It is not common to see a fax machine in many offices today, particularly if they handle a lot of sensitive information and share business documents and correspondence. Like many other business aspects most people are upgrading this process to use online faxing. It is pretty easy to send faxes from a computer, smartphone, or tablet, which saves you the costs of acquiring a fax machine.
Sending documents through online faxing can be an excellent option if your small business deals with many contracts that need a signature. While some software applications offer signatures through email, it’s often less safe than faxing or sending a fax from Outlook, for example. Utilizing online fax allows you to use your computer fast to send quick fax to your customer or client to sign it and then return it to you quicker than through courier or conventional fax. There are many and different internet fax services out there, but when picking one for your company, you need to analyze all the advantages and cons of each carefully. Below are some useful tips and tricks to help you choose the best online fax service provider for your small business.
1. Search capacity
Online faxing is typically different from conventional faxing. The main difference between the two is the ease with which you can locate the paperwork you need. Instead of going through many folders to find a specific document, you can utilize keyword searches to help scan your files and find the documents you want. To use tags and keywords, you need to look for an internet faxing service provider that provides these functionalities. Go for a service that enables you to use your filing and include your tags for easy searching in the future.
2. Unlimited integration and storage
Looking for an internet faxing service that provided integration and storage will help streamline your file sharing experience. Most of the online fax services you will find on the market like eFax provide you with online storage, which allows you to keep records of all the faxes that you have sent. This feature enables small businesses to keep business files in a good centralized system. Since all your faxes are currently digitized instead of being in the paper, filing them takes less physical space and is also an easier task to do.
Most of the internet fax services also come with functionality that archives all your documents, which saves them on a server. That means that you have a ready storage solution that can double up as backup space in worst-case scenarios, such as your files getting erased from any of your devices. That is particularly vital for small business owners who might be depending on one or two computers to hold all their work. In the same way, some internet fax services also provide cloud integration.
3. Mobility and ease of use
The world is becoming more mobile, and individuals are not tied to their computers all the time. The prevalence of mobile phones and cloud technology allows people to work virtually from any place. Look for an internet fax service that makes accessing vital documents and business correspondence while on the go pretty easy. Online fax services with an app should be a priority. However, do not allow the flashy mobile features to override the laptop or desktop computer systems. Look for an online fax service that provides mobile support without eliminating desktop functionality.
4. Localization of fax number
One of the common concerns for small enterprises that outsource most of their services is having a business look incoherent. When it comes to internet fax services, businesses will look for a suitable faxing number that aligns well with their contact information. In a small business setting, having a local area fax code increases your reliability and trustworthiness. It also offers you the appearance of owning a physical location for your business, even if you conduct most of your business operations remotely or online. You can also have a toll-free number option for suppliers and clients who live far away from your city.
5. Page limit
Before you pick an internet faxing service, you need to have a rough estimate of the number of faxes you need to send every month. Depending on your company’s size and the partners and customers you interact with, you can estimate your usage. That will help you get a robust faxing service that works under your planned budget. Some internet faxing services have some caps when it comes to the number of pages you can send and might hit you with high charges if you go beyond the maximum limit.
Make sure you select the appropriate plan that will suit the communication needs of your business, both financially and practically. If your business is growing and might require more in the days to come, look for internet faxing service that offers an unlimited tier to avoid outgrowing your faxing service.
6. Electronic signature capabilities
Internet faxing is a god way to share vital contracts when it is impossible to have an in-person meeting. Utilizing internet faxing services with electronic signature functionalities is a must-have if you will be handling business operations on the go. Despite the faxing service you pick, make sure your contract is well-written to become legally-binding with the electronic signature. Utilizing online faxing when signing business documents and contracts will not only assist your small business in moving faster, but it’ll also keep one copy for future reference.
Knowing the right things to consider when picking the best internet faxing service is vital. While the nature and main functionality of many online faxing services are similar, the best ones provide some exciting and unique features that best suits small businesses. Electronic signature capabilities, page limit, localization of fax number, search capacity, mobility, ease of use, integration, and unlimited storage are some of the essential details you need to take into account when picking a faxing service.
Choosing the right faxing service provider for your small business will help keep things organized in your company. Besides, you’ll not have to worry about running out of papers, mass faxing, storage, the ability to receive and send faxes from your tablet computer or smartphone, among other things.