Fax machines used to be standard office equipment for sending and receiving documents. However, traditional faxing comes with many downsides in today's digital environment. Fax machines require expensive supplies, can have reliability issues, and lack security. That's why more businesses are ditching old-school faxing and switching to modern e-fax services.
E-fax solutions allow you to send and receive faxes directly from your email inbox. This streamlines workflows and keeps sensitive information secure. When it's time to get rid of your fax machine for good, you'll need to choose the right e-fax service provider and plan for your business.
With many e-fax platforms available, one of the most important things to do is pricing out an e-fax plan. E-fax plans come with various features, contract lengths, and pricing structures. It's essential to understand what impacts the monthly or annual price so you can find an affordable solution tailored to your needs. This guide will explore the key cost factors to consider when selecting an e-fax service.
Monthly vs Annual Pricing
Most e-fax providers offer both monthly and annual pricing options. Annual plans usually provide a 10-20% discount compared to paying month-to-month.
Opting for an annual plan means committing for one year. This works well if you know you'll use the service long-term. However, paying monthly offers more flexibility if you're unsure of your ongoing fax needs.
Number of Users
E-fax services are priced per user. The more users you need, the higher your total cost.
Some providers charge a flat rate per user regardless of usage. Others have tiered pricing based on usage volumes. Tiered plans cost less for light usage.
Consider how many employees need the ability to send and receive faxes. This determines the number of user licenses you need.
Number of Fax Pages
Your monthly fax volume impacts cost if you choose a metered plan. With these plans, you pay per fax page sent and/or received.
Metered plans are ideal for low fax volumes. Flat rate unlimited plans are better if you send high fax volumes.
When estimating your monthly pages, remember to account for both inbound and outbound faxes.
Toll-Free Fax Number
Most e-fax services provide a local fax number. Some let you add a toll-free number for a small additional monthly fee.
Toll-free numbers are beneficial for businesses receiving faxes from customers nationwide. It also gives your business an air of professionalism and legitimacy.
E-fax platforms offer a range of productivity features beyond basic faxing. This includes options like:
- Custom cover sheets- Fax archiving- API/CRM integrations- Email-to-fax
The more features included, the higher the monthly cost. Consider which advanced tools your business needs to justify the expense.
E-fax providers typically do not require long-term contracts. Many don't have contracts at all. You can cancel anytime after an initial 30-day trial period.
However, a small subset of providers require one or two year agreements. These longer contracts may offer a lower monthly price in exchange.
Before signing any contract, know the terms for cancellation and early termination fees.
Some e-fax providers offer bundles with other services like virtual phone numbers or cloud storage.
Bundles allow you to save compared to purchasing services separately. However, you may pay for features you don't need. Look for bundle discounts that provide the most value.
When evaluating e-fax plans, take a close look at the pricing model and included features. Your business' specific needs will determine the right solution. Understanding these key cost factors helps you find an affordable plan that delivers results.