Top 3 Document Types That Make Inbound Fax Automation So ImportantTop 3 Document Types That Make Inbound Fax Automation

Posted by seoexpert131 on October 8th, 2022

Documents are the life blood of every organization, and the cornerstone to every business process. Document types range from sales and marketing collateral to financial reports, employment applications, human resource forms and business letters. The list goes on and on. While all are important, this article focuses on three universally received documents: purchase orders, invoices and contracts, and how these documents can be received and disseminated with inbound fax automation.

What is Inbound Fax Automation?

Inbound fax automation is the process in whichaccounts payable processing faxes are received by a fax server and disseminated to the intended recipients by e-mail, network printer, document management system, network directory or database. The fax server routes these fax messages by the use of one or more of the following criteria; file characteristics (name, date, time), content (scanned from OCR or barcode) or telephony protocol (CSID/ANI/DID or DTMF) information.

The primary benefits achieved include:

Decreased paper and toner consumption
Minimized labor expense
Increased employee productivity - faxes arrive at best location for integration into business workflow.
Document Security - Eliminate unauthorized viewing of documents, while on the fax machine, or during hand distribution. Fax pages are always archived electronically so documents don't get lost.
Inbound fax automation of Purchase Orders
Purchase orders are like money in the bank. Fax transmission remains a popular means of sending purchase orders because it shares the best features of e-mail and snail mail.

Fax delivery is very reliable and verifiable by confirmation report from both sending and receiving fax devices.
Purchase orders require a signature, and transmission of signatures via fax is legally binding.
Immediate delivery speeds processing of the order.
Even if you have a dedicated fax line for receiving purchase orders, it is difficult to get copies of the P.O. to all concerned individuals and departments in time to ensure customer satisfaction. Orders may be delayed, misrouted or simply misplaced. When customers call to follow up on the P.O. they just faxed, are you ready to respond?