July 6, 2022
How to choose an online fax service?
If you are searching for online fax service, here's everything you need to know about choosing one.
Although fax machines may seem outdated, fax transmission is an important means of transmitting information across many industries.
Internet fax services provide fax capabilities without purchasing separate equipment or maintaining a dedicated phone line.
Most online fax services offer monthly subscription forms and the option to receive, send, store, and access additional tools to bring this old technology into the 21st century.
Let us see an easy and affordable way to fax documents when needed.
Businesses of all sizes worldwide still send and receive faxes, especially those working with government agencies or healthcare.
However, digital solutions have largely replaced fax machines, with many companies offering online fax services via your email account. Instead of printing and saving faxes in files, you can safely store your faxes in the cloud.
If you consider integrating online fax services into your office workflow, here are some things to keep in mind when choosing a business fax service.
How online fax services work
For decades, traditional fax machines have worked on translating scanned documents into voice tones transmitted over phone lines. But unfortunately, companies needed a separate phone number and a large machine to utilize this technology. Today, faxing can be performed online - without a dedicated phone line and additional devices.
Online fax services take digital files and send them via the recipient's fax number or through the seller's website using a private email address.
When sending a fax over the Internet, the service provider translates the uploaded document into the appropriate format. As a result, the machine can read it and send it to the recipient's fax machine. Similarly, when faxes are received, the service provider translates the faxed document into a digital format that you can read online and then distributes the fax to your email inbox.
Benefits of Online Fax Services
Online fax service is an excellent option for small businesses with the main advantage being its low cost.
Keeps costs down
There is no need to purchase, operate, and maintain a separate machine with a dedicated phone line with an online fax service. Uploading files directly saves time and money while reducing paper waste, without the need to print documents before faxing. If your company seldom sends faxes, investing in a traditional fax machine makes no sense. In addition, online fax services are usually cheaper.
Convenient
You do not have to be in your office or near a fax machine to send and receive documents. Managing incoming and outgoing fax via Internet Fax service is as easy as accessing a computer or your smartphone or other mobile devices.
No additional equipment
Leave the phone line and huge machine behind if you want to send faxes on the Internet, desktop computer, laptop, or smart phone.
Online fax features and options
Internet fax services generally offer several features to enhance their usability and security, although some are more expensive. In the online fax service, you will find some more popular features and options:
Secure transmission
Fax messages often contain sensitive information and are considered more secure than email by many sectors, such as healthcare providers and government agencies. Most service providers include data protection, including SSL or PGP encryption and password protection to protect your broadcasts. Some are also HIPAA compliant. However, some vendors charge extra for these features, so it's important to check before deciding.
How to choose an online fax service?
Although there are many fax service providers to choose from, and the details of each may look similar, there are some important points to keep in mind when choosing a fax solution for your business. Here are general tips to assist you in evaluating fax services and finding the best option for your business.
1. Measure your needs.
Knowing how many faxes you want to send and receive each month is important in finding the right service provider. If you do not send many faxes, you can choose a cheaper plan with a lower monthly fax limit. Conversely, if you want to send multiple faxes, you will have to spend some extra money to get the excess limit to avoid the additional charges. Some vendors offer "corporate packages" for companies that send large faxes each month. Think about what you can practically send and receive within a month and choose the best plan for you.
2. Contact the seller.
Reaching out to sellers is a great way to evaluate their products and customer service. Notice how customer service representatives discuss the company's offer. Are they advanced in terms of cost? Does it briefly explain the features involved?
3. Understand the fee structure.
Hidden charges and unforeseen expenses are the worst. Since most of the online fax providers we have listed list their pricing forms on their websites, it sometimes takes more research to look at other fees such as setup fees, long-distance fees, and overhead costs. Make sure you know all the costs, both advertised and hidden.
4. Request free trials.
Most online fax providers offer free product demos or trial periods. Take advantage of this offer to test the service before subscribing. The demo lets you know which service is more user-friendly, as there may be a big difference between two similar-looking services. You will never know what is good unless you try it yourself.