Your Ultimate Guide to Paperless Fax Services

The need for paperless fax services has been on the rise significantly in the business world. Many companies and enterprises have already embraced this technology because of its convenience and efficiency, but what about you? If you’re still not convinced if it’s time to switch to paperless fax services, then read on because this ultimate guide will radically change the way you fax.

We all know that working in an office or running a big business can be both stressful and tedious at times. You’ve got deadlines to meet every day while juggling different tasks simultaneously. But that insanity could end as you explore the importance of paperless fax in your career or business, how to get started, and more. You don’t have to be entirely digitally savvy when you fax online. You would be surprised as to how easy it is to use it. So, let’s get started.

What is Paperless Faxing?

Paperless faxing is a remote transmission of scanned documents delivered to an intended recipient over the internet. It’s acceptable in any situation where conventional fax machines may not be available. The concept is simply sending fax online, which doesn’t require printing documents in an office, bank, or hospital setting.

It has many advantages over legacy fax machines, such as lower cost, higher quality, and time efficiency. In addition, it reduces paper waste and saves employees from having to commute while still fulfilling their work duties remotely. In an office setting, employees don’t need to queue or wait for their turn to use the fax machine because paperless fax providers have fax software or apps, which can be installed on mobile devices and computers quickly.

It’s the perfect option for sending files securely for personal, office, and business use. Paperless fax providers complete the transmission process without paper through an electronic file transfer system, eliminating sending paper copies of your document while providing you with proof of delivery after each transmission.

Why Paperless Fax Is Important to Your Business

paperless fax services

Did you know that your business can save up to $1,000 per year by switching from traditional faxing services to paperless fax? Paperless fax is a fast and easy-to-use service which makes it perfect for anyone who needs to send or receive documents on the go. You may send contracts, invoices, proposals, credit card authorizations, insurance claims, or any other document that would otherwise require a paper-based fax machine.

With the help of fax software and fax apps, users can quickly fax an electronic file to someone on their mobile devices in just minutes. Moreover, these fax apps provide proof of successful deliveries through transmission receipts, making it easier for your team to track outbound faxes. These are helpful for the compliance team whenever they conduct audit trialing for all faxes. 

Since everything else is done online, sending and receiving faxes isn’t bound by one fax machine shared at the office or store. Companies who use paperless fax through online fax subscriptions can get unlimited fax numbers that they can freely assign to their employees or teams. The healthcare, finance, insurance, real estate, government agencies, legal, and manufacturing sectors benefit from this method. 

For instance, for sales agents, gone are the days that they need to wait until they get back to the office to process their potential clients’ application forms whenever they are out in the field for meetings and closing the deals. They can scan the document from the mobile device and fax it right away to the intended recipient at the office to expedite the application process.

How to Get Started With a Paperless Fax Strategy?

Are your faxing needs growing faster than you can handle? Do you find yourself spending more time looking for documents or trying to locate a working machine? If so, it’s time to get started with your paperless fax strategy. It’s the ideal solution for today’s professionals who need the convenience of digital fax transmission without sacrificing security and reliability. There are three ways to do it. Each one has advantages and disadvantages.

Send a Fax With Your Mobile Device or Computer

paperless faxing

Assuming you have an active subscription to their service and an internet connection, then you’re all set. If you choose this option, you only need to download the application of your chosen online fax service on your smartphone, tablet, or computer. Here’s a simple walk-through of how you can do this through the iFax app.

  1. Open your App Store or Google Play Store and register for free on your mobile device to enjoy a 7-day free trial on your iOS and Android devices. iFax will not charge you for seven days, so you have time to explore its settings. You will also receive an email notification to remind you to cancel the subscription before your trial ends. You may also register on the website and download the iFax app for your Windows or Mac computer.
  2. Once your subscription is activated, you can send your first fax on the dashboard, where you see the incoming and outgoing faxes. Generally, the iFax team will send you a welcome fax message. From there, you would have a preview of how to receive a fax online. Click ‘New Fax’ to send a test fax.
  3. There’s a fax cover sheet you can fill in with details such as the sender and recipient’s name, fax number, and email addresses. Fill in the subject and add comments if necessary to provide instructions to the intended recipient.
  4. Click ‘Add Document’ to attach the file for faxing. It must be in a readable black and white – PDF, Word Document, or Excel file. You may also import files from your cloud storage such as Dropbox, Google Drive, Box. iFax lets you connect your cloud storage accounts with ease.
  5. Once the file is all set, click ‘Send,’ and iFax will prompt you again to confirm sending the fax, and you’re good to go. You may also notify the recipient by sending an email that his or her fax is on the way.

The advantage of using this paperless fax approach is that you can scan a document right off the bat when you use your mobile device. Of course, the caveat is that when you have a limited internet connection, this might not work, so you have to make sure you’re always connected online.

Send Fax by Email

send paperless fax by email

Sending a fax by email is super easy because you can do it as long as you have an online subscription to your preferred online fax service provider. For this guide, we use the iFax email to a fax feature to be easier for you to tag along. This is another way to adopt paperless faxing.

  1. Open your Gmail client or any email client of your choice and compose a new email.
  2. In the ‘To’ field, type ‘send@ifaxapp.com’
  3. In the subject, type the recipient’s fax number, including the international and local area codes, without space and dashes.
  4. In the body texts, you may include comments and instructions. These will be visible on the fax cover, or you can leave it blank.
  5. Attach the documents for faxing by uploading them from your computer or importing them to your cloud storage. If you’re using a mobile device, this will be a lot easier, and you may also take a photo of the document and make it an attachment.
  6. Click send, and the recipient will receive your documents to his or her fax machine and fax number. iFax always notifies the sender if the transmission is successful.

Email to fax feature is available if your online fax service offers this in the bundle you purchase. What’s good about this is that you can always fax anytime using a web browser or mobile device. The downside is that if you’re using a computer, and there are physical documents you need to send, you must convert them first into digital format by scanning them.

Send Fax on a Web Browser

send fax on a web browser for free

Last but not least, there’s another paperless fax approach you can do especially without visiting a store on at outlet for faxing services. If you’re only going to fax two to three pages, you can fax for free with iFax’s 7-day free trial. You can log in directly on your web browser without downloading an app on your computer or smartphone.

iFax website lets you upload your digital files and fax them to the recipient right away anywhere in the US and Canada.

  1. Visit www.ifaxapp.com and log in to access the dashboard. Click the ‘New Fax’ button and fill in the fax cover sheet.
  2. Click the ‘Add Document’ to attach your digital copies, whether it’s a PDF or Word Doc.
  3. Check the details on your fax cover sheet one more time and if everything is all set and ready, click ‘Send’

Of course, everyone wants a free fax service, especially if you only need to send one or two documents. Using this method is a good option because you don’t have to go out and visit an outlet nearby to fax a single page. The best thing about this is that you can take advantage of the strong encryption that iFax offers when transmitting files on the internet.

What Are the Benefits of Going Paperless With Faxes?

Faxing is one of the oldest and most important technologies in business. Fax machines were invented when we didn’t have email or smartphones. But it still has its place today. And for some companies, faxing is essential to their success, so here are the benefits of switching to a paperless approach.

  • Environment-friendly – paperless faxing eliminates paper waste and reduces your company’s carbon footprint up to 90%. Your teams don’t need to print out documents to fax them through the machine. Moreover, this process saves trees and lessens the errors from scanning or retyping papers, which can be tedious.
  • Flexibility – if your teams are constantly working outside the office – like sales agents in real estate, insurance, and cars – they can efficiently work remotely and fax clients’ documents in a breeze to expedite the application process. For staff working at the office sharing a fax machine, it can be daunting to wait for their turn during the peak hours as they need to wait for their colleagues to finish faxing. Paperless fax allows companies to avail dedicated accounts that will enable them to assign fax numbers to each employee.
  • Reduces maintenance costs – since your staff won’t need to print documents, you reduce the costs on ink cartridges and toners and maintenance of the fax machines. While laser printers aren’t overly expensive, they require toner cartridges that cost $50 or more per cartridge. With some multifunctional printers now selling for well under $100, it’s easy to see how even a few free digital fax pages each month can quickly subtract hundreds from an office budget over a year.
  • Security in transmission – faxing online is secure because premium fax service providers use high-caliber encryption such as 256-bit, the gold standard and hardest to crack and hack. The content of your fax that goes through the internet is encrypted to ensure that hackers and cyber snoopers can’t access or view sensitive information.
  • Increases productivity – your teams can easily track the incoming and outgoing faxes when you use paperless fax through mobile apps, especially when working on tight deadlines. Using fax apps that support Dropbox, Google Drive, Box, and others can give employees instant access to file without dealing with bulky USB drives or memory sticks. Employees can also avoid wasting time sending messages back and forth trying to figure out the location of the documents.

What are the Downsides of Using Paperless Fax System? (If Any)

Embracing new technologies can be overwhelming, but you can always motivate people to explore other tools that will help them get things done faster. Some of the caveats you may want to consider are the following:

  • Redundancy of tasks – employees who use electronic faxing or efaxing and similar services won’t have access to paper copies of their files, which could cause problems if they need to mail documents or print out insurance forms before an office closes for the day. Some companies still require signed contracts and other necessary paperwork that should have printed copies, so those employees using digital faxing services will still need to break out their traditional machines from time to time to keep the workflow running smoothly.
  • Require internet connectionpaperless fax services require an internet connection, which might not always be possible, especially in rural areas. Additionally, there is still a time delay in sending and receiving messages through these online tools (especially low-end fax services). Hence, businesses need to expect this minor hiccup before replying to clients or colleagues at their earliest convenience.

The Future of Paperless Fax in the Workplace

One of the most significant benefits of using a paperless fax service is that employees can view their files anywhere because they are all saved online. With this type of unrestricted access, it means that an employee can sit down in a coffee shop with his laptop and still send and receive messages without the need for bulky machines or running back to the office when he hears an incoming fax tone.

Although companies initially worried that employees would abuse this newfound freedom by rushing out every time someone sent them something via email, studies have shown that in most cases, workers increased productivity by staying put at the desk and completing tasks promptly rather than running back and forth to make a copy of a contract that disrupts the flow of work.

The popularity of digital faxing will only increase as more professionals and businesses take advantage of the simple tools to save them time and money. With many online fax services offering a variety of features, it’s also likely that older generations who are comfortable with traditional methods might be slower to catch these advances in technology. Still, there’s no doubt that younger workers who grew up with computers and iPhones will happily embrace going paperless at work.

What Are You Waiting for – It’s Time to Make the Switch!

Paperless faxing is the best way to reduce paper waste and become more environmentally conscious. iFax offers a variety of ways for you to go paperless, including an app that you can download on your mobile device or tablet. If you’re not sure where to start with your strategy, our team at iFax will help guide you through making the switch from traditional faxes to digital ones.

The benefits are clear – decreased costs, reduced environmental impact, increased security and encryption, greater convenience (online access anytime), and flexibility. So make today the day when you say goodbye to old-fashioned fax machines and hello to going green with iFax. For enterprise, you can get a custom plan that will match your faxing needs.

The transition doesn’t need to be cumbersome, as you can always avail a free trial to explore the dashboard and access all features. Download iFax now on your mobile device or computer and find out why more than 5 million people rely on it.