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Is a Fax App Right for You? Comparing Features and Benefits

In the wake of technological progression, an increasing number of businesses across the spectrum are adopting online systems for managing their documents. While a full digital transformation might be outside the realm of possibility for some, numerous conventional tasks have swiftly moved to digital counterparts. Take fax machines, once ubiquitous in offices for sending critical documents through phone lines, which are now being overshadowed by internet fax services.

Implementing faxing services can enhance operational efficiency and streamline workflows. The integration of a fax application could prove to be extraordinarily advantageous for commercial operations.

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Is Faxing Dead?

No, even today businesses need fax technology. It is necessary where security and priority when working with signed documents are important. A document sent by fax has the same force as the original. However, faxing has its challenges. They are mostly related to fax machines rather than the technology itself. That is, switching to Fax App on the App Store can offer the benefits of using a fax app, without the disadvantages of fax machines. Functionally, the fax from iPhone applications is not inferior to fax machines and even surpasses them. Here are some fax app features: receipt notifications, management of received and sent documents, instant scanning, access protection, advanced channel encryption, etc.

What Is a Fax App?

Streamline your document transmission process with the advanced capabilities of a mobile fax app. Say goodbye to bulky, outdated fax machines as you harness the power of internet-based document sharing, directly from your smartphone. This innovative solution transforms how you manage your faxes, providing the convenience of reviewing, editing, and even receiving scanned documents from various sources, all within the palm of your hand.

Enjoy the seamless integration of your digital fax repository with leading cloud storage platforms, including Dropbox, Google Drive, and OneDrive. Access your faxes anytime, anywhere, by simply storing them on your mobile devices, ensuring your documents are always at your fingertips.

Getting started is a breeze. Install your chosen fax app on any compatible gadget, be it a mobile phone, tablet, or computer, across popular operating systems such as iOS, Android, Windows, and Mac. Initialize your experience by setting up a distinctive fax number in the app, a signature move that grants you the ability to send and receive faxes effortlessly. Most fax apps boast universal compatibility, ensuring that no matter the platform, your fax needs are covered.

Who Needs a Fax App?

Certain sectors demand robust security measures for their messaging systems. When a fax solution is hosted in-house, its security features operate within the organization’s own firewall, minimizing potential data compromises. This positions in-house fax servers as an optimal option for sectors like:

  • Government Bodies
  • Defense Organizations
  • Financial Firms

Why Are Businesses Slowly Switching to Using a Fax App?

Although mobile apps offer more advantages than disadvantages, certain organizations remain reluctant to adopt them. This reluctance stems from various issues:

  • Insufficient understanding of the advantages provided by fax applications.
  • Inadequate assistance from fax service providers.
  • A deficit in employee training on the adoption and use of new technologies.
  • A shortage of understanding towards employees who may feel overwhelmed by technological changes.
  • Inadequate backing from upper management and key stakeholders.
  • The impression that transitioning to fax apps requires a significant investment of time.

What to Look for When Choosing a Fax App?

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If you want to try out fax applications, you should focus on the following features and aspects:

  1. Page Volume Capacity: Ensure the plan accommodates your monthly fax page needs, ranging from 50 to 100 pages for moderate usage and 500+ pages for high-volume requirements.
  1. Fax Number Allocation: Verify the ability to assign specific fax numbers to departments or individuals within your organization and pay only for what you use.
  2. Flexible Pricing Plans: Compare app pricing models, including monthly, annual, pay-per-fax, and pay-per-page options, and check if they offer scalable plans for changing needs.
  3. Free Trial Offers: Take advantage of free trials provided by fax apps to test features, such as iFax which offers a lifetime of free faxing up to five pages monthly.
  4. HIPAA Compliance: Select apps that maintain HIPAA compliance for secure transmission of protected health information, using appropriate fax cover sheets and disclaimers.
  5. Seamless Integration: Prioritize apps that easily integrate with existing platforms like Salesforce and HubSpot, as well as cloud storage services, offering functionalities like automation.
  6. Round-the-Clock Support: Look for apps that promise 24/7 customer support through phone, real-time chat, or email with a guarantee of a prompt response within 24 hours for urgent issues.
  7. Robust Security: Choose apps offering additional security measures such as identity verification and two-factor authentication (2FA) for enhanced data protection.

Conclusion

Gone are the days when fax machines were a staple in every office. Nowadays, modern achievements in technology have paved the way for advanced methods of fax transmission. You can now send and receive faxes directly through your smartphones and computers.

Fax software comes loaded with a host of perks, such as state-of-the-art technological integrations, reduced expenses, environmental friendliness, improved efficiency, heightened security, and user-friendliness. These attributes make faxing a breeze in the digital age.

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