out your cloud fax services and see how cutting costs without sacrificing security is easy.
What is Internet Faxing?
Internet faxing is a process where documents that a person can attach to an email can be faxed. Items that can be sent online include Word documents, scanned images, and PDF files. The company doesn’t have to invest in physical fax machines and the accompanying supplies. Workers already use computers, so they only need to download the fax program to send and receive documents digitally.
Items Needed to Fax Online
Individuals need a connected device, a subscription to Internet fax services, and the documents they plan to send. Once they have these three items, they can send and receive them electronically. The service provider assigns the company or user a fax number that can be used for these transactions. All transactions are completed much like sending and receiving emails. Once they download the program, people may use a computer, laptop, or mobile device to send and receive faxes.
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Why Fax Online?
People who already own a physical fax machine may wonder why they should switch to online faxing. Many people are doing so because they won’t be tied to the fax machine. They can send and receive faxes anywhere, even after business hours or when traveling. Sales representatives who meet with clients at their locations appreciate having this technology because they can complete transactions wherever they are to close the sale.
Documents can be printed wherever the person is if they can access a printer. There are no fees other than the subscription fee. The sender is responsible for the long-distance charges when sending an international fax using a physical machine. This fee is eliminated with online faxing. The user pays a start-up fee and a flat monthly rate based on the number of faxes sent.
The company won’t need to purchase and maintain a physical fax machine. They already buy and maintain computers, laptops, and mobile devices, so there is no added expense when they switch to online faxing. They will pay less for office space, as no physical machine will occupy valuable real estate, and the IT team will have fewer things to oversee.
The company also pays less to train employees. If they know how to use email, they can use the cloud fax program immediately. The company spends less to train employees on essential tasks.
Security
Many people question the security of online faxing. When documents are sent and received using a physical machine, they may be seen by individuals other than the intended recipient. Online faxes go directly to the recipient’s email, eliminating this concern. However, companies must ensure the selected fax provider has security measures to ensure its services comply with industry regulations.
Most business owners today prefer online faxing. This option allows them to save money without sacrificing security. Learn more today to see if it is right for your organization.
