Virtual Faxing: Pros and Cons

Faxing is a fundamental need of multiple industry verticals like real estate, government, insurance, law, etc. The tendency of using a traditional phone system is getting replaced by virtual faxing. In this article, I will cover what virtual faxing is and how it can benefit businesses. You will get to learn insightful information about the fax over IP software and explore even the drawbacks of using this mode of faxing.

What is virtual faxing?

The popularity of virtual faxing, which is also known as e-faxing and online faxing, is increasing for multiple reasons. Instead of using traditional PRI lines and a fax machine to send and receive faxes, e-faxing uses SIP lines and fax over IP service or solution to send and receive faxes.

Online faxing involves three modes of faxing:

1. Fax to email
2. Email to fax
3. Web to fax

The best fax over IP solutions let your business use either a web client or an email client to send and receive faxes. The legitimacy of this mode of faxing and fax messages is the same as that of a physical faxing system.

There are multiple benefits of using a virtual faxing method with a reliable FoIP solution.

Key benefits of virtual faxing

1. Cost benefits

One of the major reasons behind the massive popularity of fax over IP software solutions is the cost benefits. All fax over IP solutions are way cheaper than the traditional fax machines. Moreover, with the virtual faxing solution, one does not need to use stationery like papers, cartage, etc. This saves more on an ongoing basis.

2. Convenience and flexibility

Unlike traditional fax machines, while using fax over IP service or solution, you will not need to wait for the machine to get available for faxing. From the convenience of a home or office desk, an employee can send and receive faxes. The FoIP solution can be accessed and used remotely and that in a secured manner. This adds up to a high level of convenience and flexibility for users.

3. Exceptional faxing features

Another major advantage of using virtual faxing is that it is an exceptionally advanced way of sending and receiving faxes. Other than the features available in a traditional fax machine, this software offers an array of faxing features such as:

1. Add a cover page to the file to be faxed
2. Use color or black and white faxing
3. Email notification for the status of the fax such as success, failure, and new fax receipt
4. All these features enhance the whole faxing experience.

4. Contribute to a green environment

The virtual faxing solution eliminates the need of using paper. It also reduces carbon footprints. Thus, by using this mode of faxing, you can contribute to a green environment.

Key drawbacks of virtual faxing

1. Redundancy

In some businesses, companies have to take the signature on paper documents and send them to the next party. This requires a lot of redundant paperwork. In this case, either the work gets dragged out or the business cannot rely upon the virtual faxing system completely.

Concluding notes

In conclusion, online faxing using the best virtual faxing software has an array of advantages to offer to its users. The best benefit of this platform is cost-saving, which makes it a favorite of many. In addition to that, this platform is highly efficient and accurate. It can lift up the quality and experience of faxing.

Using the fax over IP software is becoming a new norm in many businesses except those that are still restricted to using the traditional mode of communication. Due to elevating the popularity of this platform, along with third-party solutions, fax over IP open-source systems are also launched to benefit businesses that are interested in using open source systems. This adds an advantage to the virtual faxing users.