Faxing will always be necessary for many companies, even if email and file-sharing solutions are available. Both large and small businesses send out and receive faxes, especially those in government agencies and healthcare industries that handle legal documents and confidential data. Fax machines were eventually replaced by digital options as technology advanced in recent years.
Nowadays, businesses of all sizes can utilize online fax services. Generally, online fax services allow sending and receiving faxes via the cloud or email. Rather than printing and filing paper documents, you can conveniently store them in the cloud. Depending on the company you’ll work with, several useful features can help boost efficiency during daily operations. To ensure a head start, check out eFax and other similar providers.
A Close Look At An Online Fax Service
Online fax service is a platform on the cloud that allows sending and receiving faxes without requiring a fax machine. The transition to an online service comes with benefits such as cost savings, convenience, and better features that traditional fax machines cannot provide. The ideal online fax service for your business will depend on the specific requirements of your business and your allotted budget.
Key Points To Consider When Selecting An Online Fax Service
If you plan on transitioning to an online fax service, the selection process can be challenging due to the available choices. Here are several crucial considerations to remember when selecting one for your company:
- Determine The Faxing Needs Of Your Organization
One initial consideration is determining the number of faxes your company sends and receives daily or weekly. In most plans, you can send and receive a specific number of free pages; if you go beyond, you must pay for every additional page or purchase some credit. Some starting plans usually have a monthly fax limit, while others come with an extra charge.
Switching to online faxing will help streamline business operations among the current digital technologies. Make it a priority to determine the average of what your company sends and receives monthly so you can choose a plan that fits your needs.
- Know About The Supported Countries
If a provider offers a feature that allows you to fax to most countries, it only emphasizes the number of supported countries you can send faxes, not the receiving aspect.
An initial task is to determine if the provider offers a local number. The next task is to decide on countries you want to have a fax number from. The approach helps narrow down the providers that offer fax numbers in your desired locations.
Go for a service with several countries to connect with clients and partners anywhere.
- Outline The Specific Needs Of Your Company
Although you have an array of online fax service providers, the primary function is the same, but some offer unique features worth checking out. Before selecting a provider, note down your organization’s specific needs so you can go through suitable choices.
For example, you should use an online fax service that allows scalability. As your business grows, the online fax service should also grow with you. The service should have features that add users or increase the monthly allowance if necessary.
- Understand The Pricing Structure
If you have been using the traditional fax machine, you’ll spend on maintenance costs. Once you switch to an online fax service, you’ll pay for a monthly or yearly plan. Sadly, it’s one of the reasons some businesses hesitate to change, but it’s a worthwhile investment in the long run.
Knowing about the price structure of an online fax service provider is also an important consideration. Extra and hidden fees are likely if you fail to scrutinize the pricing structure closely. Although most online fax service providers provide a list of their pricing schemes on their website, you need to observe more closely to know about the other additional charges, such as setup fees and long-distance fees, to name a few. Additionally, take time to learn about hidden and advertised costs.
If a company doesn’t require you to sign a contract or long-term agreement, you may be liable for all the fees, including those you incur unknowingly.
- Test Out The Free Demos Or Plans
Today, most online fax service providers offer a free product trial period or demonstration. Make the most out of this offer to help with the decision-making. Once you have shortlisted several providers, try out the plan or demo to learn more about the interface and design.
Final Thoughts
An online fax service may be the key to helping streamline daily business operations. The available choices right now can make it challenging to distinguish which one will cater to the needs of your business. These factors will serve as a guide in finding the perfect one during the selection process. With the benefits of online fax service, it’s worth considering to propel your business to a whole new level.
