CloudFax

In this post, I will illustrate how you can use the power of the cloud, namely HelloFax & FaxWhiz.com, to send and receive faxes worldwide without a fax machine, a printer or a scanner. The need for this I have previously outlined here.

In order to deal with faxes (and the businesses who still use them) we need to address:

  1. receiving faxes
  2. filling in requested information & sign
  3. sending faxes back

HelloFax

hellofax logo

Depending on where you are in the world HelloFax might be your one stop shop. If you are not in a country that is serviced by HelloFax you can still take advantage of some of the functionality they provide but you might then need to adjust your process slightly and incorporate services like FaxWhiz into your paper-free process. I am metioning FaxWhiz, because I have used this service to allow me to enable Fax-to-Email and Email-to-Fax here in South Africa, where I am based. Feel free to substitute your own local service provider in the paper-free-faxing process.

HelloFax allows you (amongst others) to get a local fax number, to send and receive faxes, fill in forms and attach an electronic version of your physical signature. The finalised document can even be emailed out.

 

In this case the process steps for fax processing follows these steps:

  1. receive fax at local fax number (fax-to-email)
  2. log into HelloFax.com and access the electronic version of the fax
  3. fill in the requested information from within hellofax
  4. attach signature
  5. fax / email back

HelloFax can thus be your one-stop-shop for all things faxes for your cloud-enabled business. However that assumes that you are in country for which HelloFax provides local numbers. (If you live in a supported country, you can stop reading now)

For South Africa, this is unfortunately not the case.

 

FaxWhiz

This is where FaxWhiz comes in. FaxWhiz offers local South African fax numbers to enable your business’ fax-to-email functionality. The faxes land as an attachment in your inbox (.tif or .pdf) and can then be actioned by yourself.

[box] FaxWhiz offers local South African numbers (0866) for fax-to-email for free. These are however only able to receive faxes from within South Africa. International fax receiving can be enabled for a fee.[/box]

Once set-up you can then also opt-in to enable email-to-fax. While HelloFax sends the document from its own servers, FaxWhiz enables your own email address to be used to send any document to fax number.

This email-to-fax service works on a prepaid basis and allows you to (once loaded) use the money in your FaxWhiz account to send an email to [email protected]. This fax will be billed according to FaxWhiz going rates and you will receive a transmission report via email.

Additionally you can use the credit in your account to enable international fax receiving, SMS notifications etc.

 

The process to fill-in and sign a fax using HelloFax & FaxWhiz then looks like this:

  1. receive fax at local fax number (fax-to-email) | in your inbox
  2. forward the fax-email to [email protected] and wait for a confirmation email
  3. access the electronic version of the fax in HelloFax via the link in the confirmation email
  4. fill in the requested information from within HelloFax
  5. attach signature
  6. email the completed document to yourself
  7. forward the email to your counterparty via email or fax ([email protected])