If you're still using a traditional fax machine, it might be time to upgrade your technology. Fax software and fax services can help turn your company into a paperless workplace and save you money. A one-time purchase, fax software can only be used to receive and send faxes from your computer. Fax services, which you can subscribe to on a month-to-month basis, allow you to use your computer or smartphone to send faxes and manage your account. The best fax services – RingCentral, MetroFax and Nextiva – all offer free apps, help you handle fax logs and create custom cover sheets. If you need more inspiration to make the switch from fax machine to a fax service, read some of the latest articles about online faxing.
A few key features make the best fax services stand out from the rest. High fax volumes, secure delivery and device compatibility are all important features to evaluate before you sign up for a faxing service.
When considering a fax service, volume should be high on your list of necessary features. Some services give you a flat number, such as 500 pages a month, which you can use how you please. Others only allow 150 sent faxes and 350 received faxes. Also find out how your fax service charges; some charge by the minute (time it takes to send a fax) and others by the number of pages. The cost to send additional faxes if you run out of your allotment should be 10 cents or less per page.
Internet fax services specialize in faxing without a fax machine. Many services send faxes directly to email addresses, and others send them as attachments. Services should also protect your faxes through SSL encryption, passwords and signatures. Good services can create custom cover sheets, send to multiple recipients and keep logs of when you send faxes from your PC or smartphone.
Devices & Programs
In addition to Windows operating systems, some fax services will work with Macs. The best faxing services provide free apps so you can use your phone or tablet to send and receive faxes as well. Online integration with Google Docs and Dropbox can also be helpful if you have a vast cloud network. For faxing from a computer, look for services that support Microsoft Office and Outlook. Also, don't forget about traditional fax machines; some services can send a fax to email or to a physical fax machine.
Help & Support
Fax programs should also come with support teams. Look for phone numbers and email addresses for customer support. Live chat features also help you find someone to answer your questions quickly.
Faxing from your computer is much simpler than using an actual fax machine. Many of the services also offer free trials so you can see if a fax service is a good fit for your company.