Online faxing, also known as e-faxing or online facsimile, uses Internet protocols to transmit fax instead of a conventional fax machine and a physical phone line. Internet fax services can be used by individuals and businesses alike. The service doesn’t require waiting to get a fax tone from a traditional fax machine to send documents. Online faxing isn’t a new technology. Some companies have been using it for years. However, it has become increasingly popular with businesses and home users alike.
Plenty of businesses rely on fax services, including legal firms, marketing agencies, insurance companies, and other financial institutions. Almost every business that sends and receives documents will use fax equipment to ensure fast and efficient communication. Online faxing is beneficial for any company that handles plenty of paperwork, like an accounting firm. If you operate an accountancy firm, you should take advantage of the right business tools to enhance productivity and efficiency. Here are the reasons why you should consider using online fax services:
- Convenient
Online faxing is a convenient way of faxing documents with little to no hassle. Many services won’t require you to install any extra hardware, such as phone lines or modems. The advantage of online faxing is that you can receive your faxes immediately, often within seconds. Whereas with traditional fax machines, the delay can sometimes take several minutes or even hours, depending on traffic volume. Also, there are no busy signals and no waiting time with online faxing while another accounting staff sends faxes to other clients.
For your business to use this technology, you need a reliable Internet connection, computer device, other office equipment like a scanner, and an account from an online fax service provider. You can use any computer to start online faxing, whether it’s a standalone computer or a network of shared ones.
- Quick
The documents that accountants prepare are usually related to the finances of their clients. To ensure that the paperwork reaches your clients on time, you need a fast and reliable way to transmit them. With an online fax account, you can start sending and receiving documents—and you don’t even need a fax number, as some services will let you fax from your email address.
Regular fax machines sometimes malfunction, which means delays in sending and receiving documents. There’s no need to worry about equipment problems when you send or receive a fax online. Plus, it’s simple to use; anyone can use online fax, even those who aren’t adept in technology!
- Secure
Most companies using regular fax machines have their equipment set up in common areas that allow anyone to see sensitive personal or financial information. By using an online fax service, you can safeguard your clients’ interests and prevent the loss of essential documents and reports. Because the transmission is done online, the documents cannot be tampered with, copied, or altered in any way, so they’re safe from theft and illegal modifications.
- Reasonable Pricing
One of the reasons companies have started to use online faxing services is due to the cost. E-faxing is not only fast and efficient, but it’s also a lot less expensive than conventional paper faxing. There’s also no need to pay for long-distance fees whenever you fax from your computer. You can choose from several faxes per month, or you can decide to utilize an integrated faxing solution within your company.
For a small monthly fee, you can receive and send faxes whenever you need them. Keep in mind that while many online faxing services allow you to receive faxes as many times as you’d like, some services charge a per-page fee. Fees for receiving faxes can vary widely from service to service, so make sure to read their terms and conditions carefully before deciding which is best for you.
- Reduces Costs
Every business, including an accountancy firm, should learn to reduce its operating expenses through better utilization of resources. Streamlining business also enhances workplace efficiency and avoids missed deadlines that may disappoint clients or result in heavy penalties. If you need to send or receive faxes often or looking for an easy and effective way to stay on top of important deadlines, consider using an online faxing service.
A reliable e-fax service can save your company money and time by reducing the amount of paper used and the amount of ink wasted. Additionally, since all faxes are sent via email, you eliminate the need to print out hard copies and any associated fees for printing.
Takeaway
Overall, online faxing is very easy to use and convenient. You don’t have to install any extra equipment, and you don’t have to worry about wasting paper or electricity by waiting while someone else sends you fax. Instead, all you need is an Internet connection and a reliable online fax service. If you have good Internet service and are comfortable using email and a computer, you’ll be able to transmit documents without using a regular fax machine ever again!
