Last Updated: July 27, 2021.
In this day and age, it seems that there’s no place for outdated office communication equipment like a traditional telephone or a fax machine.
Using these machines, which could only be used if you’re in the workplace, makes less sense as the world turns to more flexible working arrangements
However, the fact remains that sending and receiving faxes are still reliable ways to transmit and get hold of confidential information and in a more reliable manner.
With most small businesses no longer seeing the need to buy a fax machine, the next question is, how can you send and receive faxes without a fax machine? Is it even possible? Read on.
Sending And Receiving Faxes Without A Machine
These days, almost everything can be done with digital software and applications. An online fax app—otherwise known as internet fax—is no different.
Using any internet-connected device and an online app installed, you can send and receive faxes without having to purchase bulky, often pricey, and niche equipment like a fax machine.
Any business can use an online portal as a digital faxing solution. It’s fast, convenient, and cost-effective.
Here’s how to do it:
Choose An App That Offers Digital Fax Services
There’s a wide range of online faxing services available. In order to choose the right one, determine how often you need the service and what basic features your business needs.
Some companies offer free digital fax services, but the features are limited. For instance, some apps may only allow you to send and receive a maximum of 10 pages or recipients per month. If you’re an occasional user, this may not be enough for your business.
If you need to send and receive documents more often, it’s better to avail of a subscription service. The costs are typically minimal, and your copies could be better protected with its advanced security features.
Most paid online fax services also provide better integration with common document-sharing platforms. This makes sending faxes convenient, as you no longer need to convert your files into a specific digital format before sending them.
Create An Online Account
Fax machines are useful for business communication. With a machine, you can use it immediately after it has been configured. With an online fax service, on the other hand, you have to create an account before you can either send or receive a fax.
A fax number, which can either be temporary or permanent, is assigned to you after successful account creation.
These services often assign your business a temporary fax number if you opted for free services, as they’re often limited to a month or so. Once you become a paid user, your business will be provided with a permanent number.
Depending on the plan you choose, you may need to renew your subscription quarterly, semi-annually, or annually to continue using the service.
Upon registration, you’ll be asked to supply your email, and this is where your inbound faxes will be sent. Make sure you get it right and use the account intended for your business—if it’s your purpose. Once your registration is done, you’ll be directed to your account dashboard.
Scan the Document or Prepare The Digital File
The document you’re sending out should be in the proper digital format. If you don’t have a digital copy yet, try taking a photo with your smartphone or place the paper on a scanner. If you have it prepared on your computer, you can skip this process and proceed to the next step.
The interface for online fax services may not look the same, so take the time to explore your dashboard to find out how to start sending your electronic document. Most digital apps ask you to fill out basic information, such as the sender and recipient details, as well as the subject, similar to sending an email.
You’ll be asked to attach the document then click the Send button once you find everything’s in order. A notification will appear once your recipient receives your message.
Free online fax services are limited to sending fax copies. Often, you’ll be asked to avail of a paid service before being able to receive digital fax.
Most apps have free and limited trial offers, so you’d want to avail of this before deciding which services to avail of and from which service. Each time you receive a fax, you’ll be notified through the email that you used to sign up for your account.
You can also check the copy on your account dashboard.
The Benefits Of Using Online Fax Services
Digital fax services have the following advantages over traditional fax exchanges:
- Accessible Anytime, Anywhere: You don’t need to be physically present in the office to be able to use it.
- Affordable And Cost Effective: Save on maintenance, repair, power, and other costs as you don’t need to buy a machine.
- Ecofriendly And Paperless: Everything is done online, so you don’t need paper to send and receive faxes.
- Save Time: Sending copies to multiple recipients can be done in shorter periods.
Choosing an online service to send and receive faxes is cost-effective and convenient. It saves you from spending overhead costs for purchasing the machine and maintaining it, as well as paper and electricity.
If you’re physically away from the office but need to send and receive faxes urgently, you can use your online fax services to do it.