Technology is everywhere today, from ordering pizza online to online business meetings from clients in different parts of the world. All this with the help of the internet. Business today are realizing that using the internet has many advantages in lowering expenses and increasing productivity and revenue.

Why Business Still Rely on Faxing

One of the most popular communication tools in business has been the fax machine, despite the popularity of e-mail, faxing has not been taken out of the game. In fact, faxing is still used by  many business today because it is a great way to transmit complex documents with time sensitive information. Faxing has been a crucial tool to transmit documents and more importantly documents that require signatures.

Businesses such as Real Estate, Law Offices, Health Care centers and others still rely heavily on faxing. However, each year more companies are starting to move towards cloud technology; such as using online storage services like DropBox, Google Drive and Box. Faxing is here to stay but the fax machine has it’s days numbered with the growing popularity of email faxing.

3 Reasons Why Internet Fax is Your Best Choice

It’s clear that faxing will always be a part of business communication, but why switch to internet based fax? Here are a few reasons why smart business owners are making the switch.

Reason #1. Reduce Expenses in More Than 1 Way

To keep it simple, here is a list of what you need to set up a fax machine:

  • Buy the actual machine
  • Set up an additional land line
  • Toner
  • Paper
  • Electricity (a fax machine has to be plugged in 24/7 or else you can miss an important fax)

And here is a list of what you need to get started with an internet fax service:

  • A computer
  • An internet connection
  • An email

Can you spot the differences? It’s clear that the latter is easier and doesn’t require many expenses. Also, you don’t even have to leave your computer plugged in all day because you can receive faxes at anytime, without having any device plugged in continuously. Why does this make a difference? Because the fax machine was recently reported to be the most energy consuming office tool. Imagine just how much you’ll save by getting rid of the most energy guzzling machine in your office.

Aside from all this, you will also waste less on toner and paper. Incoming faxes don’t have to be printed out unless you need them to be and you can fax documents directly from your computer without having to waste more paper printing them out and feeding them through a machine again. Not only do you save money for your business but you also waste less paper which saves trees. Here is a quick infographic that shows how this solution is helping users save money and also the environment.

Fax-Infographic

Source: RingCentral Blog

Reason #2. Increase Productivity by Wasting Less Time Hovering Over the Fax Machine

If you’ve ever worked in an Office then you can relate to standing by a fax machine, waiting for a fax transmission to complete or waiting to here the busy dial tone, only to have to re-try to send the document. Bottom line, it’s a waste of time; time that could be spent doing more productive things. By using the online method you can solve this issue. This is because online services offer several features to make the entire process go smooth and fast.

You can fax a document directly from your computer, you can send it from your email or from your smart phone. You can also schedule faxes to be sent at a future time or date. Some providers also offer an electronic signature tool so you can sign documents without having to print them out. This is just a small insight to the features that providers offer.

Reason #3. Storage and Organization

If you are a current fax machine user, imagine having all of you incoming and outing faxes neatly organized in one easy-to-access place. If your business processes a heavy volume of faxing, you would need a lot of file cabinets and organization skills for this.

On the other hand, an online account comes with an unlimited amount of storage to keep all your faxes neatly in one place. Also, since your documents are stored online, you can access them from anywhere in the world. Say you are on a business trip or away from the office, you can simply log-in to your online dashboard and view any of your faxes at anytime to resend or even print it out.

Additional Reasons Worth Mentioning

Aside from the reasons above, there are many other features that faxing through the internet offers and here is a quick summary on the benefits it can provide.

  • Internet fax cost per page is less than using a phone line.
  • Faxing through the internet is secure, your documents are encrypted when they are sent.
  • You will receive faxes online, eliminating the risk of it falling into the wrong hands (which could happen when incoming faxes are printed out into a public office fax machine).
  • Budgeting will be easier because you know how much will be spent each month for your plan.

Hopefully this article has helped give you a better insight to why email faxing is the preferred option for many business these days and how it has helped in more then just being able to send and receive documents quickly and efficiently.