Benefits of Using an Online Fax Service

To stay ahead in the competition, businesses need to cut wasteful expenses and improve the bottom line. Premise-based traditional fax system is a thing of the past and lacks features needed by modern businesses.

There are several reasons to move to a web-based fax service. Here we have listed the benefits of using the best online fax service.


When you use cloud-based fax service, you break the physical boundaries of the office. In simple words, you can send and receive faxes in any corner of the world where you have access to the Internet.

Also, the whole fax service is hosted in the cloud and there are no fax systems, paper, ink, toners to worry about. With online fax service, you can send and receive faxes from your computer, smartphone, or any compatible device with an internet connection. You cannot have such convenience with traditional fax systems.

Going Green

Today every business needs to embrace green technologies that reduce our carbon footprint. Online fax service does not use paper nor needs toners or inks that have harmful chemicals.

When you use an online fax service, all documents sent and received are stored in digital format. You don’t have to keep paper records for faxes as a record of all faxes is stored in a cloud database. You can access any sent and received faxes from the database.

 Free Space

When you use an online fax service, you don’t need desk space to keep the fax machine or storage space to keep paper, ink, or toners.


Scalability is an important factor for businesses. It refers to a system’s ability to handle a growing amount of work to accommodate business growth. Traditional fax systems are less scalable. For example, if you want to add fax capacity, you have to get additional phone lines, fax machines and other equipment to set up a network.

On the other hand, the best online fax service offers unmatched scalability. Since the service is cloud-based, businesses can increase fax capacity quickly, cost-effectively, and at any time.

Online fax services are available as a pay-as-you-go model where you can increase the capacity quickly by adding fax servers during peak periods. When the peak periods are over, you can scale down by removing additional fax servers.


According to IT experts, the cost of an online fax service is a tad lower than on-premise fax system. In traditional fax system, you have to invest in fax machines and other hardware required setting up network plus costs of paper, ink, toners, and maintenance costs.

In the case of online fax service, there is no hardware on the premise. Everything is managed in the cloud. All you need is a computer or a compatible device with an internet connection to send and receive faxes. Since there is no special hardware on-premise there are no maintenance costs either.

Easy to Set Up and Use

Employees are quite familiar with email and other online communication tools. The online fax service can be integrated with other applications. If an application can send an email, it can send a fax too.

Online fax service has a simple user interface and employees can learn using online fax service within hours or days.

Since there is no hardware to set up or licenses to buy, the online fax service can be ready to use in lesser time in comparison to traditional fax system.

Better Security

Online fax service sends faxes directly to your email. Receiving a document is more secure than receiving fax in the traditional way where the document gets printed with everyone around. Also, in many organizations, the fax machine is easily accessible to most employees.

With online fax service, you can only print faxes that you want other employees to read. Other faxes remain discreet and only you have the access to faxes received in your email.

Also, the online fax service encrypts documents before sending it over the internet. This cannot be said about the traditional fax system where the document is sent over unsecured phone lines.

Now that you know the benefits of using the best online fax service, it’s time to discard the traditional fax system for something better.

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