One area that most businesses can improve is the sending and receiving of faxes. Many companies still use the traditional fax machine and hard copy facsimile when corresponding with clients and business partners. But the new Internet fax systems allow employees to fax from computer stations rather than have to use a machine. Below are some features offered by virtual services that make running a business more efficient.
Fax to Email ServicesThis feature takes all of your incoming correspondence and sends it directly to your email inbox as a .PDF or .TIF file attachment. It includes all of the traditional information normally found on a fax, and it allows you to electronically file, forward, or take notes on each document for increased efficiency. You can also print out any correspondence that you need a hard copy for and still keep an electronic archive for employee reference.
You can also fax from computer to machine by using the service. If you have a document or email that you need to send to a client or business partner, you simply sign into to the Internet fax service, input the phone number, upload the documents, and send them to the recipient. Most services allow you at least 100 pages a month, with the more advanced plans offering over 450 pages a month. You no longer need to stand at a machine with a piece of paper and wait for it to go through. By being able to send a fax from computer to recipient, it makes correspondence easier and increases productivity.
Fax Forwarding and ArchivingDepending on the system you end up using, there may be options to forward faxes and archive them within the system. Forwarding means that any documents received through the system can be automatically sent to a business fax machine for a hard copy. Archiving is the act of saving and labeling your documents so that you can retrieve them easily for future reference. Both of these features are benefits for small businesses who want to be able to handle all administrative tasks from one control panel.
Call Blocking and ScreeningSimilar to a regular phone line, a virtual fax service can monitor your incoming calls and make sure that certain numbers don't ring through to your line. This can save you time and money since junk correspondence will no longer be able to get through, wasting your resources and clogging your lines for other legitimate callers. You can also receive information on all incoming numbers to your line. The system will capture the number and send it to you via email.
While fax from computer services aren't for everyone, small businesses with a high fax volume can benefit from a virtual service. The toll-free number increases your professional appearance and the unified system allows all of the employees to remain productive and have access to the system for business purposes.