With all the technology currently available, it can be difficult to know when to use what new advances for different parts of the business. This is especially true when it comes to sending information and messages via Internet fax or e mail. There are benefits for both, as well as times when one is more appropriate than the other. But in business solutions and stores, it is often a good choice to use an internet fax.
First of all, an internet fax is similar to a traditional fax, except for the extra convenience of doing anything over the Internet, rather than on a physical fax machine. There are many internet fax companies to choose from and each one works a little differently. Some take out per page while others take out per minute. Many companies offer accounts for companies that will send many faxes on a regular basis. Pages to be faxed over the Internet can either be uploaded to an online interface or sometimes there is a fax driver that allows you to fax directly from your document. Data output will look like it does when a regular fax is sent, probably with clarity.
Another advantage is that it is a good way to send signed documents quickly. This may be particularly important in business transactions when a signed document is required for legal purposes. Just like a regular fax, the internet fax is considered a legitimate form of a legal signature. By e mail, the company may not be able to open attachments at the other end. With different versions of software and proprietary document formats, this is a problem that can often arise in business. When faxing over the Internet, the company that receives them can still get them out of their fax, but with more assurance of arrival. Or, if they also have an internet fax account, they can retrieve them from their account as well.
In addition, since Internet fax documents look like common fax documents, it is a more professional way of sending information. Private email addresses, many times, look unprofessional because of the email address or may be lost in email delays or forwarded to junk folders. Many companies still prefer to use faxed documents because of their professional quality and have a document that looks like the original really helps.
Sending large files via email can sometimes be a problem. Many times they take forever to send or release before the files can be sent in full. This is another situation where faxing over the Internet is a better solution. You have more capacity when faxing over the Internet than when you send an email because Internet Fax is not covered by any hats embedded by email hosts.
Using an Internet Fax also eliminates the need for additional office equipment and phone numbers. Fax machines can be large, bulky, need maintenance and additional accessories. Faxing over the Internet eliminates these extra office items and reduces costs for many businesses. So, a company looking for an alternative to email does not have to worry about increasing costs by using an Internet fax service. In addition, no additional phone lines are needed in the office. When you register with a vendor, a fax number is assigned to each user. This means that all companies will be able to provide the number as a fax number instead of signing in to the local telephone company and paying the additional charges.
Due to bulk quantities of fax packages that can be purchased, the cost of faxing is reduced further. Instead of the actual cost of paper and supplies needed for faxing, as well as the monthly cost of the service number, an internet fax is sent electronically, eliminating these items. There are companies out there offering free fax services to send or receive. Since companies have to pay for an additional phone line with traditional faxes, they must pay for use without regard to actual faxes being sent.
E mail is useful for many transactions, but with an Internet Fax, there are many times a better choice. It is professional, cost effective, easy and fast.