virtual fax tool for small businesses

Having ​effective ​methods of communication is a vital part of any small business.  They help us stay in touch with customers and providers, and allow ​tasks to run smoothly ​in a company.  ​One of the quickest and most effective ways to ​step up your business' communications is by switching to virtual fax.

This new way of faxing is called “virtual fax” because ​faxes will arrive to your computer in a digital format (a PDF by default), and instead of using a landline you'll receive faxes through a virtual fax line, capable of transmitting faxes through an Internet connection.

​To send virtual fax you only need a computer and Internet access, but don't worry, even if you have lost your connection to Internet, you'll still be able to receive fax.  That's because your Internet fax line is always active​; once you​ are connected again, you'll find incoming faxes on your email inbox.

​Sending a fax can be done through a variety of methods: using your online fax service's account, your email, and ​through mobile fax apps. For small businesses, this means that you’ll spend less money and time faxing​!

Another big benefit of using virtual fax ​service provider is that they ​give you a ​virtual fax number, totally free of charge.  ​At the moment of creating your account, you can choose between a local or a toll-free number​ for receiving faxes.  Contrary to what happens with traditional ​landlines, ​a virtual line ​is busy and won't be interrupted.

Decrease the Time ​Your Company Spends on Faxing

​Virtual faxing is a must-have tool for businesses because of the time you can save with it.

​Fax processes that used to take several minutes now take place automatically in the background.  Take for example sending a document; in this day and age we no longer need to print and fax a document, instead we can simply “pull” documents from a hard drive or cloud drive and fax in a similar way we send a common email.

If you are constantly on the go, you can download an app that works with your service and fax anywhere.  Fax machines are simply no competition.

Even just to get started you can save precious time.  Installing a faxing device in an office meant requesting a fax line, buying a machine and other things that could take days.  With a virtual fax service we simply sign up, pick a fax number and we are ready to roll!

Decrease the Costs of Faxing in Your Business

In average, an online fax service charges you $10 dollars for a basic plan that lets you send and receive 300 pages per month.  And you don't need to pay anything for your fax line, given that it's included in every account.  

For a small business this is just a small fee, especially considering that you can get rid of the costs of buying a fax machine (plus paper and toners) and installing a new landline. That's why already hundreds of thousands of businesses have started integrating digital faxing.  

​What's the Best Virtual Fax Service for Small Businesses?

To make the most out of your Google fax number, you need to choose the right company.  

​Luckily, there are companies that have proved time and time again that they are reliable and can help your business take the next step in faxing.  I’m talking about companies that we have tested on our site, such as RingCentral Fax, eFax and Nextiva, which we have tried and continue to use to this very day.

A good way to learn if virtual faxing is what your business needs is through test drive accounts.  Most fax companies give you the chance of entering a 30-day free trial, which you can cancel at any time. So, for a full month, you can thoroughly test the features of a service and check if it is beneficial in reaching your goals.

A great thing about integrating an online fax alternative in your business is that it is swift to get started.  To start using digital faxing and your fax number, you just have to create a new account which only takes up a couple of minutes.  If you are in the US, you’ll find that there are numbers for the vast majority of cities in the country, but if you are outside the US you’ll need to more specialized services like eFax, which currently offer numbers in more than 40 countries around the Globe.