How Online Fax Services Can Help Your Accounting Practice

Technology has advanced a great deal, allowing for faster, more efficient business practices. One industry that benefits greatly from these advancements is the financial sector, or more specifically, accounting.

It’s a well-known fact that monotonous tasks make up a large majority of an accountant’s daily workflow: data entry, documenting transactions, compiling information, etc. With the rise of The Digital Age, however, accounting firm tools and software programs simplify and automate many of these mandatory, but time-consuming tasks.

It seems that every aspect of the business world has changed for the better in the name of efficiency — every aspect, except one.

Fax machines.

Nearly every invention from the 1800s (the fax machine was invented in 1843, but didn’t reach consumers until the 1980s) has been left behind or completely transformed through a series of revolutionary upgrades. And yet, the fax machine remains.

Not only is the fax machine holding its ground, but recent studies report an increase in usage over the past few years with no sign of regression in the financial sector.

Like it or not, the fax machine is a necessary tool for your accounting firm, but that doesn’t mean you have to fax the old-fashioned way. In this article, you’ll learn how online fax services (arguably the fax machine’s greatest breakthrough) can benefit your firm in a number of ways.

Protect Private Information

Many accountants don’t realize that all the critical information you feed into your fax machine is highly susceptible to being hacked. 

Basically, your fax machine doesn’t just transfer data—it stores it as an unprotected electronic record. To make matters worse, many accounting firm tools such as fax machines are set up on the company’s network, which allows for remote hackers to tap in and steal the data.

Sending an e-fax is far more secure because the private information is encrypted and exchanged over a protected server. When you send an e-fax, the electronic information within is locked away behind a wall of encryption, and only your recipient has the key to unlock it.

Improve Efficiency

Chances are, your team spends way too much time using and maintaining your outdated fax infrastructure. You must first print the information you need to send, manually enter fax numbers and any extensions or international dialing codes, obtain fax confirmations, file your confirmations, shred your original copy, repeat.

For a large-scale accounting firm, this process can easily occur multiple times a day, every single day. Add in all the time your team spends changing ink cartridges, refilling the paper tray, and dealing with paper jams or network connectivity issues, the wasted minutes quickly add up. 

The solution? Online fax services can drastically improve workplace efficiency, especially at an accounting firm. And with Davinci’s online fax services, you can finally make your virtual mailbox work for your business.

Our online fax services give you the power to send, receive, and view all of your faxes via email from just about anywhere in the world that has internet — no machine required. Not only can this remote access increase the speed at which faxes are sent and received, but you also have the option to set up automatic forwarding. You can also set up a single number for both your business phone and fax, which can be a huge time saver.

Reduce Costs

In addition to boosting electronic security and workplace efficiency, switching to online fax services can also reduce your firm’s business costs. Think about it: How much money has your company spent on fax machines, toner, ink, paper, and routine maintenance? Probably more than you’d like.

With online fax services, you can greatly reduce the amount you spend on office supplies and trim a nice portion from your total overhead costs. You don’t even need a fax machine.

Plus, as your accounting firm continues to grow, you won’t have to worry about repairing, replacing, or adding to your current stock of fax machines and related supplies. The e-fax infrastructure is far more scalable than the old ways of clunky machines and a closet full of paper and toner.

Advance Your Accounting Practice With Davinci Online Fax Services

It’s time to change the way you do business for the sake of speed, efficiency, and profitability. Contact a Davinci business expert today to learn how we can help you build a better business, from online fax services to cost-effective virtual offices.

About Coco Quillen

Coco is the Chief Operating Officer at Davinci Virtual Office Solutions. She manages the strategic development and operational implementation of services for Davinci. She works closely with all teams to ensure customers are well taken care of.