Fulfillment by Amazon (FBA) Review

As many ecommerce small business owners are already selling on Amazon, it makes sense to let the platform’s expert logistics team also handle the order fulfillment. That’s where Fulfillment by Amazon (FBA), a storage and shipping service from Amazon that lets third-party sellers automate their order fulfillment and shipping services, comes into the picture.

FBA is based on a simple concept: Amazon ships what you sell. Using it, people who don’t want to deal with storing and shipping goods can sell on the Amazon marketplace and other channels. But FBA also has a few pitfalls, such as the lack of a personal touch and slow customer service, which you must consider to decide whether the service is right for your business.

Fulfillment by Amazon (FBA) logo

Fulfillment by Amazon (FBA) Compared

Fulfillment by Amazon (FBA) did not make it onto our list of the best ecommerce fulfillment services. After doing in-depth market research, we found ShipBob to be the best option for most, with an excellent 99.95% fulfillment accuracy rate and a well-designed portal. Request a quote for free.

About Fulfillment by Amazon (FBA)

By paying an extra fee for Fulfillment by Amazon (FBA), sellers can offload most heavyweight activities related to warehousing, storing inventory, shipping, and handling returns and refunds.

At the time of its launch in 2006, Product Manager Joe Walowski said, “We created Fulfillment by Amazon because it’s good for Amazon customers, and therefore, great for third-party sellers. With membership in Amazon Prime growing every day, more and more Amazon.com customers want a great deal on shipping and to receive their orders quickly. Fulfillment by Amazon makes it possible for sellers to offer Amazon.com customers this convenience.”

The ecommerce fulfillment platform has a valuable incentive program under which sellers can enjoy free shipping, storage, removals, and return processing.

Fulfillment by Amazon (FBA) Products and Services

Fulfillment by Amazon (FBA) is all about letting Amazon handle your orders after customers hit Purchase. Simply sign up with the fulfillment platform and store your products in Amazon fulfillment centers. After that, Amazon logistics geniuses will pick, pack, ship, and support customers for the same products.

Upon signing up with Fulfillment by Amazon (FBA), your products become eligible for Amazon Prime’s free two-day shipping and free shipping on eligible orders. Additionally, your customers can avail of Amazon’s trusted customer service and returns.

FBA also offers various specialized services designed to help your business grow without injecting new capital or staffing investments. This includes:

  • FBA Small and Light service that cuts down order fulfillment costs for low-cost, small, and lightweight FBA inventory.
  • FBA Subscribe & Save to offer discounts on eligible FBA products for repeat customers.
  • FBA Pan-EU to offer fast delivery in Prime-eligible European countries.
  • FBA Export to expand your FBA business to more than 100 countries without paying additional charges or dealing with the added complexities of international selling.
  • Multi-channel Fulfillment for selling from personal or third-party ecommerce sites, with Amazon picking, packing, and shipping.

Fulfillment by Amazon (FBA) Health and Stability

Research suggests 200 million Amazon users subscribe to Prime, and 73% of Amazon sellers use FBA to sell.

While there may be some shifts in consumer purchase behavior (i.e., placing orders on social media platforms), ecommerce as a whole is on a steep upward trajectory, and so is Amazon‘s market size, power, and dominance.

Amazon also continues to expand its inventory, product lines, and the number of sellers. Founder Jeff Bezos and his team are constantly improving company processes and operations while acquiring other businesses and services to continue Amazon’s reign as the ultimate ecommerce leader. Plus, with retail spaces and outlets continuing to shut down, the ecommerce giant is very much at the front of the market.

Keeping all this in mind, it’s safe to say Fulfillment by Amazon (FBA) isn’t going anywhere.

Fulfillment by Amazon (FBA) Pricing

Fulfillment by Amazon (FBA) pricing depends on certain variables, including your selling plan, product category, and fulfillment strategy. Here’s a more detailed breakdown:

  • Referral fee/Sell on Amazon fees
  • Closing fees
  • Weight handling fees
  • Other fees based on service/program

Fulfillment by Amazon (FBA) Pricing Structure

As mentioned, Fulfillment by Amazon (FBA)’s overall pricing takes into account four main things: 

  • Selling Plan: If you sell fewer than 40 units monthly, you can opt for the Individual plan. But if you sell more, choose the Professional plan.
  • Referral Fees: FBA has a referral fee percentage for each predetermined category. Note that a minimum fee may also be imposed on most categories.
  • Fulfillment Fees: Depending on whether you plan to ship products yourself or use FBA, you‘ll have to pay a fulfillment fee of a minimum of $3.22.
  • Other Costs: Don’t forget to factor in additional costs you may incur when selling. This includes inventory fees, high-volume listing fees, and refund administration fees. You may be charged more if you sign up for optional programs designed to help boost sales.

Fulfillment by Amazon (FBA) Pricing Comparison

Most popular ecommerce fulfillment services require you to request a customized quote depending on your needs, so it’s difficult to compare the pricing upfront.

You can get started with FBA by paying $39.99 per month, plus selling fees and other charges if you choose the monthly Professional plan. The pricing of other ecommerce fulfillment services like ShipBob (pick-and-pack services starting at $40, plus other applicable charges) and EasyShip (starting from $29 for up to 500 orders per month) highlight the fact FBA isn’t the cheapest service, but it’s also not prohibitively priced.

Trials and Guarantees

Fulfillment by Amazon (FBA) offers a flat 50% off on the selling fee with one-click launch support. You’ll also get 5% back on your first $1,000,000 of branded sales.

Note there’s no money-back guarantee or free trial, however. 

Fulfillment by Amazon (FBA) Ecommerce Fulfillment Service Review

As an ecommerce fulfillment service, FBA has several things working for it. At the same time, you should keep a few caveats in mind. Let’s quickly review the pros and cons of Fulfillment by Amazon (FBA).

What Makes Fulfillment by Amazon (FBA) Ecommerce Fulfillment Service Great

How to get started with Fulfillment by Amazon in four steps
With FBA, you can create a pooled inventory and fulfill orders from various channels, including your own website.

Takes Over the Fulfillment Process: Order fulfillment is an elaborate job that includes multiple activities. This includes packing and sorting items in the warehouse, packing and shipping them, product tracking, managing returns and refunds, and offering online support. Expertly managing all these activities can translate to a lot of money, time, and effort investment. Fulfillment by Amazon significantly simplifies the process, taking charge of all these activities and allowing you to take it easy. Additionally, this lowers your upfront costs when doing business and protects you from incurring otherwise costly errors.

Saves Time and Money: You can use Fulfillment by Amazon (FBA)’s storage and shipping services to save a lot of time and money. Then spend the saved time optimizing business operations, like increasing profit margins, rolling out social media campaigns, and expanding new product lines. Fulfillment by Amazon also eliminates the need for a warehouse because you can store your products in Amazon’s fulfillment centers. Moreover, the platform rewards high-performing businesses with fast-selling products with unlimited storage space.

Enhanced Reach: To maximize sales, using a platform where the masses already spend their time is important. According to Statista, Amazon drew in 2.4 billion visitors to its site, so inadequate reach will never be a problem. But how does this connect to FBA? When you participate in its FBA platform, Amazon is more inclined to highlight your product in front of shoppers.

Subsidized Shipping Fees: Amazon has long-term relationships with several shipping companies. Using its FBA service means you can pay less in shipping than when items are delivered from an individual account. Products sold through FBA are eligible for Amazon Prime and Free Super Saver Shipping, so you can offer customers free shipping over a certain amount.

Buy Box Priority: Selling under FBA puts you higher in the “Buy Box,” which is the big box on the right-hand side of the screen that lets shoppers directly add items to their cart or purchase it right away. This gives you more visibility, which then helps to drive sales. 

Support for Non-Amazon Channels: Another advantage of Fulfillment by Amazon is that it integrates with a ton of third-party tools, including ecommerce platforms. This allows you to choose between selling from your site or another channel but continue using Amazon’s picking, packing, and delivering processes. In other words, you can use FBA’s multi-channel fulfillment to manage inventory, create streamlined workflows, and track orders.

Attractive Incentive Programs: As a new seller on Amazon, you get up to $50,000 in potential benefits, 90 days of free storage and 50 units, and 120 days of storage for apparel and shoes. And this is just the tip of the iceberg—other incentives include a $100 inbound shipping rebate within the Amazon Partner Carrier Program and another $200 discount fulfillment fees with Amazon Global Logistics.

Where Fulfillment by Amazon (FBA) Ecommerce Fulfillment Service Falls Short

A list of FBA storage and fulfillment fees
Amazon FBA charges variable fees that make the service slightly costly.

Cuts Into Potential Profits: While FBA charges aren’t very steep, it isn’t free. Plus, you have to figure out all the applicable fees, including long-term storage fees for goods that sit in inventory for too long, which will cut into your potential profits. You have to take active measures and ensure your stock moves quickly to minimize Amazon storage fees and, more importantly, price your products so that they remain profitable after cutting your FBA fees.

Loss of Control: Signing up for Fulfillment by Amazon (FBA) leaves you no choice but to give up some of your control. This can be hard for merchants wanting control over every aspect of their business and product lineup. The biggest example is that you cannot ship boxes with your brand logo—or even an unmarked box—as all packages fulfilled by Amazon will bear the Amazon logo. You also don’t have the option to include a personal note or other marketing inserts.

Inefficient Customer Service: Amazon FBA customer service has generally been reported as slow, confusing, and even unhelpful. Multiple sellers have reported spending hours on the phone and exchanging multiple emails with customer service executives without a suitable answer to their issues. Issue resolution can take weeks at times. 

Prefers Larger Businesses: One peculiar thing about Fulfillment by Amazon is that while it seems like the perfect solution for small sellers without the budget to store and ship orders on a large scale, the service has certain inventory limits and turnover requirements that cater to larger businesses. 

There have been reports of Amazon forcing FBA sellers who didn’t meet strict fulfillment metrics to remove their inventory from FBA warehouses and encouraging sellers with little inventory or low turnover to use Fulfillment by Merchant instead of FBA.

Fulfillment by Amazon (FBA) Ecommerce Fulfillment Service Compared 

If, after considering the cons, you feel Fulfillment by Amazon (FBA) won’t be suitable for your business, check out our top recommendations for the best ecommerce fulfillment service. We found ShipBob to be the best option that offers exceptional fulfillment services, complete with a 99.95% fulfillment accuracy rate.

Final Verdict

While Fulfillment by Amazon (FBA) is a good service to simplify ecommerce fulfillment and scale your business, you need to be careful with the fees and have higher turnovers to make the most of it. Ultimately, it’s a viable option, but if you’re looking to process orders in a more personalized manner with higher standards, you’ll find independent ecommerce fulfillment services to be more appropriate.

Webflow Review

Webflow is a website builder that has recently gained a lot of popularity. Using its vast range of sophisticated customizations, you can build custom websites to suit your exact preferences—all without writing a single line of code. 

Webflow can also be a WordPress site replacement, thanks to an impressive feature set that includes eye-catching templates, drag-and-drop designing tools, and a no-plugin experience. But its steep learning curve means the tool may not be suitable for everyone.

Webflow logo

Webflow Compared

We didn’t feature Webflow on our list of the best website builders. While it’s a great option to consider, Shopify is the best website builder that offers an easy and fast way to create high-quality websites and online stores. Start your 14-day Shopify trial to experience the platform.

  • Shopify – Best for selling products and services
  • Wix – Best website builder for your first website
  • Zyro – Best for keeping website costs low
  • Bluehost – Best for WordPress websites
  • Squarespace – Best website builder for creators of all stripes
  • Weebly – Best for solopreneurs
  • GoDaddy – Best for building your website from your phone

About Webflow

Webflow was founded in 2013 by Vlad Magdaline, Sergie Magdaline, and Bryant Chou and is headquartered in San Francisco, California. It offers designers, marketers, and entrepreneurs an intuitive drag-and-drop interface and a visual-based CSS and HTML editor to build custom websites without relying on expensive developers. 

The fact that it has been well-received by users has inspired the Webflow team to continue innovating and expanding its offerings, making it a leading player in the web design and development space.

Webflow Products and Services

Webflow‘s product offerings are divided into three categories, each with its own services. These include:

Build a Website

  • Designer — Creative control and flexibility
  • CMS — Flexible content management
  • Ecommerce — Manage online stores
  • Interactions — Craft immersive experiences
  • Membership — Curate gated content

Optimize for Growth

  • Editor — Cross-functional collaboration
  • Logic — Customize logic-based workflows
  • SEO — Fine-tuned control, without engineers

Scale Your Business

  • Security — State-of-the-art web app security practices
  • Hosting — Fast and reliable AWS-provided hosting 

Webflow Health and Security

Webflow’s main mission is to make web design more accessible and approachable and empower people to bring their ideas to life digitally. Since its launch, the platform has built a strong following and has seen significant growth in recent years. 

Webflow recently raised $120 million in a Series C round led by Y Combinator Continuity, with existing inventors like Accel and CapitalG also participating in the funding. This round raised the platform’s valuation to $4 billion and put it on track to hit a $100 million annual recurring income. 

Needless to say, Webflow is only becoming stronger and isn’t going anywhere.

Webflow Pricing

Webflow offers scalable site plans for both general and ecommerce use, using which users can build a website or prototype within the platform. While the free Starter plan is excellent for getting the hang of the platform, you can also sign up for the paid site plans to publish, host, and gain access to additional features, such as content editors and a custom domain.

Aside from this, Webflow also offers shared workspaces, where you can invite team members and clients to work together. Like the other plans, you can start with the Starter plan for free to learn the ropes and upgrade to paid plans as needed.

Webflow Pricing Structure

Webflow allows you to pay for plans on a month-to-month or yearly basis. If you choose the latter, you can save up to 22% on the site plans and 32% on the workspace plans. 

Another thing to note here is that the Workspace plans are chargeable per seat, with each plan having a predetermined seat limitation. If you want your Webflow workspace to support unlimited seats, you’ll have to sign up for the Enterprise plan.

As you sign up for Webflow, your free Starter Site plan and free Starter Workspace will activate automatically. You can then upgrade to the paid plans as needed.

Webflow Pricing Comparison 

Webflow has general site plans starting from $14 per month when billed monthly and going up to $39 per month. You can also request a custom plan to bring enterprise-level security, compliance, and scalability to your website. For ecommerce-specific sites, plans start at $29 per month and go up to $212 per month.

The general site plans are middle-ground pricing, as you’ll find both costlier and cheaper plans. For instance, Shopify’s paid plans start from $39 per month, and Zyro’s paid plans begin at just $2.90 per month.

Webflow Trials and Guarantees

Webflow doesn’t offer a trial, but the fact that it offers two free forever plans more than makes up for it. You also don’t get any money-back guarantee on any of the paid plans.

Webflow Website Builder Review

With Webflow, you can create custom websites without coding. You get access to several awesome features, including an intuitive drag-and-drop interface and a visual-based CSS and HTML editor that help designers, marketers, and entrepreneurs build and design their own websites. A range of templates, custom domains, ecommerce capabilities, and integrations with popular tools make Webflow a comprehensive solution for website building.

What Makes Webflow Website Builder Great

Examples of eight Webflow templates
Webflow has an excellent collection of free and paid templates that are modern, responsive, and editable.

Scalable, Flexible Plans: Webflow offers some of the most versatile and flexible paid plans on the market. Whether you’re looking for basic-level website building or something suitable for advanced website building, you’ll find plenty of options here. And, of course, it has solid free plans as well.

Admittedly, the paid plans are (slightly) on the pricier end, which is why we’ll recommend the platform for businesses with a budget to match. Overall, though, the plans give good value for their prices considering the offered features.

Excellent Range of Templates: Webflow offers users tons of unique, attractive, and optimized ready-made templates to suit every website. Additionally, all the templates are mobile-responsive. This is a significant advantage considering the mobile-first world we live in. Note that currently, only around 30 of these templates are free or included with a free plan. The paid templates start from $19.

Highly Customizable Designing Tools: Webflow’s customizable designing tools are one of its biggest strengths. Thanks to these tools, you won’t need to hire a designer to build your website from scratch or learn to code it yourself. What’s more, Webflow’s advanced designing options allow you to create a dynamic website with interactive elements in a relatively shorter period. 

From adding animations to parallax scrolling to micro-interactions, with Webflow, you can treat your clients or customers to a truly unique experience. And let’s not forget the live prototyping feature that allows you to close the gap between visual design mocks and the final website, setting tangible expectations for the final design.

No Plugins Needed: Webflow doesn’t require plugins to build a functional website. This helps make your site run faster while freeing you from the constant burden of constantly updating and micromanaging plugins to ensure they remain up to date. 

Secure Platform: Webflow offers a high level of security, making it one of the most reliable website builders on the market. All of its plans come with free site backups and an SSL certificate, plus the platform itself complies with important security standards and restricts backend access. Built-in DDoS protection is another useful feature, providing adequate protection against sophisticated hacking attempts.

SEO Support: Webflow’s flexible contact management tools let you optimize your website following SEO best practices. You’ll also have full control over SEO meta tags, indexing rules, 301 redirects, and more. A built-in audit tool provides SEO-specific recommendations, such as improving heading structure or adding alt text for images. Alongside this, you can also define meta titles and descriptions using fields in the CMS collections.

Where Webflow Website Builder Falls Short

Example of Webflow interface
Using Webflow can feel overwhelming initially, especially when you’re a first-time user.

Steep Learning Curve: Unfortunately, the long list of advanced features leads to a steep learning curve. But this is a natural trade considering you’re trying to develop a website without actually writing the code. Still, I recommend reviewing the platform’s resources and tutorials before getting started and using the editor. The learning curve won’t last long once you get the hang of how things work, all thanks to Webflow’s drag-and-drop interface and efficient support.

Limited Code Customizations: If you’re looking for complex code-level customizations in a website builder, you’ll find Webflow lacking. While the platform works well with its versatile, ready-made templates and editor customization, customizing it at the code level is mostly minimalistic. Additionally, you can’t import the entire site code into Webflow, so you’ll have to download it instead. 

Convoluted Pricing Structure: Webflow’s extensive free and paid plans are both a pro and a con. While you have more options to choose from, each plan has separate schemes that take time to comprehend. This may lead to unnecessary confusion and complexity, making it difficult to identify suitable plans for your needs.

Webflow Website Builder Compared

Webflow is a great platform that seriously simplifies web design and development. But the best website builder for most readers according to our research is Shopify, thanks to its user-friendly and incredibly versatile features that let you do anything you want, be it selling books, booking appointments, or scheduling deliveries.

  • Shopify – Best for selling products and services
  • Wix – Best website builder for your first website
  • Zyro – Best for keeping website costs low
  • Bluehost – Best for WordPress websites
  • Squarespace – Best website builder for creators of all stripes
  • Weebly – Best for solopreneurs
  • GoDaddy – Best for building your website from your phone

Webflow Final Verdict

Webflow has all the makings of a responsive website builder to visualize and build your own website. It’s one of the best options for web designers and other users who don’t want to bother with complicated coding but still desire a highly customizable solution. That said, we’ll only recommend Webflow if you’re willing to put in the time and effort to familiarize yourself with the platform and its features, thereby flattening the learning curve.

How To Start a Travel Blog in 10 Simple Steps

We recommend WordPress with Hostinger for new bloggers because it’s easy to learn, has affordable plans, and offers 24/7 customer service. Get started today for 80% off with our Quick Sprout code

For many people, starting a travel blog is a dream come true. You get to build an audience, a brand, and possibly a career out of visiting gorgeous places and writing about your vacations. 

However, starting a travel blog can be extremely competitive because it’s so much fun. Without knowing how to set up a blog correctly or how to target a niche audience, you might get lost in the sea of other travel blogs out there. This guide breaks down the 10 steps you need to set up a successful travel blog that gets traffic. 

How To Start a Travel Blog in 10 Simple Steps

The 5 Best Blogging Platforms For Starting a Travel Blog. 

Starting a blog is easier if you use a good blogging platform. We’ve spent hours looking at the best options available and analyzing their strengths and weaknesses. Here are our top recommendations based on our research: 

You can read our full review for a detailed breakdown of why we chose these five as our favorite blogging platforms. 

Start a Travel Blog in 10 Easy Steps

Starting a travel blog is fun, but there’s so much to do at the start that it can get overwhelming. Because it’s something so exciting, you can get paralyzed by choice or ideas, so we’ve broken it down into 10 easy steps: 

  1. Get Signed Up With WordPress on Hostinger
  2. Choose a Niche
  3. Choose a Blog Name
  4. Set Up Your Site and Activate Your SSL
  5. Get a Theme
  6. Customize Your Blog
  7. Plan Your First Few Posts
  8. Add Plugins
  9. Add Legal Pages
  10. Set Up Social Media

For this tutorial, we’ll use Hostinger with WordPress as our blogging platform because it’s affordable and simple for new bloggers. Plus, Hostinger runs sales throughout the year, and right now, you can get started with Hostinger for 80% off with our Quick Sprout code

Step 1: Get Signed Up With WordPress on Hostinger 

The first step to starting a travel blog is to get set up with a hosting platform. We’ll be using Hostinger.  

Go to Hostinger’s home page, and set up an account by clicking on Hosting in the top menu and then WordPress Hosting

You can then choose your hosting plan. The WordPress Starter Pack is our top choice because you’ll get access to a free domain for the first year, and it has all the features you need to run a blog. 

Hostinger WordPress hosting plans with red arrow pointing to WordPress Starter plan for $2.79 per month
Hostinger offers affordable and flexible plans for new bloggers.

When you’re ready, add your chosen plan to your cart, and decide how many months you want to subscribe for. The longer your plan, the cheaper it is, but if you want to start with just a year to try, that works, too. 

Then, add your payment information and purchase your plan. 

Hostinger WordPress Starter plans checkout options
Hostinger offers discounts on long term plans for new users.

Log in to your Hostinger dashboard, where you’ll see your plan and the option to Set Up. 

We’ll walk through that in a second. First, there are a few other steps you need to complete.

Step 2: Choose a Niche 

The next step is to choose a niche. 

Travel is a niche in itself, but there are many ways you can narrow it down even further. For example, you could have a solo travel blog or a blog that explores hidden gems in Los Angeles. You can also have a blog for budget travel or one for luxury hotels. 

The more niche you are, the easier it will be for you to find an audience. Travel is very competitive when it comes to blogging, so finding something you are an expert in and creating detailed content on that subject will make it easier for you to break into blogging. 

Once you know what niche you want, consider who might read that information and how it might affect your branding. Will your readers be women? Will they be young? Will they be interested in stories or more interested in practical tips and recommendations?

Once you have an idea of who will read your blog and what topics you will cover, you can move on to the next step.  

Step 3: Choose a Blog Name 

Once you’ve decided on our niche, you can choose your blog name. Some people use their own name for a travel blog, like “Jack around the world” or “where is Sarah?” You can choose anything you want—just make sure it’s not already taken. 

When you are deciding on a name, here are some things you should consider:  

  • Choose a name that is relevant to your niche
  • Choose something short and easy to type or spell 
  • Choose something memorable 
  • Choose an available domain 
  • Choose a .com domain 
  • Choose a blog name that is free on social media 

Hostinger offers a domain name tool that can help you check if your domain is available:

Hostinger domain name search
Hostinger lets users check whether their domains are available using it’s free tool.

Just be careful not to choose a name too similar to anyone else’s. You could get in trouble for copyright or trademark infringement or simply lose traffic to the other person’s website.   

You also want something unique, as this will help you stand out and build a brand from the start. 

Once you’ve decided on a domain name and know it’s available, go to Set Up in your Hostinger dashboard and get your free domain. Then, select Build a New Website and go to the next step.  

Step 4: Set Up Your Site and Activate Your SSL

Once you’ve set up an account with Hostinger and have a name, you’re ready to set up your site. 

In your Hostinger Setup, go to Build a New Website, where you’ll be asked to choose a hosting platform. Choose WordPress, then create a login and password for your WordPress account. 

Hostinger webpage to select a platform with red arrow pointing to WordPress
You can create a WordPress account straight from your Hostinger dashboard.

You can then browse themes for your site. In the search bar, you can look for themes specifically for travel or blogging. You don’t have to stick with these long terms, but just choose one and select Continue for now. You can change themes later, too.

After you choose your theme, you’ll arrive at a page that says your site is ready. Before opening your WordPress Dashboard, you’ll want to ensure your SSL certificate is installed. Go to the option that says Control Panel and click Manage Site

Hostinger webpage with headline that says "Your website is ready!" and red arrow pointing to Control Panel option
Users can manage their content and settings from the Hostinger Control panel.

If you need to set up your SSL, there’ll be a yellow button that says Finish Domain Registration. Select it. Add personal details like your name, address, phone number, etc. Once you’re finished, click Set Up, and continue to Control Panel

Hostinger advanced settings options with red arrow pointing to SSL
Users can update their SSL certificates directly through their Hostinger control panel.

Next, go to Hosting in the top menu bar, click Manage next to your website, and from the Hosting Account page until you reach the Advanced section, where you’ll see the SSL icon. Select it. 

Click Set Up, then Activate, then Install. You’re done! You’ve finished the technical stuff and now get to move on to the fun part – customizing your site! 

When you’re ready, move on to Step 5. 

Step 5: Get a Theme 

Once you’ve finished setting up the technical parts of your blog, you can move on to making your blog look the way you want by customizing your theme. 

For some blogs, appearance isn’t as crucial because people focus more on the content. For travel blogs, though, people expect beautiful pictures to help them get lost in the stories and get inspired by your trips. 

If we look at examples of popular travel blogs, you can see what we mean: 

Hey Ciara homepage
Hey Ciara is a great example of a colorful travel blog with a strong theme.
The Blonde Abroad homepage
The Blonde Abroad uses beautiful images to help market her travel blog.

When choosing a new theme, you have a few options. 

You can go to your WordPress dashboard by adding /wp-admin to the end of your URL. If you go to Appearance, you can choose a new theme from the WordPress library. They do have free travel blog templates, but they’re very simple. 

Travel blogs are usually beautiful, as images are a big part of the branding, so this is one place where it makes sense to invest in a nicer theme. You can find them for affordable rates on Etsy, purchase them through the WordPress store, or opt for a more expensive theme from a website like Hello You Designs. Theme prices usually range from $10 to $100+, but setting them up is much easier than coding.

Hello You Designs landing page for Hello Beaches theme
Easily create a beautiful layout by investing in a customizable theme.

Once you buy a theme, upload it to your site by going to Appearance?Themes, then Upload. The seller will usually send you detailed information along with your purchase explaining how to set up and customize your theme. 

Once you’ve chosen and uploaded a theme, you can move on to step 6. 

Step 6: Customize Your Blog 

Now that you’ve chosen a theme, you can start to customize your blog. 

This includes changing the images to your own. You can use stock images here, but for travel blogs, many people like to use their own images to give their blog personality or credibility. You should also update the language on your site, on your menus, and on your buttons. 

You can create a brand color palette and a logo for your site here as well. A great tool for creating a brand color scheme is Coolors, and Canva is a great way to create a free logo. 

Example of a Coolors palette
Coolors lets you generate and create your own color palette for free.

It’s also time to write and add content to your homepage, about page, destination pages, and contact page. You can look at other travel bloggers for inspiration, but don’t copy anyone! Add as much personality as you can to your content, as that will build you a following in the long run. 

Once you’ve finished updating your content and customizing your blog, you can move on to the next step. 

Step 7: Plan Your First Few Posts 

The next step is to plan out what you’ll write about. 

For travel, if you have chosen a specific niche, this won’t be too hard as it is easy to plan and structure your posts by interests or destinations. For example, if you are starting a travel blog about Thailand, you might have posts about Bangkok, Chiang Mai, Krabi, and Phuket. 

Or, if you are starting a family travel blog, you might have posts about flying with kids, child-friendly restaurants, family-friendly hotels, and the best activities to do with young children at the beach. 

You can use your market research or inspiration from bloggers you like in your niche for ideas. Try to create a plan with your posts that makes sense and can help you start building your menus and destination pages. 

The more you can fit posts together and link between them, the easier it will be to keep people on your blog longer. Once you have five pieces of content or more and have a rough edit or at least a plan of what you will write, move on to the next step. 

Step 8: Add Plugins 

The next step is to add plugins to your blog. 

Plugins add extra features to your site, like interactive maps, email sign-ups, or cookie banners. WordPress will automatically include some plugins for you, but if you need other plugins for your site, you have to download them from the plugin store or upload them to your site. 

You can view your active plugins via the WordPress dashboard by clicking on Plugins in the side menu. You’ll then see a list of the plugins you already have and a button at the top of the page that says Add New

WordPress Plugins page
You can upload and find plugins directly in the WordPress dashboard.

If you click through to Add New, you can search different plugins and upload your own. Add as many as you want, but remember that too many plugins can slow down your site. Here are a few to get you started that will help you with the basics of running a blog: 

If you want more information about plugins and those we recommend, we have an extensive guide to the best WordPress plugins here

After you’ve added your plugins, you can move on to step 9. 

Every site needs legal pages, whether for a blog or a business. 

This includes your Privacy Policy and Terms and Conditions, which are required by law, and need to be placed somewhere obvious and easy to find on your site, like a menu or sidebar. 

A Privacy Policy tells users how their data is handled and which third-party plugins they use. Terms and Conditions just let users know any rules you have for your blog, like how old someone should be to access it or whether your photos are copyrighted. 

List of legal pages in Termly website footer, including a privacy policy, terms of use, disclaimer, and cookie policy
Termly can help you generate legal pages like the ones displayed on it’s own website.

You can use a generator like Termly, or Terms Feed to create these pages for you with a template you then fill in. However, as a disclaimer, these are not the same as getting official pages drawn up by a lawyer. To ensure your legal pages are correct, you should always consult a legal professional. 

Once you have created and added your legal pages to your site, you can move on to the last step. 

Step 10: Set Up Your Social Media 

Now that your blog is ready to launch, you can set up social media accounts using your blog name.

Instagram, TikTok, and Pinterest will be most useful to you as a travel blogger because people prefer to see travel images and stories of trips. You can still set up Twitter and Facebook, but you might not get as much traffic from those sources. 

Instagram settings with red arrow pointing to Professional account and another red arrow pointing to Blogger category
Users can set up a free business account with Instagram to analyze traffic and views.

It’s also better to set up a business (WordPress calls it “Professional”) account from the start to track your traffic, and it’s easier for brands to reach out to you for partnerships or press trips. All social media platforms let users create business accounts to link their sites and analyze audience data for free. 

After you have set up your social media, you can link those to your site, and you’re done. There’s nothing left to do but write your content, travel, and start living your dreams! 

Final Thoughts About Starting a Travel Blog 

Travel blogs are competitive and can be hard to monetize, but they’re so much fun it’s worth all the hard work. With these 10 steps, you’ll know how to set up the foundations of a travel blog and give yourself the best shot at success.

Virtual Meetings Starter Guide: Learn the Basics

Host productive and engaging virtual meetings with GoTo Meeting, a video conferencing software that seamlessly integrates with your existing infrastructure while offering crystal-clear audio, superior uptime, and enterprise-grade security. Try GoTo Meeting risk-free with a 14-day free trial with no credit card required. 

Most myths about remote work have been dispelled after over two years of work-from-home arrangements. Companies have found that keeping teams connected, maintaining productivity, and working without specialized equipment is easier and more workable than many first assumed. But one aspect of the office hasn’t changed despite going remote: meetings. The only difference is now those meetings are virtual, requiring video conferencing services to run.

The 8 Best Video Conferencing Services for Hosting Virtual Meetings 

Our trusty team of experts and reviewers did a terrific job researching, testing, and comparing the Best Video Conferencing Services. So whether you’re new to virtual meetings or looking for an alternative to your current software stack, below are the best tools for hosting successful virtual meetings. 

  • GoTo Meeting – Best video conferencing service for small businesses 
  • RingCentral – Best video conferencing service with VoIP business phone plans
  • ClickMeeting – Best video conferencing software for webinars 
  • Zoho Meeting – Affordable video conferencing software with basic features 
  • MicrosoftTeams – Best video conferencing software for internal communication 
  • Zoom – Best video conferencing service for stability 
  • Join.me – Annual contract video conferencing plans for small meetings 
  • Webex – Best video conferencing software for cloud collaboration 

What Are Virtual Meetings and How Do They Work? 

Virtual meetings, also called remote, online, or video meetings, are real-time sessions that happen over the internet, complete with audio and video. The concept is similar to an in-person meeting, except the meeting takes place on computer screens or similar hardware. In addition, video conferencing software or services help facilitate these online meetings.  

Thanks to the internet and supporting software and hardware, participants don’t have to be in the same room to conduct meetings. The interactions are location-independent; participants can attend the online meeting virtually anywhere with an internet connection. Some of the things you need to host and conduct a virtual meeting include: 

Microphone – Meetings are primarily based on verbal communication. So you need a microphone to express your ideas. Most modern computers come with built-in microphones. However, it’s good practice to purchase a high-quality microphone. 

Built-in microphones typically don’t meet the standard for clarity. Usually, the after-market microphone is attached to a headset, so you don’t have to use your external speakers. A good quality microphone guarantees clarity and eliminates echoing and reverberation. 

Webcam – Virtual meetings are modeled after in-person sessions. Though not compulsory, virtual meetings often include a video feed. So a webcam lets you transmit the video. 

The webcams found on most modern computers are more forgiving than built-in microphones. Therefore, you may not need to purchase an additional webcam if you’re happy with the one your computer provides. 

Up-to-date operating system – Many people forget to update their computer’s operating systems. Virtual meetings are resource-heavy, so you need the most recent system updates. Sometimes this may mean upgrading your computer if the OS is outdated. 

Video conferencing software typically publishes system requirements for using the software. So you can check these details against your hardware to ensure the software works as intended during meetings. 

Professional background – While remote meetings are location-independent, much in-person meeting etiquette applies. So you need a well-lit, organized, and minimalist space to host or attend meetings. However, draping a piece of fabric behind you or sitting in front of a blank wall may suffice. 

Most video conferencing software also provides a virtual background feature. For example, you can set up a virtual bookshelf or other backdrops to replace a less-than-ideal background. 

Software – Finally, you may think of video conferencing software as the backbone of hosting online meetings. Typically, this is a software you install on your computer or access via a URL link. Regardless, you’ll need the software to host or attend meetings. 

The software works similarly to traditional conference calls. However, the software transmits video and audio communication over internet protocols without getting too technical. This way, people on either end of the connection can communicate face-to-face and in real-time. 

Video conferencing software has many other applications besides video meetings. Other potential use cases include hosting virtual webinars, product demos, one-on-one training and support, and job interviews. Therefore, the software is a worthwhile investment with multiple potential applications. 

Different Types of Virtual Meetings 

Virtual meetings are often synonymous with video calls. However, there are various distinct types of virtual meetings. So it’s helpful to explore these options and their advantages and disadvantages. 

Teleconferencing

Teleconferencing is the most basic type of virtual meeting and is a modern adoption of the traditional conference call. The session is audio only and can facilitate small and large groups of geographically-dispersed participants.

Participants are assigned a dedicated phone number or passcode and use it to dial into a virtual meeting. The technology uses a conference bridge to connect multiple calls simultaneously. Many video conferencing software provide this feature, so you may not need a separate teleconferencing service. 

The main advantage of teleconferencing is the low technology requirements. You don’t need video equipment, screen sharing, and other high-tech features to conduct meetings. The technology is also easy to master, even for non-tech users. 

Teleconferencing systems are also cheap to purchase and operate. Typically, these require a one-off payment. Additionally, teleconferencing technology is generally cheaper than video conferencing. 

However, using teleconferencing eliminates video aids like screen sharing, PowerPoint presentations, and virtual whiteboards. These video aids help explain complex ideas. Lastly, the technology doesn’t capture nuances such as body language and other non-verbal cues, which are helpful in interpersonal communication. 

Video Conferencing  

Video conferencing is the most popular type of virtual meeting. As the name suggests, these meetings capture audio and video and are the next best thing to in-person meetings. Video conferencing is also flexible, allowing participants to join the discussion from any device, including a laptop, PC, smartphone, or tablet. 

The main advantage of video conferencing is the visual elements. Members can use diagrams, flip charts, and whiteboards to aid their presentations. There is also free video conferencing software, so you may not have to pay for a subscription, especially for a small team. 

Video conferencing is also terrific for observing visual cues like body language and facial expression. It is an excellent solution for hosting productive meetings without incurring travel costs. It’s also possible to turn off the camera if participants don’t need to see each other during the session. 

The main disadvantage of video conferencing is the technology requirements. For example, you’ll need high-quality hardware like a webcam and microphone for the best result. Additionally, the video quality relies heavily on bandwidth, so people with a poor internet connection may have difficulty attending virtual meetings. 

Video conferencing software also has a learning curve. For example, some users may need help downloading the software. They may also need to learn how to operate the software features, such as turning the microphone or camera on or off. The technology is also more prone to technical interruptions compared to teleconferencing systems. 

Web Conferencing 

Web conferencing and video conferencing are often used interchangeably. Although both technologies serve the same fundamental purpose, they work differently. While video conferencing requires installing software, web conferencing is entirely web-based. 

Therefore, you only need to visit the website with a unique link to the meeting to join a web conference. Like video conferencing, web conferencing allows you to share media assets such as presentations and documents. 

You can use web conferencing for meetings. However, the technology typically supports one speaker at a time. Therefore, it is better suited for conducting webinars, training sessions, and monthly update meetings. 

On the downside, web conferencing requires a stable internet connection, and you can only attend a meeting with internet access. 

Webinars 

A webinar is a virtual seminar usually hosted by one person or group. A webinar can also have a large number of attendees. Most video conferencing software provides webinar capabilities. 

Webinars are helpful for launch events, quarterly roundups, and partnership meetings. Typically, only the presenter shares their video feed. However, the technology also supports media sharing, including presentations or documents. 

How to Choose Video Conferencing Software 

Virtual meetings are only as productive and engaging as the supporting software. So there are important considerations when choosing video conferencing software. While there are many options on the market, not all software is created equal. 

It’s helpful to decide beforehand what you’d like the software to do besides transmitting audio and video.  Video conferencing software features vary widely from one provider to the next. So speak to your team about the features they need for productive meetings. 

Some of the must-have features for most organizations include: 

Recording – This allows you to record the meeting for future reference. It is a handy feature for long sessions where it is difficult to retain all the information. The recording feature is also helpful in case some people miss a meeting. 

GoTo Meeting call recording features
With GoTo Meeting’s call recording features, you can revisit important meetings without ever having to take notes.

Screen Sharing – It is much easier to show than to explain. Screen sharing allows the presenter to share the contents of their screen with the participants. It is a fundamental feature in most video conferencing software. 

Chat – A chat feature lets participants ask questions or comment on the meeting without interrupting the main speaker. It is a valuable feature for maintaining order and decorum during meetings. 

Background – A background feature is handy for people working from home. Not everyone has access to a dedicated home office or library. A virtual background can transform any space into a professional meeting room. 

Breakout Rooms – Breakout rooms break off from the central meeting. It’s a convenient feature for assigning small groups for discussions. They also offer a private environment for side conversations and discussions. 

File Sharing – Media such as spreadsheets, presentations, images, and documents can help support the main discussion. So consider video conferencing software with file sharing and document management capabilities. 

Cost is also a critical factor. It’s tempting to choose software with all the bells and whistles. However, extra features add to the cost of the software. Fortunately, most software providers offer steep discounts for longer subscriptions to help you save money. 

Group size is another important consideration. Think about the number of people that will regularly attend the meetings. Most software easily supports hundreds of users. Still, it is worth investigating how many users can participate in a meeting before you purchase the software. 

Finally, choose video conferencing software with excellent support. Technology is a fickle ally and prone to interruptions. Competent customer support ensures you can solve problems quickly and reduces downtime caused by technological issues. 

How to Hold Effective Virtual Meetings

Most principles of in-person meetings carry over to virtual meetings. However, virtual meetings also bring unique nuances and challenges worthy of special consideration. Here’s how to conduct effective online meetings. 

1. Develop a Clear Agenda 

The agenda helps set the pace and structure the meeting to achieve its objectives. Some of the considerations when creating a meeting agenda include: 

  • The main goals and objectives of the meeting
  • The people and teams involved in the meeting 
  • The key talking points and the time spent on each item
  • The overall duration of the meeting with provisions for beaks and Q&A sessions 
  • Each participant’s role in the meeting 
  • Relevant material, including documents, diagrams, or slides

Ensure that you distribute the agenda at least 24 hours before the event. Engaging a timekeeper or moderator to steer the meeting and ensure things stay on track is also helpful. Still, build some flexibility in the agenda to allow more organic discussions. 

Similarly, send supporting documents with an explanation in the email before the meeting. It allows the participants to review the information beforehand and prepares them for the discussion. You’ll also save time on unnecessary explanations or lengthy Q&A sessions.

2. Pay Attention to Scheduling  

It’s also important to time the meeting appropriately to ensure the participants are engaged. You can use a time-zone scheduling tool to find a perfect meeting time that works for everyone. Google Calendar is a terrific tool for this purpose.  

Conflicting time zones isn’t the only scheduling consideration. The best time for a meeting is one that fits the team’s natural work rhythm. For example, Friday afternoons signal the end of the work week and are not ideal for hosting productive meetings. 

Meetings on Monday through Thursday are the sweet spot in most cases. Also, try to hold the virtual meeting before midday.  It leaves sufficient time for follow-up actions that attendees might otherwise postpone to the next working day. You’ll also avoid the post-lunch period when people are more likely to be lethargic. 

3. Send Meeting Invitations  

Be careful about who you invite to the meeting. Running a productive meeting is challenging if some participants don’t think it is relevant. Think carefully about what each person brings to the meeting. 

For example, some team members only need an update on the critical talking points. In this case, an email summary of the meeting will suffice. It will free up the employee to focus on more important work. 

Moreover, send personalized invitations where possible. For example, the attendee’s name in the subject line or email body will likely elicit a positive response about the meeting. Also, craft a clear and concise subject line that captures the essence of the meeting. 

The invitation email should also include crucial information about the meeting. For example, include details such as the meeting date and time, the meeting’s purpose, duration, and a link to the meeting.  

Finally, ask participants to RSVP. It is an excellent way to get an approximate headcount for the meeting. Consider also including a deadline to confirm attendance so you can prepare adequately. 

4. Test Your Technology in Advance 

Next, test your technology in advance. Consider the features you’ll use during the meeting and ensure you can use them effectively. For example, check that you’re familiar with the live chat, screen sharing, breakout rooms, session recording, and whiteboards. 

GoTo Meeting bullet list for what to do before a video meeting
Among other features, GoTo Meeting allows you to test your webcam before entering a virtual meeting.

Similarly, ensure that the presenters and moderators are familiar with the platform. Also, encourage all the participants to test their technology beforehand. For example, ensure they know how to mute the microphone or set up the webcam correctly. 

5. Define Virtual Meeting Etiquette 

It’s important to set ground rules for the meeting. These rules help avoid common mistakes that can potentially interrupt or derail the discussion. Some examples of virtual meeting etiquette and ground rules include: 

  • Log in five minutes before the meeting 
  • Mute audio when not speaking 
  • Use the raise hand feature to ask for attention 
  • Dress appropriately
  • Turn off mobile notifications 
  • Read the agenda thoroughly before the meeting

You can also include these guidelines in your email invitation. You can also include details of the technology you’ll use, including instructions and troubleshooting tips. Most software already provides this information, so you don’t have to create it from scratch. 

6. Play The Perfect Host 

The meeting’s facilitator plays an essential role in the success of the meeting. So it is necessary to know what goes into running a productive meeting. Here are a few things to keep in mind when running the meeting: 

  • Schedule time for introductions, small talk, and icebreakers before the meeting starts
  • Ask for thoughts or ideas if the meeting requires participation 
  • Stick to the meeting’s agenda
  • Schedule breaks for longer meetings 
  • Dedicate time for Q&A to avoid interruptions during the central meeting
  • Make eye contact while speaking by looking directly at the camera 
  • Use non-verbal cues such as a silent nod to acknowledge the speaker’s contributions 
  • Speak clearly and directly into the microphone 
  • Smile 
  • Dress appropriately for the meeting
  • Use visual assets like whiteboards, slideshows, and screen sharing 

7. Close the Meeting with Purpose 

Virtual meetings can end abruptly with the click of a button. While convenient, ending the session immediately after completing the agenda items can be anticlimactic. So be sure to close the meeting on a high note. 

You can ask participants for questions or thoughts about the meeting. It’s also helpful to summarize the critical points of the meeting before closing. Then, finally, outline any key next steps so employees know what to do after the meeting. 

GoTo Meeting bullet list for what to do after your virtual meeting
With GoTo Meeting, you can view stats, share meeting transcriptions, and watch cloud recordings after your meeting is over.

Lastly, send the participants a post-meeting email. The email may include meeting minutes, key next steps, responsible parties, and action points. Ask the participants to look out for the post-meeting email so they don’t miss it. 

Final Thoughts About Virtual Meetings

Virtual meetings are all but mandatory in the context of dispersed teams, flexible work schedules, and hybrid teams. But, with the right video conferencing software, virtual meetings can be just as engaging and productive as in-person meetings. Plus, most software is affordable or even free for smaller teams. 

Still, virtual meetings present unique challenges worth noting. For example, online meeting etiquette and the learning curve involved with new technology can take away from the advantages of virtual meetings. Therefore, learning how to use the software and implement best practices to help you host and run effective virtual meetings is essential. 

How To Get a Business Phone Number in 5 Simple Steps

Nextiva is a reliable virtual phone number company that provides business phone numbers in every US state. Request a quote to get one for yourself.

A business phone number gives customers a direct way to contact your team. It also lets you route calls to different departments or employees within your company to resolve issues promptly and effectively. 

If you’re looking for a professional business phone number, you may not know where to start. 

Don’t worry, this guide will walk you through the entire process of acquiring a business phone number, including the various options available to you, to provide customers and clients with a convenient way to reach your business. 

How To Get a Business Phone Number in 5 Simple Steps

The 7 Best Virtual Phone Number Companies to Get a Business Phone Number

The easiest way to get a business phone number is through a virtual phone number company. The following are some of the best options you can consider to get started:

  • Nextiva — The Best Overall (For a limited time, get 25% off when you sign up!)
  • RingCentral — The Best for Advanced Features
  • 800.com — The Best for Toll-Free Numbers
  • CallHippo — The Best for Vanity Numbers
  • Google Voice — The Best for Free Virtual Phone Numbers
  • eVoice — The Best for Faxing
  • Talkroute — The Best for Call Centers

Check out our detailed breakdown of each virtual phone number company here.

Get a Business Phone Number in 5 Easy Steps

The good thing about business phone numbers is they are easy to set up. All you have to do is choose a business phone number, purchase a plan, and optimize your business calls with extensions.

  1. Decide If You Need a Business Phone Number
  2. Choose the Appropriate Type of Business Phone Number
  3. Sign Up With Nextiva
  4. Purchase Your Business Phone Number
  5. Add Business Phone Number Extensions

We highly recommend Nextiva to make the task easier. It lets you choose from the main types of business phone numbers and set up a local line of communication for locations you don’t have offices in.

Step 1: Decide If You Need a Business Phone Number

A business phone number offers several benefits over traditional landline or even smartphone numbers, but the question is whether your business will benefit from it. 

Nextiva's best loved features for small business phone service: auto attendant, call recording, unlimited calling, video conferencing, voicemail transcription, and call routing
With Nextiva, businesses of all sizes can benefit from having a business phone number.

Here are a few instances when getting a virtual business phone number makes sense:

  • You want multi-device access and other flexible features like call forwarding and call waiting.
  • You want to offer customers additional communication channels aside from voice conversations, like SMS texting, online faxing, and video conferencing.
  • You feel you need more advanced features to manage customer/client support calls better. Think real-time notifications, caller ID, and voicemail transcription.
  • You want to assign separate business phone numbers to team members, so they can communicate with customers without sharing their private contact information.

If you’re nodding your head to even one of these instances, your team will likely benefit from a professional business phone number.

Step 2: Choose the Appropriate Type of Business Phone Number 

Decide what type of number you need for your business. Each type of number supports different business needs, so you must consider your requirements before deciding. 

Your business phone number options include:

Local Business Number

Local phone numbers have specific area codes for specific cities and regions to help businesses build a more trusted local presence. Seeing a familiar local area code also makes it more likely for prospects and customers to answer your calls if they haven’t saved it already.

  • Faster and cheaper to acquire
  • Plans often include unlimited minutes for local numbers
  • Familiar area code seems more trustworthy 
  • Landline callers may be charged when making calls outside their local area code

Toll-Free Business Number

Toll-free or 800 numbers are location-agnostic business phone numbers that help you establish a nationwide presence. As the line owner, you’ll incur charges for both calls made and calls received. In other words, your client or customer won’t be charged for contacting you using this number.

  • Gives an impression of a large business
  • Customers living at specific locations can contact your business for free
  • Serves as the main business number or hotline
  • International callers may not be able to use it

Vanity Business Number

Vanity phone numbers are personalized toll-free numbers that include specific words or phrases related to your business. For instance, 1-800-FLOWERS if you’re a flower boutique; 1-800-GET-MORE-LEADS if you’re a lead generation company.

  • Improves brand recognition
  • Can be toll-free or a local number
  • Excellent marketing tool
  • May take longer to set up and involve extra charges

International Business Number

International numbers help you build a local presence in a foreign company, even if you don’t have a physical office in that region. Whenever a client calls this line, the provider will route the call to your domestic phone number you can then pick up on your office or mobile phone.

  • Supports customers in international locations and global markets
  • Cheaper for customers to call an international number
  • Doesn’t require a physical presence
  • May have to pay per-minute rates

As you can see, each type of phone number serves a specific purpose. Choose one that best meets your needs.

Step 3: Sign Up With Nextiva

Nextiva is a leading virtual phone number company that provides business phone numbers in every US state. You can use it to set up any type of phone number—local, toll-free, vanity, or international. Nextiva also offers a host of other features like prompt customer support and superior audio quality, making it one of the most reliable options for setting up a business phone number.

That is exactly why we recommend getting a business phone number through it.

Here’s how to go about this.

  1. Open Nextiva’s website and click Get Started.
  2. Fill in your details, such as your email ID and phone number.
  3. You’ll get an email informing you about the next steps.
Nextiva's next steps email for providing you with a business phone service quote
Nextiva will walk you through the process of setting up a business phone number.

Essentially, Nextiva will give you a call to learn more about your requirements and provide you with a quote. You can also contact the company directly if you want it immediately. 

Step 4: Purchase Your Business Phone Number

Once you’ve purchased a plan and are set, you can get a phone number for your business. Choose one or more business phone numbers from the displayed options and add them to your cart. Then complete the checkout process and make the payment. 

If you plan on porting an existing business number (that is, taking your existing business number and transferring it to another provider), talk to Nextiva’s support team for the next steps. Keep in mind that the porting process usually takes five to seven business days—at times, even ten days. That said, you can continue using your previous provider until your port is complete.

Step 5: Add Business Phone Number Extensions

At this stage, you’ve set up your business phone number, and now, you can add extensions to route calls to staff members and teams. Optimizing business calls with extensions also cuts down on your company’s overall phone bill, which is another huge advantage.

Instead of having separate numbers for each department or employee, you can use one central phone number for the entire company. Customers can then dial the extension of individual departments/employees from within the phone system and connect to them. You can also forward the extension to a personal number to handle VIP calls.

If you’re unsure how to do this, the support team at Nextiva can help you get extensions set up. 

Final Thoughts About Getting a Business Phone Number

To get a business phone number, you’ll have to choose the type of number that works best for your business. Then purchase the number from a virtual phone number company like Nextiva, followed by optimizing the line with extensions.

And that’s it—you’ll finally have a brand-new, convenient way for customers to contact your business.

Hunter.io Review

Hunter helps people connect with business professionals through its email finder and email verification tool. It’s a great option for lead generation, as sales reps can use it to quickly find contact information for decision-makers. Hunter’s email verifier helps ensure email lists are accurate and active, so you get fewer bounces and higher deliverability rates. 

You can also use Hunter to personalize and schedule cold email campaigns directly from Gmail and integrate it with your favorite CRMs to simplify lead management flows. 

Hunter.io logo

Hunter.io Compared

Hunter did not make our list of the best lead generation companies and services. LeadGeneration.com is the best lead generation service for most businesses due to its versatile and effective approach to generating qualified leads through multiple channels to maximize ROI. Get a free lead generation analysis today

Read our complete reviews of the best lead generation services

About Hunter.io

Hunter brands itself as a tool to “connect with anyone.” Its most-used feature is the email finder, which lets you find the email address of someone by searching for a company’s name or entering a website domain. Hunter has an email verification feature that helps business professionals and sales reps ensure they’re reaching out to verified addresses. Users can also use Hunter’s cold email tool to extend the functionality of a Gmail or Outlook inbox for cold outreach. 

While Hunter’s suite of products may seem simple, they can be used for a wide range of use cases across sales, marketing, and recruitment. 

Hunter.io Health and Stability

Founded in 2015, Hunter is a relatively new company. With that said, more than three million users have signed up to use Hunter’s tools. So if you want to try it, it’s not like you’ll be a beta user. 

Online sources put Hunter’s employee count at less than 25, which is small. But they’re still expanding and typically have open positions posted on the web. It’s usually a sign of good things when companies are actively looking to hire. 

It’s also interesting to note that Hunter is a carbon-neutral brand, which might be strange to hear for a software company. But it shows that they’re environmentally conscious and doing their part to lower and offset carbon emissions.

The only potential concern for Hunter is its data. Any company that keeps such a large database of personal information could be susceptible to some kind of lawsuit or breach. However, Hunter says that it only takes email addresses from publicly accessible sources. They also claim to be GDPR compliant and say that email addresses are removed from their databases once they’re no longer public. 

Hunter.io Pricing

Hunter’s rates are affordable for businesses of all sizes. The low entry-level price point even makes it a good option for professionals who want a personal account, even if they’re not purchasing it through their business. 

One of the best parts of Hunter’s pricing structure is its flexibility. They offer month-to-month billing terms, and you can upgrade or downgrade your plan anytime. So if your needs suddenly scale, you can increase your plan limitations to accommodate that volume. But you’re also not forced to pay exorbitant pricing in low-volume months. Just downgrade your plan accordingly. 

Hunter.io Pricing Structure

Hunter’s five plans are tiered based on the number of monthly searches and verifications for email addresses. It starts at 500 searches and 1,000 verifications for the $49 per month Starter plan and goes up to 30,000 searches and 60,000 certifications for the $399 Business plan. 

The email campaign feature is included with every plan as well, ranging from 2,500 to 10,000 participants, depending on the plan you select. 

Hunter counts a search when up to ten email addresses are found per domain search. Every email provided in an email finder query counts as a search, and every address put through the email verifier counts as a verification. If Hunter can’t find an email or you have a duplicate search in the same month, you won’t have anything counted toward your monthly plan limits. 

Hunter.io Pricing Comparison

Hunter’s pricing is significantly lower than other lead generation companies on the market. In fact, none of the seven best lead generation services we reviewed post prices on their websites. You’ll need to reach out for a custom quote, likely meaning you’ll pay more than $49 per month. 

Aside from DiscoverOrg, none of the other services offer a free trial. However, DiscoverOrg’s free trial is a bit more than just spitting out email addresses. They also provide department-level org charts and direct-dial phone numbers. 

In terms of contract length, you’ll likely have a tough time finding month-to-month options available. For example, many of CIENCE’s packages require an annual subscription, and a few require a three-month commitment. 

But Hunter’s low pricing is a direct reflection of the product. These other tools are more service-oriented. Hunter is a DIY software and doesn’t provide extras like outbound SDR, lead profiles, buying behavior, account-based marketing, outsourced lead gen, and more. 

Hunter.io Trials and Guarantees

Hunter also has a free forever plan that lets you conduct 25 searches and 50 verifications per month. This plan supports up to 500 emails per campaign. 

This isn’t much and won’t be useful at scale. But it’s a great way to try Hunter without having to pay. You can use this for one-off email searches or just treat it as an extended free trial. 

You can save up to 30% on any Hunter plan when you sign up for annual billing

Hunter.io Lead Generation Review

Hunter’s email finder and verification tool is great for lead generation and cold outreach. If you want to connect with someone at a company but can’t find their contact information online, Hunter makes it easy to find their email address in seconds. 

As a lead generation tool, it’s only the first step in the process—securing the lead’s contact information. But it’s still up to you to take it from there and manage all the outreach and communication on your own. If you’re interested in something a bit more advanced, check out our reviews of the best lead generation companies and services

What Makes Hunter.io Lead Generation Great

Hunter.io email finder and verification tool
Hunter makes it easy to find anyone’s email address in seconds.

Simplicity: Hunter is about as straightforward as it gets. There’s no complex learning curve, and anyone can use it. All you need to do is enter a person’s name, business name, or website, and the tool will spit out the results you’re looking for. 

Versatile: There are so many different ways you can use Hunter across departments. While it’s helpful for lead generation, it also works well for recruitment purposes, marketing, networking, and more. 

Affordable: With plans starting at just $49 per month, you likely won’t find a cheaper lead generation tool on the market. 

Advanced filtering: If you’re searching Hunter using a business name or domain, you can focus your search by department to narrow down the name and position of potential leads. 

Easy integrations: Once you’ve identified a lead’s contact information, you can quickly export the data or send it straight to your CRM. Hunter integrates directly with Salesforce, HubSpot, Pipedrive, and Zoho CRM. 

Where Hunter.io Lead Generation Falls Short

Example of Hunter.io lead finder search results
You can save someone as a lead with a single click directly from Hunter’s search results.

Requires manual input: Hunter won’t identify lead opportunities or ideas automatically. Instead, you need to manually input the information for each potential lead, and Hunter will help you find their contact information. 

No phone numbers: Hunter only gives you the lead’s email address and social profiles. Some of the other top lead generation services on the market also provide phone numbers.

No lead qualification: While Hunter is a great starting point, it doesn’t actively qualify leads. You’ll need to do that elsewhere and then use Hunter to verify the contact information.

No services: Hunter is strictly a tool, and they don’t have anybody working to find leads for you or reach out to qualify them on your behalf. While they do have custom enterprise plans with a dedicated account manager, that person doesn’t provide outsourced lead generation services. 

No pipeline management: Once you find or verify a lead’s email address with Hunter, you can’t manage that lead’s progress through your pipeline within the software. You’ll need to integrate it with a third-party CRM or pipeline management tool to get the most out of Hunter.

Hunter.io Lead Generation Compared

LeadGeneration.com ranks first on our list of the best lead generation companies due to its versatile service offerings and proven ability to produce qualified leads. 

One of the hardest parts about cold outreach for link-building opportunities is finding the right person to contact. But once you know which websites you want to get backlinks from, you can use Hunter to find the appropriate contact information.

This is much more effective than filling out contact forms on a website or sending messages to general info@company.com inboxes. That’s what makes Hunter one of the best link building tools on the market. 

What Makes Hunter.io Link Building Great

Hunter.io domain search tool to find email addresses
Just enter a domain, and Hunter will provide you with email addresses associated with that website.

No names required: You only need a domain to search for email addresses. So even if you don’t know the name of the person you want to contact, you can still use Hunter to search for options. 

Employee positions: In addition to names and email addresses, Hunter will show you the employee’s title. This is crucial for link building, as emailing someone in accounting or HR won’t be helpful. 

Cold outreach tools: To succeed with cold outreach for link building, your messages must be highly personalized. Hunter’s email campaign tool works with your existing Gmail and Outlook accounts. So, you can carefully manage these interactions with a higher level of precision compared to bulk email marketing software.

Accuracy: Hunter shows a confidence score that takes into account how accurate the contact information might be. You’ll see most of these scores around 96% or higher, indicating that it’s highly accurate. If the address has a green checkmark next to it, then it’s already gone through a verification service to ensure deliverability. 

Email templates: If you’re not quite sure what to say when you’re reaching out to someone for a link, you can use one of Hunter’s outreach templates to get the ball rolling. This saves you time and helps generate better results. 

Where Hunter.io Link Building Falls Short

Example of Hunter.io email campaigns feature
Hunter’s Email Campaigns feature can help you improve and scale cold outreach for link building.

No backlink data: You can’t use Hunter to see your own backlink profile or analyze your competitors’ backlink profiles. This information is necessary for several different link-building strategies.

No domain rating or other data: When you enter a website into Hunter, you won’t find information on that site beyond email addresses. Other tools provide domain ratings, traffic information, referring domain data, and other metrics showing whether it’s even worth reaching out for a link. 

No SEO features: Link building is part of a broader SEO strategy. That’s why so many link-building tools on the market also have a variety of SEO tools. But Hunter does not. 

Limited agency applications: Hunter is best suited for internal use. While every plan supports unlimited users and up to 40 email accounts, it’s not designed for agencies that want to build client links. 

Hunter.io Link Building Compared

Ahrefs is the best link building tool for most people because it’s a comprehensive solution that provides everything you need to analyze backlink profiles and identify new opportunities. 

  • Ahrefs — Best for competitor research and link analysis
  • Buzzstream — Best for link prospecting and outreach
  • Semrush — Best for Agencies 
  • Moz Link Explorer — Best for link tracking
  • Hunter — Best for easy email verification
  • Linkody — Best for affordability

Hunter.io Email Campaigns Review

Hunter’s Email Campaigns tool is included with every plan. However, Hunter did not make our list of the best email services

Hunter isn’t really a dedicated email solution. The tool simply extends your existing Gmail or Outlook inbox to improve your cold outreach campaigns. It’s great for tracking conversations, customizing messages, and nurturing leads, but it’s not on the same level as a dedicated CRM or email marketing solution. 

This is a nice-to-have feature if you’re already using Hunter to search for email addresses. Once you verify a contact’s information, you can use this tool to streamline the campaign. But it doesn’t replace a traditional email tool with contact management features and sending messages at scale. 

Email Services Compared

If you’re looking for a more traditional email marketing solution for your business, check out our list of the best email services

Final Verdict

Overall, Hunter is a simple and affordable tool to find and verify email addresses. It’s built to scale but can also be used for one-off queries. Hunter is versatile enough to be used for lead generation, link building, recruitment, and cold outreach campaigns. 

While it does lack some of the advanced offerings of other lead generation services on the market, it’s still a viable option for anyone who wants to quickly find someone’s business email address by searching for a business name or website. We can confidently recommend it for these use cases.

How to Set Up a Virtual Phone System in 5 Simple Steps

After reviewing the top options in the market, we found Nextiva to be the best cloud-based phone system because of its superior UCaaS offerings and high call volume management capacity. Get started with Nextiva today.

Virtual phone systems have revolutionized traditional phone communication. What was originally rigid and expensive has become convenient and cost-effective. If you plan to swap your traditional phone line with a cloud-based phone service, you‘re in the right place. Read on to learn how to set up a virtual phone system for your business.

How to Set Up a Virtual Phone System In 5 Simple Steps

The Best 15 Cloud-Based Phone Systems for Setting Up a Virtual Phone System

You’re likely wondering which phone system is worth its weight in gold. Check out our list of the best cloud-based phone systems to make communications more effective.

  • Nextiva — Best All-Around Cloud-Based Phone System
  • RingCentral — Best for Hybrid or Remote Work
  • Ooma — Easiest Setup for Small Businesses
  • Zoom — Affordable Call Monitoring
  • Dialpad — Most Flexible
  • GoTo Connect — Easiest Call Flow Manager
  • 8×8 — Best for Global Companies
  • Avaya — Best for Toll-Free Phone Calls
  • Google Voice — Best for Solopreneurs
  • Grasshopper — Best for the Basics
  • OpenPhone — Best for Multiple Numbers
  • Aircall — Most Unique Call Management Features
  • 11Sight — Best for Sales and Marketing Teams
  • Net2Phone — Best for Reception Management
  • Webex — Best for Hardware Integration

Set Up a Virtual Phone System in 5 Easy Steps

Before setting up your virtual phone system, ensure you have a strong internet connection. This will help you determine whether your connection is providing crystal-clear call quality without issues during the final testing stage.

Once your internet is sorted, simply follow these steps to start making and receiving calls virtually: 

  1. Pick a reliable cloud-based phone system provider
  2. Choose a business phone number
  3. Set up your virtual phone line
  4. Test phone call system quality and features
  5. Familiarize your staff with the phone system

Nextiva is a great option for setting up a virtual phone system, especially considering its high uptime of 99.999%. From reliable internet connectivity and IVR to video conferences and mobile MMS/SMS, it offers a host of useful functionalities so you can stay connected with your customers and team members. Get started with Nextiva today.

Step 1: Pick a Reliable Cloud-Based Phone System Provider

Every business has unique needs—yours, too. It’s why we advise against signing up with a provider simply because your competitor uses it. Instead, conduct in-depth research and choose the best cloud-based phone system that meets your needs.

Here are a few questions to help you narrow down your choices: 

  • Are you looking for a virtual phone system that’s scalable? If you plan to grow your business, look for options that allow you to add more employees without overstepping your budget, as well as offer advanced features like call analytics to give you insights into your efforts and campaigns.
  • Can a virtual phone system provider fit with other tools your team currently uses to perform daily operations? Ideally, your prospective solution should integrate with existing software systems in your tech stack—for example, a CRM like Workbooks or a sales productivity tool like Oracle Sales Cloud. 
  • Is the virtual phone system user-friendly? This one’s a no-brainer. Any cloud-based communication tool you pick or consider should be something your employees can use with little to no training and onboarding.
  • What kind of features does the virtual phone system offer? Consider the feature set on offer. Are you getting the basics, such as call forwarding, voicemail, chat functionality, and conference calling? While robust features are great, ensure they can actually help you run your business better and faster. Prompt and efficient customer support is also important so you can get the required help if something doesn’t work as it should.
  • Is the virtual phone system reliable? Reliability is the most important. You don’t want to deal with drop calls or inference. It’s why we recommend selecting phone systems that seamlessly transition your calls from cellular to Wi-Fi networks and back again without any hassle.

Admittedly, this long list of considerations can be overwhelming. To help you choose the right option, we recommend Nextiva. 

Nextiva cloud-based phone system landing page
Nextiva is a reliable and feature-packed cloud-based phone system for teams of all sizes.

It offers several excellent business phone features (auto-attendant, IVR, and call screening), as well as various collaborative features (unlimited video conferences, mobile MMS/SMS, and screen sharing). Nextiva also provides 99.999% uptime, thanks to its eight points of presence and carrier-grade data centers. 

If this sounds up your alley, sign up for Nextiva today.

Step 2: Choose a Business Phone Number

Next, you’ll decide the kind of phone number you need for your business.

Generally speaking, your prospective VoIP provider should offer at least one option for a custom phone number. Others even allow picking up vanity numbers (for instance, XXX-YOUR-COMPANYNAME). Similarly, local businesses can set up a phone number with an area code that your customers are familiar with. 

Toll-free numbers or another professional and prestigious option if your business is entitled to a specific location.

Each of the above phone numbers is tied to your virtual phone system and will allow customers to connect with you regardless of their location. The only requirement is a stable internet connection on both your and their side.

In case you already have a business number, find out if you can port it, so your customer doesn’t have to learn a new number.

Step 3: Set Up Your Virtual Phone Line

Ideally, your cloud-based phone system provider will walk you through this step, but the setup will differ depending on your provider and the equipment you have (hardware or softphone).

For example, setting up a headset connected to a computer will have a different setup than setting up softphone apps on employee devices. Similarly, a hardwired phone that needs an adapter to work with VoIP will have a totally different setup.

Be prepared that each setup will involve some degree of time to get everything ready for use.

Step 4: Test Phone System Call Quality and Features

In this step, you’ll be testing your virtual phone system equipment and features to ensure a successful transition. This includes:

  • Audio Quality: Are you hearing any crackling sound or feedback? Is your voice cutting in and out? If you or the caller are having trouble communicating, you have an inferior audio quality issue. Your best bet is to contact the virtual phone system provider’s customer support.
  • Call Lag: Are you experiencing a delay between when you speak and when the call recipient hears your voice or vice versa? If yes, you’re facing latency issues and should connect with the customer support team.
  • Stable Connection: Is it taking unreasonably long to connect after making a call to your phone number? Are your calls dropping? If yes, run a speed test on your internet. You may also have to troubleshoot connectivity, so you may need to contact customer support.

In addition to the above, you should also test phone system functionalities. Ensure all the necessary features you need are working fine so that when you do go live, you don’t face any issues.

Step 5: Familiarize Your Staff With the Phone System

Virtual phone systems often have robust feature sets. To take full advantage of them, you have to train your staff to use them correctly. 

Walk your staff through all the features you want them to be proficient in. We also recommend making and taking mock calls and performing crucial feature-related actions. Follow this up by sending out a survey to gauge their familiarity with the tool and whether they would benefit from more training. 

Staff training is important to make your employees comfortable with the phone system. Some of them may be intimidated, as many are when learning new software, but work with them to overcome this hurdle. 

In case the provider doesn’t have a 24/7 tech support team, consider building a knowledge base for your team to resolve doubts.

Final Thoughts About How to Set Up a Virtual Phone System

To set up a virtual phone system, you need to sign up with a reliable virtual phone service provider, choose a business phone number, and set up your phone line. Once everything is set, test the audio call quality and train your staff to ensure there are no issues when communicating with the system.

How to Fax Wirelessly in 6 Simple Steps

Want to start sending wireless faxes right away? RingCentral is the best online fax service out there. Click here to start a 30-day free trial of RingCentral now.

The fax machine itself represents a bygone era. It was the go-to device for sending documents in its heyday, but today, it’s been replaced by more modern technologies. However, that doesn’t mean that faxing itself has become obsolete.

Email is the most popular form of business communication, and e-signature services are transforming document sharing and storage. But even in today’s modern world, faxing is still the go-to solution for securely sending sensitive information. In fact, faxing grows in popularity every year because of its end-to-end encryption, high-level security, and convenience.

But without the fax machine, sending faxes requires wireless faxing. This article will explain how to fax wirelessly in six simple steps.

How to Fax Wirelessly in 6 Simple Steps

The 12 Best Online Fax Services for Sending Faxes Wirelessly

Individual online fax services serve various purposes, and the one that works best for you will depend on the industry you’re in and the type of faxing you plan to do. Whether you need a single line for occasional use or dozens of lines for sensitive daily operations, our list of the best online fax services has the right option for you.

  • RingCentral Fax — Best overall
  • eFax — Most popular online fax service
  • Ooma — Best online fax and phone service bundle
  • MetroFax — Best mobile app for online faxing
  • Nextiva — Best standalone online fax service
  • iFax — Best enterprise fax solution
  • Fax.Plus — Best for offices the fax occasionally
  • MyFax — Best online fax service for personal use
  • HelloFax — Best for small teams and cloud storage integration
  • FaxZero — Best for faxing a few pages
  • Sfax — Best HIPAA-compliant online fax service
  • Biscom 123 — Best email-to-fax service

Send Wireless Faxes in 6 Easy Steps

There are six crucial steps you need to take to send faxes via the internet. Here’s what you need to know.

  1. Choose the right online faxing service
  2. Set up the service and get a fax number
  3. Compose your fax document
  4. Send and receive your faxes
  5. Manage sent faxes and store records
  6. Terminate your online fax service when needed

Step 1: Choose the right online faxing service

Before doing anything, you need to choose the right online faxing service for your needs.

Sending faxes online offers numerous benefits:

  • Greater Accessibility: Online faxing is just as functional as older fax machines, but with some added benefits. Online fax applications are available on mobile devices and computers, so you can access your faxes from anywhere. In addition to the features you’d expect in an old-fashioned machine, like document sharing and multi-user functionality, some also offer new time-saving features like electronic signatures and cloud storage integration.
  • Security: Online faxing is much more secure than traditional methods, as it uses end-to-end encryption to protect your data from prying eyes. This makes online faxing the preferred choice for sending sensitive information over the internet.
RingCentral webpage snippet for secure and confidential document sharing via RingCentral eFax
Online faxing services like RingCentral offer additional security features to keep your documents safe.
  • Cost savings: Paper costs, maintenance fees, and ink all add up quickly if you’re using a traditional fax machine. Online faxing eliminates all these costs, as you only pay for the service itself and not any of the extra expenses associated with physical machines. Plus, you only need an internet connection to set it up and successfully send someone a fax.
  • Convenience: Traditional fax machines often require separate phone lines dedicated to the machine, but that’s not the case with online faxing. You can use your existing internet connection for the setup and sending process instead of having to invest in an additional landline or phone line. This means that you can send faxes on the go from wherever you are, even if you’re abroad.

That said, before sending a fax, you need to evaluate your business (or individual) needs to ensure that you choose the right online fax service.

To narrow down your options, ask yourself the following questions:

What industry are you in?

Depending on your industry, you’ll need to look for a service that meets your sector’s specific regulations and requirements. For example, if your company operates in healthcare or finance, you should choose a fax service that complies with HIPAA regulations.

RingCentral webpage with headline that says "Online fax services that support your industry" and bullet lists of features for healthcare, financial services, legal, and real estate
RingCentral supports multiple industries, including healthcare, financial services, legal, and real estate.

Do you need to send faxes regularly or only occasionally?

The frequency of your faxing will determine the type of service you need. If you’re only sending a few pages here and there, then go for a service with pay-as-you-go plans or limited monthly packages.

On the other hand, if you’ll frequently be faxing, consider an unlimited plan that won’t limit your transmissions or a company that offers volume discounts.

Do you have multiple users who will be sending/receiving faxes?

If you’re working with multiple users, consider choosing a service offering additional accounts or multi-user plans. Some services also offer group dashboards for monitoring and managing faxes from one central location.

What is the volume of faxes I need to send?

Like the frequency of your faxing, the volume of documents you need to send will determine which service is right for you. If you plan to send hundreds of pages per month, there may be better options than a pay-per-page plan.

Do I need any extra features, like cloud storage integration?

Not all fax services offer bundled features like cloud storage integration or electronic signature options. If you need any extra features, look for a company that offers more than just online faxing.

Do I already have a VoIP phone service set up?

If you use VoIP phone services, you can use them for your online faxing needs as well. Some providers offer this online service out of the box at no extra cost. Others may require you to purchase an additional plan in order to use their VoIP services.

Step 2: Set up the service and get a fax number

Once you’ve evaluated your options, narrowed them down, and chosen one, the next step is to set up your service and get a fax number.

To begin, you’ll need to register with the provider of your choice and fill in any necessary details or paperwork. You’ll also be required to provide payment information either upfront or at the time of registration.

Once this is done, you will receive a dedicated fax number that you can use to send and receive documents. If you’re using a VoIP phone service, this fax number may be associated with your existing phone line.

The process for doing this will vary from company to company, but if you choose one of the twelve on our list, the setup will be straightforward and shouldn’t take more than a few minutes. Of course, this depends on how many users you need to set up and the type of service you’re signing up for.

Step 3: Compose your fax document

After you (and your team, if you have one) are set up with an online faxing service provider, you can start to compose your documents.

There are a few ways you can go about composing a document to send:

  • Branded Company Documents: Enterprises and large companies usually prefer to keep everything uniform, which is why they often use branded documents. Templates with pre-set fonts, colors, and logos are great for keeping your branding consistent across all platforms.
  • Free Text Entry: For smaller jobs or quick transmissions, you can simply type in the document contents in the fax service’s online platform before sending it out. This method is fast, easy, and cost-effective.
  • Upload Documents: Uploading a document from your computer is the most straightforward way of sending an online fax. All you need to do is attach the file that contains all the information you want included in the fax and click send!
  • Online Document Templates: If you have a general document you need to fax (e.g., healthcare forms, invoices, NDAs, etc.), you can use pre-made document templates to fill in the necessary information quickly. This is especially useful for businesses that frequently send out the same types of documents. And there are templated documents for just about everything—all you have to do is Google them.
  • Manual Document Generation: If you are sending out a one-of-a-kind document (e.g., a medical record, a legal contract, or a custom sales proposal), most services offer a manual document generation feature. This lets you create and send documents while also entering in any necessary information or signatures.

Before loading your documents and sending them, make sure to double-check that all the fields are correctly filled in. This is especially critical when sending out legal documents or contracts, as even the slightest mistake can have serious consequences.

Step 4: Send and receive your faxes

Once you’ve composed your document(s) and double-checked that everything is correct, you’re ready to send them out.

An online fax machine functions similarly to a physical one, as you will have a specific fax number tied to your account. You can choose to have a national presence by selecting a toll-free 800 number or keep it local with an area code that reflects the community in which your business is based.

When you’re ready to send, you can either send faxes using your computer or a mobile device.

RingCentral webpage snippet highlighting how you can send, receive, and manage secure and confidential faxes anytime from any device
Send and receive faxes from any device with RingCentral.

You don’t need paper, a clunky machine, or even a physical phone line when you use an online fax service from your computer. You can quickly and easily send out your documents from the comfort of your own home or office.

Using a service like RingCentral, you can usually receive faxes right to your email inbox, just as you would with regular emails. You can even use your email inbox to send and receive your documents.

Using your phone, the process is equally straightforward.

You can use a mobile app that charges per fax or page if you don’t need to fax regularly. If you need to fax more often, you’ll usually save money with a subscription service.

Using a mobile app, you can send faxes from anywhere in the world with just a few touches and strokes on your smartphone (as long as you have reception).

Step 5: Manage sent faxes and store records

Once your faxes are sent, you’ll need to track and manage them. This is especially important when dealing with legally binding documents like invoices and contracts.

You should keep a copy of the faxed document and the recipient’s confirmation details when tracking a document. You may also want to store records of all documents you send out for future reference.

Most online fax services come with storage systems to store your sent faxes and access them anywhere. This is especially helpful if you need to change a document after it has been sent.

Periodically, you should back up your sent faxes to an external hard drive or cloud storage service like Dropbox. Not only will this help you protect your data, but it will also make it easier to find and access the records when needed.

Step 6: Terminate your online fax service when needed

Once you no longer need to use an online fax service, you can terminate it easily. Just make sure that all the documents and records are properly backed up before doing so.

Most services will also provide a way to export the data if needed, and many even offer discounts or credits for early termination.

Final Thoughts About Sending Wireless Faxes

Whether you realized it or not, faxing has remained one of the easiest ways to send documents over long distances quickly. And with the advent of online fax services, sending and receiving faxes wirelessly is even easier.

You can save time and money using an online service while still getting your message across securely and reliably.

Just remember to double-check all your fields before sending, store records of your sent faxes, and back up all data before terminating the service.

PBX vs. VoIP: 7 Key Differences

We recommend Nextiva as the best VoIP phone system for most businesses due to its call quality, flexibility, and reliability. Save up to 28% when you sign up today.

Every business needs a phone solution. Historically, most companies just used a traditional landline because there weren’t any alternatives. But today, organizations have more options to choose from, and most are torn between two choices—PBX and VoIP. This in-depth guide will break down the key differences between PBX and VoIP phones so you can determine which one is right for your business.

The 12 Best Phone Systems For PBX vs. VoIP

As you compare the differences between PBX and VoIP, you also need to find a business phone service that aligns with your needs. These are our top recommendations for different business types and use cases:

  • Nextiva — Best Overall VoIP Provider
  • RingCentral — Best for Hybrid and Remote Work Environments
  • Ooma — Best for Small Businesses That Want Simple Setups
  • 8×8 — Best VoIP Provider for International Calling
  • Dialpad — Best AI Functionality for VoIP Phone Systems
  • GoTo Connect — Best Feature-Packed Entry-Level VoIP Plan
  • Phone.com — Best For Businesses on a Tight Budget
  • Google Voice — Best Simple and Lightweight VoIP Phone Service
  • Aircall — Best Built-In Call Management Tools
  • CallHippo — Best VoIP Phone System for Industry-Specific Compliance
  • 11Sight — Best One-Click Audio and Video Calling for Sales and Marketing Teams
  • Zoom — Best Call Monitoring Features For Business Users

1. Call Quality and Reliability

One of the most significant differences between PBX and VoIP is how each service is delivered. This delivery method directly impacts the quality of the calls and the reliability of the phone service.

PBX (private branch exchange) systems rely on traditional PSTNs (publicly switched telephone networks) to facilitate calls. PBX phone systems are similar to traditional landlines in the sense that they use copper wiring and circuit switching. While traditional landlines are typically used to connect two parties, PBX phones allow businesses to operate a private phone network.

As a result, PBX systems are often highly reliable and provide high-quality calling. 

VoIP (voice over internet protocol) phones rely on stable internet connections to work. When there’s a strong and fast connection, the quality and reliability of the calls are excellent—especially if you’re using a top VoIP phone provider. In most cases, nobody on the call will even be able to tell that VoIP technology is being used.

With that said, if the internet goes down, VoIP phones can have problems. This won’t be an issue for most businesses. But if you’re in a rural or remote location with spotty internet, then PBX might be more reliable.

One quick way to check your connection is by running a VoIP speed test.

Nextiva speed test webpage
Use Nextiva’s speed test to check your internet connection.

This can help you determine if your current internet connection can support the VoIP calling capabilities that you’ll need on a daily basis. 

2. Costs

VoIP phone systems are significantly less expensive than PBX systems. 

While your total costs will depend on your business size, required lines, employees, and other factors, you can almost always expect to pay more for a PBX system than a VoIP service.

A business with around 20 users can expect to pay anywhere from $5,000 to $10,000 on hardware and equipment alone. Software licensing fees are an additional $2,000 to $3,000, and you’ll typically pay around $1,500 for installation. Ongoing maintenance for your PBX phone can cost around $3,000 annually. 

Business VoIP services typically start around $20 per user per month. 

Nextiva VoIP pricing for Essential, Professional, and Enterprise plans
Nextiva VoIP is an affordable alternative to PBX phone systems.

Your dollar also goes much further when you use a VoIP phone. That’s because many of the best VoIP phone providers include features that go beyond basic telephone calling. 

Depending on your provider and plan, you can access features like internet faxing, SMS messaging, video calling, and more, all included with your flat monthly rate.

For smaller businesses on a limited budget, VoIP systems are a no-brainer. They also work well for larger organizations, as you typically get better per-user rates based on volume and contract length. 

3. Installation and Setup

Cost aside, setting up a PBX network for your business can be complex. This is not something that most businesses will handle on their own, and it typically requires IT assistance and installation from your PBX provider. 

The process involves lengthy steps for KSU wall attachments, circuit cards, and connecting your private branch to a telephone network. PBX vendors provide the cables and cords that are required for the private branch, and these act as the main line for your PBX system. All of the individual phones need to be connected to the system as well. 

Deploying a PBX system for your business may include drilling some holes in your walls and running new wires through the ceilings. It’s definitely not a DIY job.

Conversely, VoIP phones are ultra-easy to set up and deploy. There’s virtually no installation process, and you likely already have many of the prerequisites handled. 

Nextiva VoIP webpage with headline that says "Set up your business phone system in minutes" and an example call flow diagram
VoIP phone systems can be deployed in minutes.

In some cases, setting up your VoIP phone system can be done on the same day. This is especially true if you don’t need any additional hardware and your calls are being made from existing laptops, smartphones, and VoIP phones. 

The only thing that may need to be installed is a piece of software for each device. Beyond that, all you need to do is get your users onboarded to the system, which is not something that requires any IT assistance. 

So for those of you who don’t have dedicated in-house IT support, a VoIP phone system will make your life much easier. 

4. Scalability and Flexibility

Since PBX systems rely on on-premises hardware and connectivity, scaling them is not easy. For example, if your company is opening a second office in a different location, you need to build a PBX infrastructure there as well.

Even if you’re adding new devices and users at an existing location, you may need to replace certain modules with something that can handle the increased capacity. 

Scaling your VoIP system is much easier. Whether you’re adding new employees to one location, opening completely new locations, or wanting to onboard remote staff, scalability is achieved with just one or two clicks. 

Nextiva user management webpage with headline that says "Add or manage users in seconds - on one screen"
You can add new users to your Nextiva plan in seconds.

You can manage all of your users, phones, lines, extensions, and features from a simple admin portal. You won’t have to send a technician out to an employee’s home if you want to add a new remote user. Everything is handled from the cloud. 

You can only go so far with a PBX. The ability to add more features is much more limited compared to a VoIP system. 

VoIP phone providers typically don’t lock you into strict contracts either. So if you want to upgrade your plan to support new features or new users, you can do so without having to jump through hoops. The only thing that might change is your monthly subscription rate.

PBX systems typically tie users to specific desk phones. An employee couldn’t take calls on the road or answer calls from home. The calls must be made from the phone associated with their extension. 

VoIP systems are highly flexible—allowing users to make and receive calls from virtually anywhere. Someone could start a call on their computer at work, then transfer it to the mobile app while they’re leaving the office, and transfer it again to a laptop when they get home. 

5. Hardware Requirements

VoIP phone systems have minimal hardware requirements. 

You really only need to have internet access and a router. Beyond that, calls can be made using existing smartphones and computers. You don’t have to purchase any actual phones to use a VoIP system.

However, you do have the option to use traditional-style phones with a VoIP subscription. You just need to make sure the phones are VoIP-enabled, so it’s best to get them directly from your VoIP provider.

Nextiva VoIP desk phone options
Nextiva has a wide range of VoIP phones to choose from.

You can also get VoIP cordless phones, conference calling phones, headsets, and more. There are even VoIP adapters that transform traditional analog phones into VoIP phones. This will help keep your costs low if you don’t want to purchase more hardware.

PBX hardware is more involved.

You need to get desk phones, cables, splitters, modems, circuits, and wall jacks. These systems also require on-site PBX servers; most businesses need backup power sources.

6. Advanced Features

PBX phones don’t really come with any advanced features. A PBX is a phone system that comes with everything you’d expect in a high-quality business phone system, but it ends there. 

VoIP systems take basic business calling to the next level. Depending on the provider and plan you select, your VoIP phone system is included with an entire business communication suite. 

Nextiva webpage highlighting its all-in-one solution for talk, text, chat, and video
Nextiva is an all-in-one solution for voice, video, and live chat.

Some examples of advanced VoIP features beyond call capabilities include:

  • Unified communications
  • Video calling and conference calling
  • Team chat
  • Helpdesk software
  • Sales CRMs
  • Screen sharing
  • File sharing
  • Call analytics and live data
  • Automated workflows
  • Customer journey management
  • Third-party software integrations

You won’t find these in a PBX solution.

7. International Calling

PBX phones typically charge high rates for international calls. But with a VoIP phone system, you can make international calls for just a few cents per minute.

These rates vary by location, but they’re often extremely flexible. This means that you won’t necessarily have to get an international calling plan that’s separate from your monthly subscription. Any international calls will just be added to your bill. 

Nextiva international calling webpage
Nextiva offers built-in international calling capabilities.

For businesses with global branches, VoIP phone systems make it possible to communicate with users on the same network at no additional cost. For example, your New York office can communicate with your London team if the calls are made directly through the same VoIP platform. 

The Similarities Between PBX and VoIP

While PBX and VoIP phone systems have several differences, the two also share some common ground. 

First and foremost, these are the two top options to consider for business phones. Both VoIP and PBX systems have options for basic local calls and domestic calling. You’ll have the ability to keep your existing phone number, add new phone numbers, and set up custom extensions and new lines for your staff. 

Both systems come with basic business phone features. This includes voicemail, call holding, call transfers, overhead paging, conference calling, and more.

It’s also worth noting that both PBX and VoIP phones are both highly secure. There’s sometimes a misconception that VoIP systems can have security problems because it uses the internet for calling. But this is a non-issue if you’re using a reputable VoIP phone service.

Nextiva security and reliability webpage
Nextiva handles security on your behalf, so you won’t have to worry about it.

For example, Nextiva offers 24/7 monitoring, call encryption, and biometric checkpoints to access their servers. The network also has HIPAA-compliant and PCI-compliant solutions, meaning businesses in every industry can rely on Nextiva for security. 

Final Thoughts About PBX vs. VoIP

PBX and VoIP phone systems are very different. PBX solutions are better for businesses in rural locations that can’t rely on internet connectivity for calls. They also work well for organizations with on-site IT teams and offices that won’t be scaling beyond a single location.

VoIP phone systems are much more cost-effective than PBX phones. They’re easy to use, highly flexible, mobile, and can be deployed anywhere. A VoIP system will be much easier for you to scale and maintain if your business has multiple offices or remote workers. 

Another standout of using a VoIP phone system is that you can often get an entire suite of communication tools with your subscription. This includes video calling capabilities, team chat, collaboration features, SMS messaging, and so much more. 

How To Start a Food Blog in 10 Simple Steps

For most people, we recommend using WordPress with Hostinger to start a blog because it’s easy to set up and comes with lots of user-friendly features and tools. You can get started with Hostinger and WordPress for as little as $1.99 a month

If you love cooking, photography, and teaching, then starting a food blog has probably crossed your mind. You get to build a community and an audience while doing what you love and, hopefully, make some money. 

But starting a blog can feel overwhelming unless you have a clear guide and the right tools. In this post, we break down everything you need to know, from setting up the tech to the market research you need to do. Keep reading to learn exactly how to set up your own food blog in 10 easy steps.  

How to Start a Food Blog in 10 Simple Steps

The 5 Best Blogging Platforms For Starting a Food Blog

When you set up your blog, you’ll need to use a blogging platform with hosting and a domain name. We’ve spent hours researching the best platforms for starting a food blog and put together a detailed review of our top picks. 

You can read the full reviews here to choose the best blogging platform for you and your goals. 

Start a Food Blog in 10 Easy Steps

Setting up a blog can seem complicated, but it’s easy if you take it step-by-step and use tools to help you. Here are the steps we’ll be breaking down in our tutorial: 

  1. Get Signed Up With WordPress on Hostinger
  2. Choose a Niche
  3. Choose a Blog Name
  4. Set Up Your Site and Activate Your SSL
  5. Set Up Your Social Media
  6. Customize Your Blog
  7. Add Copy To Your Blog
  8. Add Plugins
  9. Add Legal Pages
  10. Create Your First Five Posts

For this tutorial, we’re using Hostinger with WordPress as our blogging platform because it’s affordable and easy to use for newer bloggers and has an easy setup with WordPress. Plus, Hostinger runs sales throughout the year, and right now, you can get started with a plan for as little as $1.99/ month

Step 1: Get Signed Up With WordPress on Hostinger 

The first thing you’ll need to do before you start your food blog is to set up web hosting and get your site up and running. 

If you head over to Hostinger’s home page, you’ll be able to sign up for an account by clicking on Hosting in the menu bar and then WordPress Hosting

Then, choose your hosting plan. Hostinger often does discounts and sales on their plans throughout the year, so check to see if you can get access to a deal. 

We recommend choosing the WordPress Starter Pack because you’ll get access to a free domain for the first year, and it has everything you need to run a blog. 

Hostinger WordPress hosting plan options with a red arrow pointing to the WordPress Starter plan for $2.99 per month
Hostinger offers users a range of affordable hosting plans so they can choose how big they want to grow their blog.

Then, add your choice to the cart, and choose how many months you want to subscribe for. You get a bigger discount the longer your plan, but it’s fine to start with just one year, as you don’t know if your blog is going to be a success. 

Then, add your payment information and purchase your plan. 

Hostinger WordPress Starter plan pricing with a red arrow pointing to the 12 month option for $2.99 per month
Hostinger gives users huge discounts on 1, 2, or 3 years plans.

Now, you’re ready to get started with WordPress and set up your blog. You can log in to your Hostinger account and your dashboard, where you’ll see your plan and the option to Set Up

We’ll cover that in just a second. First, there are a few other steps you need to complete.

Step 2: Choose a Niche 

Before you set up your blog, you need to spend some time planning. 

This includes working out what your niche is and who your target audience is. Although a food blog is already a niche, it’s still a broad category. If you want your blog to succeed, you need to narrow it down further to attract an audience. 

For example, you might want to focus on vegan food or baking. The clearer you can get on your niche and sub-niche, the easier it will be to build a recognizable brand and connect with an audience. 

Once you’ve decided on your niche, you need to think about what kinds of people will be interested in it. So, for example, if you are writing about luxury restaurants, you might expect chefs and food critics to be more interested than families. 

The more you know about your audience and your niche, the easier it will be to brand your blog and market yourself on social media. Once you’re clear on your niche, move on to Step 3. 

Step 3: Choose a Blog Name 

Once you have a niche in mind, you can choose your blog name. This will also be your domain name, and it’s how people will find you online. 

You want to choose a good name that reflects your niche and brand, but there are other things to consider. 

Here are the main things you want to think about when choosing a blog name: 

  • Choose a name that is relevant to food and your niche 
  • Choose a name that is short and easy to remember 
  • Choose a name that is easy to spell and type
  • Choose a blog name that has an available domain
  • Choose a .com domain name because it’s easier to monetize 
  • Choose a blog name that is available as a social media handle on all platforms
  • Don’t choose a name that is similar to any other blogs or business names online or on social media 

Hostinger has a domain name search that will tell you if your domain is available. 

Hostinger Domain Name Search landing page
Hostinger comes with a domain search tool so you can check whether your domain is available right from your dashboard.

It can be tempting to use a domain name similar to another blog if you really like the name and it’s available. However, we recommend against this because when you want to monetize your blog, you can get into issues with copyright if your name is too similar to someone else’s. 

It’s better to avoid this at the start and create your own distinctive blog name, so you don’t have to change it later and risk losing the audience you’ve built. 

Once you’ve decided on a domain name and know it’s available, go to Set Up in your Hostinger dashboard and claim your free domain. Then, choose Build a New Website and move on to the next step.  

Hostinger webpage for naming your website with a red arrow pointing to the option to claim a free domain
Hostinger gives users a free domain for their first year.

Step 4: Set Up Your Site and Activate Your SSL

Now that you’ve done the groundwork for your blog, you’re ready to actually set up your site. 

In your Hostinger Setup, once you select Build a New Website, you’ll be asked to choose a hosting platform. Choose WordPress, then create a login and password for your WordPress account. 

You’ll then be asked to choose a theme or a layout. You can use the search bar to look for blog layouts. You can edit your layout later and change your theme, but starting with a premade theme will make everything much easier, especially if you are new to blogging. 

Hostinger webpage to select a platform with red arrow pointing to WordPress option
Hostinger easily integrates with WordPress and helps make set up easy.

Once you choose your theme, you’ll get to a page that says your site is ready. Before you go to your WordPress Dashboard, you’ll want to ensure your SSL certificate is installed. Go to the option that says Control Panel and click Manage Site

Hostinger webpage with header that says "Your website is ready!" and red arrow pointing to option to manage your site via the control panel
Hostinger has a lot of options for managing your site and customizing your settings.

If you need to set up your SSL, you’ll see a yellow button that says Finish Domain Registration. Click on it. You’ll then just need to add all your details like name, address, phone number, etc. Once you’re finished, click Set Up, and then Continue to Control Panel

Hostinger advanced features webpage with red arrow pointing to SSL option
Hostinger plans include SSL certificates for the first year.

Then, go to the Hosting section of the top menu bar, and select Manage next to your website. You’ll be taken to the Hosting Account page, and you need to scroll through the different options and icons until you reach the advanced section, where you’ll see the SSL icon. Click on it. 

Then, click Set Up, then Activate, then Install. Your site is now set up and ready to be customized. Once you’ve finished this step, move on to the next one. 

Step 5: Set Up Your Social Media 

Before editing your blog, you’ll want to set up social media with your blog name. 

Even if you don’t think you’ll use every account (you might prefer Instagram over Twitter, for example) you should still set up a free business account on each. 

Instagram profile settings with red arrow pointing to Professional Account tab and another red arrow pointing to Blogger selection next to Category
Professional Instagram users get access to analytics features and have more ways to grow their brand and audience.

This is to avoid anyone else taking that name and help create consistency across your branding for when you need to market or monetize your blog. 

Most social media give the option to set up free business accounts, which make you look more professional and allow you to measure stats about your blog and business. You’ll also be able to add your blog directly to your profile once you’ve got it up and running. 

Once you’ve got you’ve created social media accounts for your blog, you can go back to your Hostinger Dashboard and move on to Step 6. 

Step 6: Customize Your Blog 

Now that you’ve gotten all the technical setup out of the way, you’re in a position where you can start editing your blog. 

If you use a template to set it up, you can go and look at your site by typing in your URL. This will give you an idea of what you do or don’t like about the template so far, and what you want to change. 

Next, go to your WordPress dashboard by adding /wp-admin to the end of your URL. From here, you’ll be able to edit your blog, choose a new theme, and add plugins. 

If you go to Appearance, you’ll have the option to choose a new theme. You don’t have to do this, but if you don’t like any of the themes Hostinger suggests, you can choose a theme here. 

You do also have the option to purchase a premade theme either through WordPress or through a third party and then upload it. This is only if you don’t want to customize your own theme or build it out, but you want your blog to look really nice. 

You can find lots of affordable themes that you can download and upload on sites like Etsy. When you purchase the theme, they’ll give you detailed instructions on how to add your theme to your WordPress site. 

Example of a WordPress food blog theme in the Etsy store
Etsy has tons of stunning WordPress themes to download, with detailed instructions on how to upload them to a WordPress Blog.

Whether you choose a WordPress theme, a builder like Elementor, or a paid theme, you need to update the colors, the font, and the text to fit your own brand and your blog. You can also add your own images or free stock images from sites like Unsplash to make your site unique. 

Once you’ve updated the appearance of your blog and you’re happy with it, move on to Step 7.

Step 7: Add Copy To Your Blog 

Once you’ve set up your blog’s appearance, you need to go ahead and update the copy for your blog. 

This just means updating the content (excluding the blog posts, which we’ll cover later). 

Your template might not even come with copy examples, so deciding what to write might require a little research. You’ll need to add copy to your homepage introducing people to your blog, and you’ll also need to add content to your About Page and your Contact Page. 

To decide what copy you want to add, go and take a look at some of your favorite blogs for inspiration. What kind of information do they include on the homepage? What do they tell you about themselves on their about page? What kind of copy do they have on the buttons or the menus?

Example of a bio from the Veggiekins blog
Remy at the Veggiekins blog has a great example of a bio on her about page,

Of course, copy and pasting is a huge no-no. You can get in big legal trouble for this, but you CAN use other blogs to inspire what kind of things you can write. Don’t be scared to let your personality shine in your copy because people like to get to know an author’s voice when they visit a blog.

Once you’ve added copy to all of your pages and spell-checked it using a free tool like Grammarly, you can move on to Step 8. 

Step 8: Add Plugins 

Next, you need to add some plugins to your blog. 

Plugins are basically little tools that you add to your site that help you with smaller functions like having an email subscriber form, stopping spam comments, or speeding up your site. Chances are, when you first set up WordPress, some plugins are already included.

To see your active plugins, go to your WordPress dashboard and select plugins. You’ll then see a list of the plugins you already have and a button at the top of the page that says Add New. 

WordPress Add Plugins page with red arrows pointing to Upload Plugins option and keyword search
WordPress has lots of free plugins to choose from and upload directly from the plugins store.

If you click through to Add New, you can search different plugins, or upload your own. There’s no set rule on which plugins you need, but it’s a good idea to include:

  • An anti-spam plugin, like Akismet Anti-Spam, to avoid annoying comments on all your posts
  • A cache plugin, like WP Fastest Cache, to help keep your blog speed optimized
  • A backup plugin, like Updraft, so that you never lose your blog, even if it crashes 
  • Yoast SEO, which will help you create optimized posts for search engines 
  • A cookie banner plugin, like Cookie Notice, so you can stay compliant with internet laws 

The other plugins you add are up to you, depending on what features you want to add to your blog. If you want help choosing plugins, we have an extensive guide to the best WordPress plugins here

Once you’ve added your plugins, you can move on to the next step. 

The next step for starting your food blog is to add legal pages. These are pages like your Privacy Policy and Terms and Conditions that are required by law on any website. 

These sound scary, but they are really just to protect you and your readers from any trouble. A Privacy Policy lets users know how their data is handled, and which third-party plugins they use. This is required by law for many countries and states, so make sure you have it and add the link to the page somewhere obvious, like your footer menu. 

Example of Quick Sprout's footer showing legal pages
The legal pages are clearly shown in the footer menu of the Quick Sprout website.

Many countries also require your terms and conditions, and these just let your audience know what rules you have for your blog, like how old someone should be to access it or whether your pictures are free for public use. 

To get these pages, you can easily use a generator like Termly, or Terms Feed to get templates, where you can then add your details. However, as a disclaimer, these are not the same as getting official pages drawn up by a lawyer. If you want to be sure your legal pages are correct, you should always consult a legal professional

Once you’ve set your legal pages up and linked them somewhere clearly, like your footer menu, you can move on to the last step! 

Step 10: Create Your First Five Posts 

The last step is to actually start creating content! 

You can launch your site without content, but it’s better to try to get 5-10 pieces live on the blog before you start marketing it or sharing it with friends and family. 

This is the fun part because you get to sit down and brainstorm ideas based on your market research and niche about what content you want to write about. A good idea is to start with one topic and create a map of posts that are related to it for the other pieces of content. 

For example, if you write one blog post about a tomato soup recipe, you could write another post about five comforting winter recipes. These posts can then link to each other, which will make it easier for your audience to navigate your blog and encourage them to stay on there longer. 

Once you’ve planned five pieces of content, there’s nothing left to do but sit down and write them. You should edit them a few times and get some high-quality images of food to go with them before you upload them onto your blog. 

To upload the posts, just go to Post in your WordPress dashboard, and Add New. Then, you can add your content and images and publish the posts. And then – you’re done! 

WordPress dashboard with red arrow pointing to add new post option
It’s easy to create and edit a new post directly in the WordPress dashboard.

Congratulations! You’ve officially started your very own food blog. And if you want to know what next steps you should take, you can read our guide of what to do once you publish a blog post here

Final Thoughts About Starting a Food Blog 

Starting a food blog doesn’t have to be hard, and once you get the setup out of the way, all you have to worry about is cooking good food and writing great posts. The hardest part of starting a blog is navigating the technical side of things, so now you have that out of the way, you can sit back and enjoy becoming a bonafide blogger. 

And who knows? Once you’ve put out a few posts and built a community, you might even be able to start thinking about monetizing your blog, selling ebooks, and growing your brand into a cooking empire. 

Direct Inward Dialing Starter Guide: Learn the Basics

Want to get started with direct inward dialing right away? The best VoIP phone services for most are Nextiva and RingCentral. Save up to 40% when you start an annual plan with Nextiva today.

Have you ever tried to call a company’s customer support line but had trouble getting to the right person?

Sometimes, rerouting phone calls can take forever, and reaching the right person can be a cumbersome task.

That’s where direct inward dialing (DID) comes in. DID is a service that makes it easier for your staff to access customers’ phone numbers without searching through contact databases or directories. This reduces the amount of time spent on manual outbound calls and ensures that customer inquiries are attended to promptly.

The 12 Best VoIP Providers For Direct Inward Dialing

As a digital marketing resource, it’s safe to say that we’ve done our share of research on what it takes to streamline communication and customer service. We rounded up the 12 best VoIP providers for direct inward dialing based on their features, pricing plans, customer support, and more.

  • Nextiva — Best Overall VoIP Provider
  • RingCentral — Best for Hybrid and Remote Work Environments
  • Ooma — Best for Small Businesses That Want Simple Setups
  • 8×8 — Best VoIP Provider for International Calling
  • Dialpad — Best AI Functionality for VoIP Phone Systems
  • GoTo Connect — Best Feature-Packed Entry-Level VoIP Plan
  • Phone.com — Best For Businesses on a Tight Budget
  • Google Voice — Best Simple and Lightweight VoIP Phone Service
  • Aircall — Best Built-In Call Management Tools
  • CallHippo — Best VoIP Phone System for Industry-Specific Compliance
  • 11Sight — Best One-Click Audio and Video Calling for Sales and Marketing Teams
  • Zoom — Best Call Monitoring Features For Business Users
The 9 Best VoIP Providers For Direct Inward Dialing

What Is Direct Inward Dialing (DID)?

A DID service connects an incoming call to the appropriate person without having to go through directory searches or operators. This process is completed by assigning a unique phone number for each staff member so that customers can reach that person directly when they dial in.

With a DID line, users can make virtual calls that are able to bypass the traditional phone system and go directly to the person who is responsible for answering calls. Additionally, customers do not need to remember an extension or PIN code, as these virtual numbers can be programmed to route automatically without any manual intervention.

What is a Direct Inward Dialing Number?

A DID number is a virtual number that allows customers to contact your business without dialing multiple extensions or pins. It’s a 10 or 11-digit number that routes the caller directly to the person or department they are trying to reach. DID numbers can be set up as local, toll-free, international, or for specific area codes.

Essentially, a DID number is a shortcut for callers, connecting the customer directly with the intended contact. It eliminates the need for customers to search for a directory or call an operator to get the right person on the line.

How Does Direct Inward Dialing Work?

There are two main ways that DID works:

  • Through Public Switched Telephone Network (PSTN): This is the traditional method of setting up a DID line. The provider will establish a set of numbers to be directed through the PSTN to your Private Branch Exchange (PBX) system.
  • Through Voice over Internet Protocol (VoIP): VoIP allows users to set up virtual phone lines using an IP address or cloud-hosted service. This allows for a wider variety of features, such as automated attendant functionality, call forwarding, and recording.

Regardless of which method you choose, setting up DID is easy. Once the numbers have been assigned to your organization or individual, they are ready to be used immediately.

Direct Dialing Using VoIP

VoIP is the most popular option for direct dialing because it offers various features and benefits. With VoIP, you can easily pick a plan that suits your needs without worrying about installation or setup fees. Additionally, VoIP services are typically more affordable and faster than PSTN lines.

Some of the features that VoIP services offer include:

  • Automated attendant functionality
  • Unified Communications (UC) integration
  • Cloud-based call routing
  • Voicemail transcription and forwarding
  • Advanced call monitoring capabilities
  • HD audio quality

VoIP phone providers use SIP trunking to connect the lines to your PBX system, meaning that the virtual numbers are connected directly to your internal phone system. This allows each call to be routed directly to the right person or department without needing manual intervention.

Thanks to this, the most essential benefit of using VoIP is its scalability—you can easily set up a virtual team of experts and ensure that each customer call is answered promptly.

Direct Dialing Using PSTN

PSTN is the traditional method of establishing direct inward dialing. It’s a reliable telephone line that allows customers to dial directly into your company’s PBX system without needing to call an operator or directory.

Traditional phone systems functioned with analog circuitry that was directly dialed, which was both expensive and time-consuming to set up. Furthermore, the hardware invariably created low-voltage signals for the phones so they would work.

The telephone company checked every now and then to see if the line was still in service. If it wasn’t used, they deactivated the circuit. But with the introduction of digital signals, direct dialing has become more accessible and dependable. The customer’s phone still sends low voltages, but these are now converted into bits in order to be transmitted over the phone lines.

Trunks used for DID services can only send, not receive, calls. So, it’s commonplace to also use direct outward dialing (DOD) trunks. Doing so means the direct-dial line can make outbound calls and still retain its allocated DID phone number.

The main benefit of using PSTN for direct dialing is its reliability and stability, as it does not rely on an internet connection. This makes it ideal for businesses that need a nonstop service and are unwilling to take on the risk of poor call quality or dropped calls. Additionally, PSTN lines can be used in tandem with VoIP lines, allowing you to combine the features of both services.

Do I Really Need Direct Inward Dialing Software?

DID services are essential for businesses looking to grow their customer base and ensure that each call is answered promptly. Moreover, they eliminate the need for manual intervention when routing calls, which can be time-consuming and inefficient.

You do not need DID services if:

  • You want to use a traditional PBX system.
  • You only have a few lines and don’t require complex call routing functionalities.
  • Your team doesn’t need to be available 24/7.

But if you want to ensure that your customers can reach you whenever they need and have their calls routed directly to the right person or department, then DID is a must-have. And if you have more than a few employees, direct dialing can help you manage calls more efficiently without needing to hire a dedicated operator.

There are several DID software packages available on the market, ranging from basic to enterprise-level solutions. Depending on your requirements, you can choose a software package that best fits your needs.

VoIP vs. PSTN: Which Is Better for Direct Inward Dialing?

When it comes to direct inward dialing, both VoIP and PSTN lines have their own benefits.

VoIP is the best choice for businesses that need a scalable and cost-effective solution because it offers various features and benefits. With VoIP, you can easily pick up additional lines when needed and enjoy advanced features such as voicemail transcription, automated attendant functionality, and HD audio quality.

With VoIP software, calls take place both on your network and virtually. This means that you won’t need to purchase extra hardware, further saving you money.

PSTN is usually seen as the more reliable and secure option. It’s ideal for businesses that need uninterrupted service without worrying about call quality or dropped connections. This makes it the perfect choice for establishments that require nonstop services, such as hospitals and banks.

That said, VoIP providers are continuously improving their software, and many of the latency and quality issues have been resolved.

Ultimately, the decision between VoIP and PSTN rests on your individual needs. Since VoIP offers a convenient, lightweight, scalable, and cost-effective solution, it is the best option for most. But if you need the reliability and security that some industries require, PSTN might be the better choice.

Benefits of Direct Inward Dialing Tools

You might not see it immediately, but DID services offer several benefits you may not have even considered.

  • Easy Call Management and Routing: Direct-dialing solutions make it easier to manage calls and ensure that they reach the right person or department. This makes it easier for customers to address their inquiries without needing multiple transfers or waiting on hold.
  • Reduced Wait Times: DID services also reduce wait times and the amount of time it takes to transfer calls. This helps establish a better customer experience and strengthens your brand reputation.
  • Cost Savings: DID tools can help you save money in the long run by reducing your need for additional staff and resources. Instead of needing to hire an operator or use a manual system, calls are routed and managed automatically.
  • Advanced Features: Many direct dialing solutions offer advanced features such as automated attendants, call forwarding, and voicemail transcription. These features help streamline the whole process and maximize efficiency.
  • Fits Into Existing Equipment: You don’t need to purchase additional hardware with VoIP. The DID software integrates with existing equipment, so you can start immediately without extra expenses.
  • Flexible Software Solutions: When you combine the power of VoIP, DID, and SIP trunking with smartphone functionalities, you get a flexible and highly customizable software solution that fits any budget.

Improving the customer experience in any way—including easy call routing—comes with a wealth of other benefits as well, including increased customer satisfaction, improved brand loyalty, and higher retention rates.

Getting Set Up With Direct Inward Dialing

Now that you know the basics of direct inward dialing, it’s time to start setting up your own system. From choosing the right provider to selecting the right features, a lot of preparation is involved.

To make things easier, follow these steps:

  1. Decide between VoIP and PSTN: The first decision you need to make is what type of technology you’re going to use for your DID system. VoIP is best for most, but if you’re looking for a more secure and reliable option, then go with PSTN.
  2. Choose a DID service provider: Your next step is to pick out the right DID service provider. Research different providers and compare services, features, pricing plans, and customer support before deciding. Our guide to VoIP providers includes a comprehensive overview of the best DID providers.
  3. Select Your Features: Once you’ve chosen a DID provider, it’s time to choose the features you need. Think about the type of calls you get and how many lines you need for your business. You can also opt for additional features such as voicemail transcription, automated attendants, and call forwarding.
  4. Set Up Your System: After you choose a DID service, you’ll need to set it up. If you choose a VoIP provider, this process will be fairly straightforward. They might even handle the setup and onboarding for you.
  5. Test Your System: Once everything is set up, testing your system is essential. Make sure all the features are working properly, and that calls are routed correctly. This will help ensure a smooth customer experience when you go live.

If you run into any problems along the way, reach out to your DID provider for help. They can usually provide helpful advice and walk you through the setup process.

Final Thoughts About Direct Inward Dialing

Direct inward dialing is an excellent solution if you want to provide a more efficient and cost-effective way of handling customer calls. It offers automated call routing, advanced features, and cost savings that can help you reduce operational costs without compromising quality.

To get started with DID, follow our step-by-step guide and choose the right provider for your business. Then, you can set up your system and start enjoying the benefits of an advanced call routing solution.

Want to know more about VoIP? Check out our guides on optimizing your VoIP network and conducting a VoIP speed test for more information.

Call Routing Starter Guide: Learn the Basics

Nextiva delivers advanced call routing services for small businesses, helping customers’ calls reach the right person faster. New Nextiva customers can receive a 30% discount on call routing and other services.

Inbound calling customers need to connect with the proper person in your business as quickly as possible to keep them engaged and satisfied. The best call routing software can use a set of custom rules to automatically send calls to various people or departments in your company. Years ago, call routing was only available to huge companies, but cloud software opens this capability up to almost any size company.

The 4 Best Business Phone Services for Call Routing

Cloud-based business phone services provide call routing capabilities that can help your company. The best business phone services offer high-end call routing capabilities, giving you the specific routing features you need.

  • Nextiva — Best for most
  • RingCentral — Best for hybrid or remote work
  • GoTo Connect — Best for getting a wealth of features in a basic plan
  • Ooma — Best for small businesses needing an easy setup
Best Business Phone Services for Call Routing

How Call Routing Works

You can set up call routing features when you use business phone service software. The call routing software answers incoming calls to your business. It then sends the calls to a particular person or department in your company based on specific criteria and rules you set up in the software.

Call routing is different from call forwarding. The call routing system uses rules and artificial intelligence to try to send calls to the best possible person in your company to handle that particular call. Call forwarding simply sends the call to a specific person when the first person is unavailable. 

Nextiva call routing landing page
Call routing is a feature in business phone service software that automates the process of determining which person or department should take the call.

Call routing, also called automated call distribution (ACD) or auto attendant, can work in tandem with other aspects of your business phone service software. 

One simple way call routing may work is by having several different phone numbers for customers who call your company. With one number, the call routing software can send the caller to the tech support team. With another phone number, the call router knows to send the call to the sales team.

Another option is to use an auto attendant menu when customers call your general phone number. When the customer selects an option from the phone menu, the system routes the customer to the proper department.

You also can create a call routing system that relies on rules instead of menu selections or unique phone numbers. The call routing system could route the call to a certain person or department depending on things like:

  • Time of the day
  • Day of the week
  • Location of the caller
  • Repeat or new caller

You can set up the rules by which the call routing system will work through the software settings.

Types of Call Routing Systems for Departments

Example of a call routing flow chart showing how a call can move through a company
One of the types of call routing systems can involve creating a flow chart that shows how the call will move through your company.

Beyond sending calls to the right department, the call routing system can manage who within the department will answer each call.

When creating a call routing system, start by deciding what base call routing system you want to use. You then can adjust the rules for that type of system to ensure that it will fit the department’s needs perfectly. The primary types of call routing systems include the following.

  • Idle time: The system would measure which call center team member has been idle the longest. It then would send the call to that team member. Once that team member takes a call, that team member moves to the back of the list.
  • One preferred agent: The system can send the call to one person in the department. If that person is unavailable, the system finds the second person on the department’s list. The process continues until the system finds an available agent.
  • Weighted preferred agent: You can also set up the system to route a certain percentage of calls to a particular person. Other calls would go to others in the department, and you can assign each person to receive a portion of those other calls. This is an excellent way to send more calls to your best-performing team member or give a trainee a smaller number of calls during the learning process.
  • Simultaneous: With simultaneous call routing, the system will ring the phones of everyone in the department at the same time for an incoming call. Anyone can answer it. When you want a sales team to compete for incoming leads, the simultaneous system can encourage team members to answer the phone fast.
  • Circular: When calls come into a particular department in your company, the system passes the calls to team members in a specific order. The system uses an ordered list of team members and sends the call to the person next in line. Once someone receives a call, that person goes to the back of the line. This works nicely for a sales team, so everyone has an equal chance of making a sale on an inbound call.
  • Relationship: When an incoming caller has called in the past, the call routing software can automatically send the caller to the last team member with whom the caller spoke. 

Benefits of Using Call Routing

Animated Nextiva diagram showing a person wearing a a headset routing a call to two other people
Call routing provides benefits for both call center team members in your company and for customers.

Using call routing, even in a small business, can give the impression to customers that you have a far larger organization. When your auto attendant automatically routes the calls to the right person or department, it impresses customers. 

A call routing system can provide several other benefits, too, including:

  • Better customer experience: When customers are able to speak to the proper person or department on the first try most of the time, they have a greater level of satisfaction. 
  • Fewer dropped calls: Even when using the best phone system, the chances of losing a customer call increase when manually forwarding calls. Successful call routing systems should reduce the need to forward calls because the call will be in the right place the first time.
  • Better productivity: Your team members should be more productive because they receive calls appropriate to their skills. Through routing, team members receive fewer calls that don’t fit their skills. They then don’t have to waste time figuring out what the customer needs and which team member should handle it.
  • Fairer treatment: For a sales team, using call routing can create the fairest way to distribute potential leads through inbound calls. For call center team members, the call routing software can ensure all team members receive a similar number of calls throughout the day.
  • Automatic forwarding: With a call routing system in place, you can reduce the number of voicemails a customer must leave. You can set up the system to automatically forward calls to the next person on the list if the first person is busy or out of the office.

Ultimately, the primary advantage of a call routing system is to reduce the cost per incoming customer call for your company. When your team members handle calls more efficiently and customers spend less time on the phone per call, your cost goes down.

Advanced Call Routing Features

Nextiva diagram showing how a call moves through the IVR system
When deploying an IVR as part of your advanced call routing system, customers can use voice commands to self-route their calls.

Although basic call routing systems can improve the customer experience significantly, other options exist. Your company may need advanced call routing features to better handle the types of incoming calls you receive.

One of the most popular options for advanced call routing is an interactive voice response (IVR) system. The IVR uses an automated phone attendant that greets callers to your business and then presents the caller with a list of menu options.

Customers can choose from the menu by pressing a phone button or by verbally describing what information they need. If the caller presses a button on the phone, the IVR system routes the call based on a flow chart you create in the software.

If the caller issues a verbal command, the IVR uses artificial intelligence to decipher the caller’s intent. It then routes the call to the appropriate person or department based on what the IVR believes to be the caller’s need. 

When the IVR system cannot decipher the caller’s verbal commands, it takes steps to reduce routing errors. Typically, it moves the caller from verbal commands to phone button menu options. This forces the caller to make a precise command selection that the system understands.

IVR can even give callers answers to common questions, such as your operating hours, without involving a human team member.

Best Practices for Creating a Call Routing System

Example of a call routing flow chart
To create an efficient call routing system, you may want to develop a flow chart that shows all the possibilities customers may encounter.

Although the right call routing software package can do a lot of the work for you, the system may not be perfect out of the box. Most small businesses will want to customize the call routing system to ensure that it fits their needs and their customers’ needs perfectly.

When customizing the system, you will want to follow some basic steps that represent best practices. These steps can lead to the best possible chance at success with the system.

  • Create a flow chart: A flow chart is a perfect way to visually represent how the call routing system will work. Using a flow chart helps you see areas where problems may exist. Nextiva, for example, offers a Call Flow Builder feature that helps you build the call routing and IVR system visually.
  • Understand the types of call routing: As you plan your call routing system, figure out which type of routing fits your business best. You may find that you need different types of routing for various departments in your company.
  • Use fewer choices: Avoid having several menu choices that customers must listen to in the initial call routing system selection. Customers will experience frustration if you have too many menu choices. Instead, use menus and submenus to have fewer choices at each step. 
  • Seek feedback: After deploying your call routing system, create an option where customers can provide feedback about the system after the call completes. Such feedback may point out areas where customers are experiencing problems.
  • Measure performance: You can use business phone software to measure your call center’s performance. Areas showing improvement can give you confidence that your call routing system is working properly.

Mistakes to Avoid When Creating a Call Routing System

Call routing system problems can lead to frustrated customers and frustrated members of your company. When you are creating a call routing system, use these tips to avoid making common errors.

  • Creating long hold times: When you don’t have enough call routing options, customers may end up on hold for long periods of time. Customers dislike sitting on hold, which means your call abandonment rate could climb. Try to use the call routing system to give customers the ability to connect with a team member as quickly as possible.
  • Ignoring personal information: Many companies use an IVR system to collect personal information about the caller before connecting the call to a human. If you do this as part of your call routing system, make sure your team member can see the information when answering the call. No customer wants to have to repeat giving personal information.
  • Treating it like call forwarding: A successful call routing system is not simply sending calls to a different team member when the first team member is busy. Although it can use elements of call forwarding, your call routing system should go beyond basic call forwarding. It should use the caller’s information to route the call to the proper person intelligently.
  • Refusing to make changes: It would be rare for a call routing system to be perfect the first time you create and deploy it. Even if you do a lot of testing before deployment, you still may have unclear areas for customers. Don’t be afraid to make changes if your customer feedback, performance measurements, or further testing show issues.
  • Not focusing on the customer’s point of view: Any call routing system you create must work well for the customer making the call. As you plan and develop the system, always focus on how the customer will use the system. Make things as easy as possible for the customer, and you’ll have a better chance at success.

Final Thoughts About Call Routing

If your call center employees are constantly manually passing customer calls from person to person, your call center’s efficiency is lacking. Additionally, those people calling your company have a greater chance of becoming frustrated when they don’t receive a quick answer to the problem from the first team member.

Your customer support resources can benefit tremendously from using call routing features inside business phone services software. More efficient routing gives your team members a better working experience and saves you money.

In our Nextiva review, we pointed out its strong call routing features. Other cloud software packages that are part of our best business phone services list also perform well in call routing. Using call routing capabilities should provide a better experience for customers and employees.

HelloFax Review

Faxing seems outdated to most people, but many businesses still rely on online faxing even today. Online fax services help receive and send crucial communications from anywhere, allowing users to retrieve old faxes with a simple search. 

HelloFax provides an easy, reliable, and seamless online faxing experience. It is an ideal solution for small businesses with cloud storage needs. HelloFax is one of our top recommendations for online fax services. Read on to find out why.

HelloFax logo

HelloFax Compared

HelloFax did make it to our top list of the best fax services. While it is an excellent option to consider, the best online fax service for the majority of our readers is RingCentral Fax because it is easy to set up and simple to use. Try its Fax 1500 Package for free to make an informed decision for your business

  • RingCentral Fax — Best overall
  • eFax — The most popular online fax service
  • Ooma — Best online fax and phone service bundle
  • MetroFax — A best mobile app for online faxing
  • Nextiva — Best standalone online fax service
  • iFax — Best enterprise fax solution
  • FAX.PLUS — Best for offices that fax occasionally
  • MyFax — Best online fax service for personal use
  • HelloFax — Best for small teams and cloud storage integration
  • FaxZero — Best for faxing a few pages
  • Sfax — Best HIPAA-compliant online fax service
  • Biscom 123 — Best email-to-fax service

For more info, read our in-depth analysis of these platforms.

About HelloFax

HelloFax offers exceptional fax services to businesses in various industries. It has a smooth and easy-to-follow user interface that even beginners can intuitively use. The unique feature that helps it stand out among the other online fax services available in the market is the cloud storage integration feature. Additionally, its teamwork feature makes it especially ideal for small business owners. 

The service works really well with OneDrive, Box, Google Drive, and Evernote. It offers users seamless access to files irrespective of where they are. 

Moreover, it has a built-in editor that makes dealing with extensions or attachments easier. The Free Plan, with five fax pages, several integrations, international coverage, and secure cloud storage, is beneficial for small businesses with limited faxing needs looking for an affordable solution. It offers a few paid plans starting at $8 per month.  

HelloFax Health and Stability

Even though HelloFax was created recently and is one of the newest companies to enter the online fax market, it has made its mark and stacks up really well against its competitors. It was founded in 2010 by Joseph Walla and was launched inside of Y Combinator but received special attention after investment from Google Ventures. The modern design of its website and the backing of Google has made HelloFax a popular and go-to company in the online fax industry. 

Another unique feature of HelloFax that helped it gain significant visibility in a short span of time is the electronic signature process. To expand its e-signature services, HelloFax launched a sister company called HelloSign. 

Previously, it claimed to be HIPAA compliant. However, in 2013 it took the claim off of its benefits pages. So, it’s unclear whether it now complies with the Health Insurance Portability and Accountability Act. 

Since the launch of HelloFax, its user base has continued to grow and is predicted to grow even further. Therefore, it is safe to conclude that HelloFax is here to stay for a long time as a unique online fax service. 

HelloFax Pricing

HelloFax has various pricing plans, each offering slightly different features. Unlike other online fax service providers, HelloFax groups ‘sent’ and ‘received’ faxes count together in the monthly allowance. Many users believe it is better than counting the sent and received faxes separately in a month.

HelloFax provides various payment plans, each with a different number of fax pages per month. All paid plans come with a 30-day free trial and discounted rates for annual contracts. Moreover, all its plans also offer several integrations, international coverage, secure cloud storage, and the freedom to edit and sign faxes. Each paid plan provides an additional feature at a slightly higher cost.   

Contact its sales team and learn about additional plans and features before making your final decision.

HelloFax Pricing Structure

For HelloFax, the pricing of each plan depends upon the number of features or services offered in each package. The company also has regular limited-time offers and discounts, so keep an eye out for them. Some primary services provided in all the plans include integration with Dropbox, Google Drive, and Microsoft Word. Not to mention, users can also edit and sign specific faxes and get cloud storage and security.   

Each pricing plan has a different fee based on the number of fax pages and the number of senders. Moreover, each progressive plan offers a few additional advanced features. Users also offered a free trial of each package before making a paid commitment.

The three paid plans offered by HelloFax include:

  • Home Office Plan costing $9 per month
  • Professional Plan costing $19 a month
  • Small Business Plan costing $39 per month

HelloFax gives a slight discount to users billed annually. If the featured services don’t fulfill the requirements of your business, you can always request a custom plan with additional benefits at a slightly higher cost. The final price quote depends on the number of services you request. Overall, each service can provide more value to your business. You may request a discount for a bundle of services. 

HelloFax also offers a Free Plan, but it is a limited plan and is only beneficial for users planning to send a five-page, one-time fax. You’ll need to invest in a Home Office Plan to access greater fax capacity and some advanced features. 

HelloFax Pricing Comparison

HelloFax offers many services to its clients, individuals or small businesses. However, its pricing plan is mid-tier, and other fax services offer similar features at a lower price or provide more features at a similar cost.

For example, Nextiva is regarded as the best stand-alone online fax service provider. Its most basic Essentials Plan costs only $10 per month on an annual payment and provides 550 fax pages. 

Almost all fax service providers offer a discounted rate on annual payments, and the discount percentage varies from platform to platform. For example, eFax and MetroFax provide a 17% discount on yearly costs for a plan.

FAX.PLUS has one of the most affordable Basic Plans, costing only $6.99 a month and providing 200 monthly fax pages and unlimited secure fax storage. MyFax offers 100 fax pages per month for $10, and it provides unlimited lifetime fax storage and 24/7 dedicated customer support.

Every service has a unique and specifically designed plan for its users. There is a considerable variation in the prices of different subscription plans offered by various services. The features provided in the Basic Plan of one platform are often different from the features offered by another platform’s Basic Plan. Therefore, the price also varies based on the number of services or features being offered.

HelloFax Trials and Guarantees

HelloFax is a strong platform with various integrations and cloud storage options. It has an easy-to-use interface that helps send occasional faxes without any problem. Many businesses trust HelloFax to fulfill their faxing needs, proving that several businesses still actively utilize fax for communication. 

HelloFax offers secure cloud storage and electronic signature in its Free Plan. It gives users the space to get the hang of the platform and helps them decide whether they want to continue using it. 

The company also runs different limited-time discount offers throughout the year. So, keep checking to get a higher discount for trying out their paid plans. Moreover, you can contact the customer support service to understand the purpose and benefits of provided services.

Get started today with a free trial.

HelloFax Online Fax Service Review

There are several better online fax service providers present in the market today. However, HelloFax is only fractionally behind them in terms of services, which it compensates for by offering a Free Plan, a one-of-a-kind electronic signature, and many other advanced features and services.

Our research also suggests that HelloFax is ideal for small teams and businesses. Enterprises can manage teams of users, convert their existing fax numbers, and utilize robust integration with cloud storage services like Dropbox, OneDrive, and similar services. To see how HelloFax’s online fax services stack up against some of its top competitors, read our comparison of the best online fax services.

What Makes HelloFax Online Fax Service Great

Screenshot from HelloFax webpage with header that says "Faxing, evolved" and descriptions of the following features: Confidential and secure, Customizable, Paperless, Access from anywhere
HelloFax provides top-notch security by ensuring your fax transmissions are encrypted and confidential.

Strong security: Technological advancement and hacking has increased the importance of software security more than ever. HelloFax fulfills this demand and provides top-notch security. It offers 256-bit AES encryption on its platform servers. 

Moreover, HelloFax doesn’t collect user data; even if it collects limited information, it doesn’t store it. It also doesn’t store the contents of the fax. It offers transport layer security that secures faxes in transit and allows users to contact customer service anytime to delete all stored data.

User-friendly interface: HelloFax has a simple and easy user interface. Its login displays a simple menu with various options allowing you to see your fax history. It also enables you to invite additional users and create a team from the dashboard in a few clicks.

Cloud storage integration: This unique feature is rarely offered by other fax services. It allows integration with cloud storage services, including Evernote, Google Drive, and DropBox. Moreover, its add-on for Google Docs makes sending a fax from within a document easier.

Where HelloFax Online Fax Service Falls Short

Screenshot from HelloFax webpage with header that says "Send and receive faxes online" with a box showing how you can add a recipient to your faxes
HelloFax’s intuitive interface makes it easy to start sending faxes today.

Limited customer service: HelloFax offers customer support over email but only during specific hours. The company’s website has excellent video guides to help users deal with any problems. However, these resources don’t compensate for the lack of phone and live chat support.

No mobile app: HelloFax doesn’t have a mobile app for either iOS or Android, and most of its competitors have an app that lets users edit, sign, send, or simply view faxes on the go. Keeping modern user expectations, a mobile app is a crucial functionality, and the lack of one can significantly reduce the usability of a company’s services. 

Lack of cover sheet customization: The fax cover sheet is a sheet of paper attached to a fax document for sharing confidential information. This sheet is used for professional purposes and mostly contains the user name, fax number, and a few other details. HelloFax doesn’t allow users to customize or edit these sheets, which is a drawback.

HelloFax Online Fax Service Compared

While HelloFax is an excellent option, the best online fax service provider for most of our readers is RingCentral Fax because it’s easy to set up, affordable, and simple to use. Moreover, it offers the feature to schedule faxes and allows users to send faxes from all types of devices.

  • RingCentral Fax — Best overall
  • eFax — The most popular online fax service
  • Ooma — Best online fax and phone service bundle
  • MetroFax — A best mobile app for online faxing
  • Nextiva — Best standalone online fax service
  • iFax — Best enterprise fax solution
  • FAX.PLUS — Best for offices that fax occasionally
  • MyFax — Best online fax service for personal use
  • HelloFax — Best for small teams and cloud storage integration
  • FaxZero — Best for faxing a few pages
  • Sfax — Best HIPAA-compliant online fax service
  • Biscom 123 — Best email-to-fax service

Final Verdict

Fax continues to be an important communication tool for many businesses today. Online fax service providers offer businesses a more convenient alternative to traditional fax machines. These services allow users to send faxes from phones, desktops, and tablets. There is an ideal fax service for the specific needs of each type of business.

HelloFax has been in the market for a relatively short time but has shown exceptional performance and potential for growth. It stands out from the crowd because of its unique features, user-friendly interface, robust security, and cloud storage integration. Therefore, HelloFax is here to stay for a long time.

How To Fax Over the Internet in 6 Simple Steps

Want to get started with WiFi faxing immediately? RingCentral is the best online fax service for most businesses. Click here to start a 30-day free trial of RingCentral now.

Many believe faxing to be outdated and obsolete. And although the fax machine now has its place in technological nostalgia, the need to send documents securely over the internet remains. The good news is that you can now leverage modern technology to fax without a fax machine.

Faxes are still the go-to method of sending important documents quickly and securely. With the internet, you can now send them directly from your computer.

In this article, we give you five simple steps to get started.

How to Fax Over the Internet in 6 Simple Steps

The 12 Best Online Fax Services for Sending Faxes Over the Internet

Every online fax service is slightly different, and the one that’s right for you will depend on your communication needs. To help you find the best online fax service for your business, we’ve tried and reviewed the 12 best online fax services to make it easier for you.

  • RingCentral Fax — Best overall
  • eFax — Most popular online fax service
  • Ooma — Best online fax and phone service bundle
  • MetroFax — Best mobile app for online faxing
  • Nextiva — Best standalone online fax service
  • iFax — Best enterprise fax solution
  • Fax.Plus — Best for offices that fax occasionally
  • MyFax — Best online fax service for personal use
  • HelloFax — Best for small teams and cloud storage integration
  • FaxZero — Best for faxing a few pages
  • Sfax — Best HIPAA-compliant online fax service
  • Biscom 123 — Best email-to-fax service

Send Faxes Over the Internet in 6 Easy Steps

Without the need for paper, ink, a phone line, or a fax machine, sending faxes has never been easier. Here are six steps to take to start sending faxes via the internet.

  1. Choose the best online faxing service for your needs
  2. Set up the service with your chosen provider
  3. Get up-to-date on online faxing best practices
  4. Compose your documents and prepare them for sending
  5. Start sending and receiving faxes
  6. Manage your sensitive documents and properly store your records

Step 1: Choose the best online faxing service for your needs

If you want to send faxes over the internet, there are several different options for doing so. But they aren’t all created equal.

There are several reasons to use an online faxing service:

  • Ease of Use: You don’t need a fax machine, phone line, printer, or extra hardware. All you need is a subscription to your chosen software provider and a WiFi connection, and you’re ready to start.
  • Security: Online faxing is a secure and reliable way to send documents online. The data transmission is encrypted, which makes it almost impossible for hackers and unauthorized users to intercept your information.
  • Cost Savings: Using an online faxing service saves money on hardware and recurring phone line costs. You also save time, as you don’t have to wait for the document to print out and be physically sent via a fax machine.
  • Going Green: You can send and receive faxes without paper or ink. Since it is much less resource-intensive than traditional methods, online faxing is a great way to reduce your environmental footprint.

But the right faxing service for you will depend on the size of your business and its needs. Take some time to research the different options available and decide which one best suits your requirements.

RingCentral Fax homepage
RingCentral makes it easy to start sending faxes over the internet today.

To choose the right vendor for your needs, consider the following:

  • Assess your faxing needs. Knowing the volume of documents you need to send and the level of security required is vital. If you send sensitive documents (e.g., healthcare records), you’ll need a HIPAA-compliant service like Sfax. You’ll also want to consider the industry you’re in and the specific features that are important for your business.
  • Look at the features offered. Different providers have different features like cloud storage integration, mobile app support, and recurring faxes. If your company already uses VoIP phone services, you may want a fax/phone bundle like Ooma.
  • Compare costs. Prices vary widely between vendors, so compare to find the best deal for your budget. If you plan to use the service less, you can use a per-fax pricing plan. If you plan to use it more than a few times a month, you’re probably better off paying for the monthly service.
  • Look at multiple vendors. It’s important to shop around and evaluate multiple providers to find the best fit for your business.
  • Read user reviews. Online faxing services can be hit or miss, so read what other customers have to say before making your decision.

Once you’ve chosen the right provider, you can set up your service and send faxes in no time.

Step 2: Set up the service with your chosen provider

Once you’ve decided on a provider, setting up the service is easy. All you need to do is sign up for an account and configure the settings.

Most providers offer both a free trial and a paid plan, so you can test out the service before committing to it.

If you opt for a paid plan, the setup process usually involves verifying your credit card information and signing up for a subscription. Most providers also allow you to test out their services with a limited number of faxes during the trial period.

When you sign up for a service, you will also get a dedicated fax number, which you can use to send and receive faxes.

Once your account is set up, you can access the provider’s dashboard and start sending faxes over the internet.

Step 3: Get up-to-date on online faxing best practices

When it comes to online faxing, there are some best practices that you should be aware of.

Make sure that your computer is protected by up-to-date anti-virus software. As the documents you’re sending and receiving are sensitive, you don’t want them to be exposed to malware or viruses.

When you’re sending documents, make sure to encrypt them. This adds an extra layer of security and makes it much harder for unauthorized users to access your information. To do so, you will need to use a secure file format like PDF.

Delete any sensitive documents that you no longer need. As online faxing does not require a physical paper trail, it’s important to make sure that all sensitive information is securely deleted once you no longer need it.

Be aware of security risks. Online faxing is a convenient way to send documents, but missent information, lost data, and hacking can all be real risks. To protect your data, make sure to keep track of who you’re sending documents to and confirm with the recipient that they’ve received the documents.

Have a backup plan for emergencies. Make sure that you have a backup plan in case your provider experiences technical issues or outages.

Step 4: Compose your documents and prepare them for sending

Creating your faxable document is easy. Most fax services allow you to upload documents from your computer or drag and drop them into the online service.

Depending on the document type, there are several different ways you can do this:

  • Branded PDF Files: Larger companies have branded PDF files that they use as templates for faxes, which you can easily upload to your fax service.
  • Word Documents: Word documents are the simplest type of document to send and receive. Simply save your file as a PDF and upload it to the fax service.
  • Images: If you need to send an image, make sure it is in a high-resolution format like JPG or PNG.
  • Fill-In Forms: Forms that require filling in can be scanned and uploaded as a PDF to the fax service.
  • Private Records: Especially for sensitive documents (e.g., medical records, tax forms), make sure to encrypt the document before sending.

The process for composing your faxable documents will be different depending on what exactly they are. But in general, you should make sure that the documents are small enough to be sent as one fax.

If you’re sending a document from an online source such as Google Docs or Microsoft Word, you should make sure to download it in a PDF format first. This will help ensure the integrity of your files and reduce file size.

Once you’ve downloaded the document, you can then prepare it for sending by adding a cover page. A cover page is like an envelope for your fax and will help to ensure that the recipient knows what documents you’re sending them before they even open the file.

Step 5: Start sending and receiving faxes

After you have prepared your documents, you can start sending and receiving faxes.

Faxing wirelessly and faxing over the internet are fairly similar—both processes involve sending documents through the web. When you are faxing over the internet, your documents will be sent via an online protocol such as FTP or secure file sharing. This means that they won’t be transmitted through a physical phone line like traditional faxes.

There are two ways to send faxes over the internet:

  • On your mobile phone
  • Via a computer or laptop

If you choose to send a fax from your mobile phone, you can use your providers for iPhone or Android to do so. Alternatively, if you’d rather send a fax from your laptop or computer, there are several online services that offer faxing solutions. Usually, you will also have the option of sending it to their email address.

In any case, you will need a secure WiFi connection to send the fax successfully.

When you’re ready to send a fax, all you need to do is enter the recipient’s fax number, upload your documents, and hit send. Depending on your provider, you may even be able to send multiple files in one instance.

If you’re expecting faxes from other people, simply provide them with your online fax number and let them know where they can find the documents they need to send.

Once a fax has been successfully sent, you’ll receive an email notification. This is especially helpful if you’re trying to keep track of important documents and make sure that they have reached the intended recipient.

And once a fax has been received, you can easily view or print it from your online account.

Step 6: Manage your sensitive documents and properly store your records

Data privacy is important to your company and the people you work with. Thus, using a strong encryption system is essential to keep your sensitive documents secure. This will help protect the information from unauthorized access and prevent any data leakage or hacking attempts.

There are several different types of encryption you can use, such as AES, RSA, and PGP. Each of these systems will protect your documents with a unique key that only you know.

Also, make sure to store your faxed records properly. Depending on the nature of the information in them, you may need to store them for a set amount of time. You can easily keep track of all your records using an online document management system. This will help you easily access them should you ever need to refer back to them in the future.

You should also organize them so you can easily find them when you need them.

Final Thoughts About Sending Faxes Over the Internet

Although fax machines are a thing of the past, the use of fax technology has only become more commonplace in the modern office—especially with the rise of digital documents. This is why learning how to send faxes over the internet can be so helpful in helping you stay organized and efficient.

When setting up online faxing for your business, make sure to choose a reliable provider that suits your specific needs and take the necessary steps to protect your sensitive documents. And most importantly, make sure to follow the steps outlined above for a successful experience.

How To Remove Yelp Reviews in 6 Simple Steps

WebiMax is the best online reputation management company to remove Yelp reviews, helping you maintain a positive public image. Get your free proposal to get started today.

As a business owner, online reviews make or break your business, as many customers take them as the gospel. Negative reviews are detrimental to your business’s survival, especially when they appear on a popular platform like Yelp.

Unfortunately, you can’t log in to your business account and remove negative reviews—they have to meet certain conditions.

If your business has received negative Yelp reviews you believe are unfair, fake, or violate Yelp’s community guidelines, we’ll walk you through the steps to handle them professionally and maintain a positive online presence.

How to Remove Yelp Reviews in 6 Simple Steps

The 11 Best Online Reputation Management Companies for Removing Yelp Reviews

Removing Yelp reviews can be tedious, so why not hire professionals to take care of it? Here are some of the best online reputation management companies specializing in social reputation management that can help you get that perfect Yelp rating—faster.

Remove Yelp Reviews in 6 Easy Steps

Technically, you can remove a review on Yelp. But you can’t do it by yourself, and only Yelp can eliminate reviews from its platform.

WebiMax is a notable online reputation management company that can help. After analyzing and identifying reviews violating Yelp’s guidelines, the company will submit your case to Yelp on your behalf, facilitating removal.

Here’s a step-by-step breakdown of how to remove Yelp reviews:

  1. Claim your Yelp business profile
  2. Understand the grounds for removal
  3. Submit a removal request to Yelp
  4. Politely respond to the reviewer
  5. Know when to hire an online reputation management company
  6. Prevent future negative reviews

Step 1: Claim Your Yelp Business Profile

If you haven’t already claimed your business profile on Yelp, follow these steps:

  1. Go to Yelp for Business.
  2. Type in your business name. If it’s listed, click on it. If it’s not listed, click Add to Yelp for free.
Yelp for Business signup page
It’s easy to create a business account on Yelp.
  1. Enter your business information and email address to create your account.
  2. You’ll get an email or call to the number listed on your page with the verification code. Use the code to verify your Yelp account.

If you’ve already claimed your account, move on to Step 2.

Step 2: Understand the Grounds for Removal

The easiest way to remove a Yelp review is by proving it’s “questionable.” 

How do you do that? By showing the Yelp team that the review does one of the following:

  • Violates Yelp’s content guidelines. Yelp doesn’t approve content that’s inappropriate, irrelevant, promotional, or violates someone’s privacy or intellectual property. This includes the following:
A dropdown of reasons for why you want to report a Yelp review
Review the reasons why you might want to report any review for your business to see which fits your situation best.
  • Is fake. Yelp is quick to detect and remove spammy reviews (content posted multiple times from different accounts or several reviews from the same IP address). It also dismisses impersonations (reviews expressing views of someone else other than yourself) and conflicts of interest (reviewing your own business).
  • Is “not recommended.” Yelp has innovative recommendation software that auto-filters reviews based on certain factors such as unreliability, poor quality, and questionable user activity. The platform will filter if a negative review on your Yelp profile is not recommended. Note that these reviews aren’t displayed on your profile and hence don’t affect your rating.

Step 3: Submit a Removal Request to Yelp

If you find the negative review meets Yelp’s grounds for removal, you can submit a request to remove the review.

Here’s how to go about it:

  1. Find the review. Click Reviews on the left-hand side of your business page dashboard. Sort through all past reviews to locate the one you want to be removed.
  2. Report the review. Click on the three dots on the right-hand side of the unwanted review. From the list of displayed options, select Report Review. Note: if you‘re reporting the review on a desktop, the Report Review button will look like a flag. Click on it.
  3. Mention grounds of removal. Select the appropriate reason to report the review and provide any additional information if requested. Provide necessary evidence, such as a screenshot or link to the review, to support your claim.

After submitting a removal request, Yelp moderators will evaluate the unwanted review to determine if it indeed violates their guidelines. Be patient as it can take a few days before you see results. 

You may have to follow up with Yelp’s service team. If you don’t receive a response within a reasonable timeframe (a good rule of thumb is after a week), email them again to ensure your request is being considered.

Step 4: Politely Respond to the Reviewer

The Yelp moderator may decline your request. 

In this case, your next step should be to message the reviewer privately to work things out. The idea is to make amends, help resolve the problem, and take charge of the situation so that the reviewer themselves edit, update, or remove their review. The following are some tips to strategically respond to a negative Yelp review:

  • Be prompt. Don’t ignore negative reviews, and try to respond within 24-72 hours of posting. Avoid being defensive or retaliating. You don’t want to appear like an uncaring company that doesn’t value its customers. 
  • Be personable and positive: Address the reviewer by their name and acknowledge their concerns. Even if it’s not your fault, apologize with the intention of preventing escalation. Then respond with useful information that shows you care about their feedback.
  • Be proactive. Ensure your response provides the reviewer with an effective solution that resolves their issue quickly. If there has been a miscommunication or misunderstanding, politely let them know. 

Here’s a great example of a restaurant owner’s response to a dissatisfied customer:

A one-star review from a customer with a response from the business owner apologizing and offering a free meal voucher
Responding to a customer review shows you care about the customer experience and want to improve.

Remember, other Yelp users may potentially see your response. See this as an opportunity to bring in more business, and not to drive customers away with an overly aggressive or defensive retort. And your proactive approach may impress the reviewer enough for them to remove or change their review.

Step 5: Know When to Hire an Online Reputation Management Company

If you don’t agree with Yelp’s final decision and didn’t find luck reaching out to the reviewer, you can ask for a re-review for further consideration. 

Admittedly, it’s likely Yelp moderators will agree with the previous ruling. But if you make a strong and compelling case for it to be reversed, they can reverse positions. Since this will be your only chance to make an argument, we recommend bringing out the experts to handle this for you.

WebiMax reputation management webpage featuring snippets on how its service can help stop bad reviews, manage reviews on a dashboard, and get more reviews
WebiMax is a top online reputation management company and can help with far more than just removing Yelp reviews.

WebiMax has been a leader in online reputation management for decades. Not only can the company help you bury negative reviews with positive ones, but it can also remove them altogether. 

The company will give you a report showing all the negative content on your Yelp profile, along with the estimated time to remove each one. If this sounds like something you’re interested in, you can get a quote and have WebiMax fix your online reputation.

Step 6: Prevent Future Negative Reviews

While this is not technically required to remove a Yelp review that already exists, you must have an action plan to prevent future negative reviews. This will help you maintain a positive image in the long run.

Here are some tips to enhance your reputation management strategy:

  • Take a long, hard look at your product or service. Brainstorm ways to make them better and deliver better customer experiences.
  • Actively work to improve your customer service to resolve bad experiences before they‘re published online.
  • Encourage existing customers to leave positive reviews on Yelp and other social platforms.
  • If you decide to hire an online application management company, have them regularly monitor your online reputation and catch negative reviews early.

Final Thoughts About How to Remove Yelp Reviews

The first step to removing a Yelp review is understanding the grounds for removal. If you find a negative review doesn’t meet Yelp’s community guidelines, submit a removal request or hire an online reputation management company to do it on your behalf. Alternatively, you can respond to the reviewer acknowledging their experience and helping them resolve their problem.

Softphone Starter Guide: Learn the Basics

Nextiva is our top pick for the best cloud-based phone systems because of its enhanced ability to manage high-call volumes and incredible UCaaS offerings. Give Nextiva a try today.

If you’re considering switching to VoIP, chances are you’ve heard of softphones or software telephones. But you may not fully understand what they are or how they work. And that’s totally okay—it’s why we’ve created this guide.

Whether you‘re an SMB owner or an IT manager looking to implement a softphone into your business, we’ll tell you everything you need to know to get started, including how it works, its advantages, and potential drawbacks.

The 15 Best Cloud-Based Phone Systems

If you’re looking for a reliable softphone provider, check out our best cloud-based phone system guide to make the right choice.

  • Nextiva — Best All-Around Cloud-Based Phone System
  • RingCentral — Best for Hybrid or Remote Work
  • Ooma — Easiest Setup for Small Businesses
  • Zoom — Affordable Call Monitoring
  • Dialpad — Most Flexible
  • GoTo Connect — Easiest Call Flow Manager
  • 8×8 — Best for Global Companies
  • Avaya — Best for Toll-Free Phone Calls
  • Google Voice — Best for Solopreneurs
  • Grasshopper — Best for the Basics
  • OpenPhone — Best for Multiple Numbers
  • Aircall — Most Unique Call Management Features
  • 11Sight — Best for Sales and Marketing Teams
  • Net2Phone — Best for Reception Management
  • Webex — Best for Hardware Integration

What is a Softphone?

A softphone is an installable desktop and mobile phone app that lets you communicate over the internet. It functions much the same way as a regular phone app.

Users can dial numbers to make calls and access their VoIP features (do not disturb, voicemail, and auto-attendant) and other traditional features, such as mute, hold, and transfer.

A softphone is similar to a traditional phone in terms of functionality but has a more flexible setup and greater accessibility. Depending on the softphone provider you select, you can have an entirely cloud-based solution that gives you anytime-anywhere access, as long as you have a stable internet connection.

Softphone vs. Hardphone

Softphones and hard phones are the two types of VoIP devices. A hard phone is a physical, dedicated device that resembles old-school telephones but works through VoIP.

Here’s a quick comparison between the two:

Interface

Hard phones have physical buttons to serve as a dial pad, but they may also have a touchscreen with a full GUI. Softphones are software-based and have GUI elements.

Ease of Use

This depends on your personal preference.

If you’re familiar with traditional phone systems, you’ll find hard phones easier to use. If you’re familiar with software programs, softphones will feel more user-friendly. However, the latter typically involves some level of onboarding or training as opposed to a hard phone.

Call Quality

Both hard phones and softphones need a stable internet connection to work. But the former may have a slight edge over the latter when it comes to calling quality, being a dedicated device for handling calls. A softphone may suffer from sharing system resources with other software.

Deployment

Hard phones are slower to implement when done on a company-wide scale. Plus, you’ll have to purchase new physical hardware. Contrarily, softphone deployment and maintenance is quicker and easier, and it doesn’t involve purchasing additional equipment.

Costs

Hard phones are more expensive than softphones. They require physical hardware (for instance, a handset receiver and a base with a display, buttons, and a camera). On the other hand, the fact that no new hardware has to be purchased, except maybe a headset if needed, makes softphones less expensive.

How Does a Softphone Work?

To use a softphone, you’ll need a desktop computer/smartphone/tablet and a VoIP headset or microphone and speaker on your device for superior audio quality.

Generally speaking, a softphone works like any other phone. You open the app, dial a phone number, wait to be connected to the person you want to call, and that’s it. The only difference is that instead of dialing a physical keyboard, you’ll dial on a virtual one provided on the app on your cell phone or computer.

RingCentral webpage for how to use a softphone
Companies like RingCentral make it easy to record calls using your softphone.

Companies like RingCentral make it easy to record calls using your softphone.

During a VoIP call, your voice is converted into digital data through a codec. This data, known as “packets,” is then transmitted as a binary code between devices. The packets are then “decoded” back into the original voice at the receiving end, which the recipient can hear. 

Another technicality to keep in mind includes the endpoints of both your and the recipient’s devices supporting the same VoIP protocol and each having at least one common codec. Otherwise, the softphone won’t be able to communicate.

What are the Benefits of a Softphone?

If you are still wondering whether a softphone would make the right choice for your business, consider the following benefits to understand why they are growing so rapidly:

Cost-effective

For small businesses, making VoIP calls on a softphone is typically (much) cheaper as you don’t have to pay for expensive hardware. You can make international calls at a fraction of the cost of the general fees associated with making an international call.

Versatile

Being a software-based tool, a softphone runs on many types of devices, including iOS and Android smartphones, as well as Mac and Windows desktops. As long as you have a data connection, there’s no place you can’t stay connected with your team. This makes softphones ideal for businesses with multiple office locations, frequent travelers, and telecommuters.

Offers Multiple Integrations

Softphones offer multiple integrations with various business tools, expanding the capabilities of your teams. 

Because they do not require hardware, you have the option to enhance their functionality through integrations. For instance, integrating the softphone with messaging software allows your employees to send instant messages, and integrating with a CRM can provide access to important customer information like contact details and email addresses.

Private

With a softphone, you can answer calls from a mobile device without having to sync your personal contacts and information. Any calls you make on the app will show your business number and not your phone number.

So if you have a BYOD policy (bring your own device) for your organization, you won’t have to worry about compromising staff privacy.

Portable

Softphone apps allow you to take your communication with you, enabling 24/7 employee connectivity.

You and your team can take on calls from any device without being confined to your desk. Further, you can keep tabs on all communications and respond to colleagues quickly through text or video call where ever you go.

What are the Drawbacks of a Softphone?

Like two sides of a coin, you must also deal with certain drawbacks to using a softphone. Here’s a quick list:

Internet Connectivity Mandate

Softphones need an internet connection to function. If your internet connection is weak or drops out, you may experience disruptions in your phone service.

Compatibility Issues

Though versatile, softphones are not compatible with all devices and operating systems. 

Security Concerns

As with any software transmitting data over the internet, a softphone poses a risk of security vulnerabilities. You must ensure to use a reputable softphone provider and regularly update your software to protect your business and team members against potential security threats.

Large Upfront Costs

Softphones are a cost-effective solution for businesses, but they may require substantial upfront costs for purchasing or subscribing to the software. Let’s not forget to account for the ongoing costs of internet service and maintenance.

Overall, while softphones offer many benefits, you should also consider the potential drawbacks against your business needs and budget before deciding if a softphone app is suitable for you.

What are the Key Features of a Softphone?

Softphones provide a variety of features that can be tailored to your needs. Ideally, you will want a mix of basic and advanced features. Some key features to consider in a softphone include:

Instant Messaging

Softphones offer instant team chat messaging to facilitate real-time communication and collaboration, eliminating the need for email. Users can create private and public channels for different teams, departments, or projects and easily transition from chat to audio or video calls with a single click.

File sharing, real-time notifications, and whiteboarding are other collaborative features to improve team communication and productivity.

Call Waiting and Call Holding

Call waiting alerts agents when they have an incoming call while they are already on a call. This can help them prioritize more important calls. If an agent needs to take a second call, they can put the current caller on hold and transfer the call to another available agent. To avoid keeping callers on hold for extended periods, consider additional features like call queuing or customer callbacks.

Audio Conferencing and Call Bridge

Softphone users can participate in conference calls. Typically, 10-40 users can join a single session by clicking a link or dialing a phone number. A call bridge (a phone line that connects all participants) is another way for multiple people to join a conference call, regardless of their location. 

Call Forwarding

Call forwarding allows softphone systems to auto-forward calls to multiple phone numbers if the initial call goes unanswered. This increases the flexibility of the phone system.

For instance, you can get calls forwarded from an agent’s desk phone to their personal cell phone or through their home phone number and then to the department queue to connect them with an available agent.

Call Routing

Call routing directs inbound calls to the ideal agent based on predetermined criteria and calls flow path.

This way, the caller is immediately connected to an agent most suitable to help them out, cutting down on caller wait time. This system also prevents individual agents from being overloaded with calls while other agents hardly attend calls, ensuring an equal division of calls.

Voicemail

Admittedly, voicemail is a standard telephone feature. But modern voicemail offers several amazing features to boost functionality.

For instance, softphones facilitate voicemail audio files, pushing them directly to user emails or as push notifications. You can even request transcriptions, so it’s easier for your team to review and understand content in case making a call isn’t possible.

Contact Sharing

Softphone app users can subscribe to company contact lists and share their own contacts with coworkers. This is a particularly handy feature to boost productivity by allowing employees to find client contact details faster.

Auto-attendant and IVR

IVR (interactive voice response) is a type of interactive call menu that directs calls to the correct agent based on the caller’s answers to pre-recorded questions. Think of “Press 1 to learn more about your current account status. Press 2 to speak to our customer support agent.”

Callers can respond to auto-attendant or IVR prompts via the touchtone dialpad or by simply speaking.

Final Thoughts About Softphones

Softphones are a convenient and cost-effective way for businesses to manage their phone communication. 

By using these apps to make and receive calls, you can save on the cost of traditional hardware-based phones and enjoy advanced features, such as call forwarding and voicemail. That said, don’t forget to consider the potential drawbacks before deciding if it’s the right solution for your business. 

In case you need more help choosing a softphone provider, look at our guides for the best business phone services and the best office phone systems.

TextMarks Review

Although email marketing is thriving, SMS marketing has swiftly become just about as popular. TextMarks provides a simple way to send out mass text messages to generate leads, share information, or offer promotions to customers.

TextMarks assists various industries with its easy-to-use mass text marketing tool, including nonprofits, education, and healthcare. Depending on your plan, you can send unlimited messages with as many custom keywords as needed per month.

TextMarks logo

TextMarks Compared

TextMarks did not make our top list of the best business text messaging services. SimpleTexting is our top suggestion for most businesses because of its versatility, allowing for everything from mass marketing to two-way texting. Try SimpleTexting free for 14 days.

  • SimpleTexting – Best texting service for marketing and sales
  • Textedly – Best for bulk texting
  • OpenPhone – Best for unlimited calling and texting
  • Podium – Best for text-to-pay
  • Sendinblue – Best for texting combined with email services

Learn more about our picks for the best business text messaging services

About TextMarks

TextMarks is a text messaging marketing platform prioritizing mass SMS communications. It also lets businesses create text campaigns for customers to text for more information or text keywords to garner a specific SMS action from your business. 

TextMarks’ offerings are suited for businesses in a wide range of industries, like real estate or event planning. Whether you want to enhance customer communications or build a solid lead generation system, TextMarks software could bridge the gap between your business and your audience.

TextMarks Health and Stability

TextMarks Inc. is a California-based company founded in 2007. It’s holding firm in the business texting market 15 years later, although its website still appears to be that old. Still, appearances aside, TextMarks earns over $206,000 of revenue per employee, with an impressive $6.5 million of annual revenue, according to Kona Equity data

The company’s downfall is that it lacks the transparency today’s customers rely on to make sound business decisions. There’s virtually no information about TextMarks as a company on its website, including who’s behind it and how it came to be, which differs significantly from competitors like SimpleTexting and Textedly.

Still, TextMarks’ overwhelmingly positive customer reviews and solid revenue data lead us to believe that its immediate future still looks promising. However, we aren’t 100% confident that longevity will be on its side as similar services edge ahead in transparency and modernity. 

TextMarks Pricing

One thing you may notice right away about TextMarks’ pricing is that it’s significantly more expensive than other services. However, it’s also designed for high-volume texting, so you won’t find more affordable options for modest business texting needs.

Get free setup for your TextMarks plan when you buy an annual subscription. 

TextMarks Pricing Structure

TextMarks offers two prepackaged plans and one custom plan. The prepackaged plans will likely include what most businesses need, like lead captures, mass texting, and SMS marketing. The primary differences between the tiers include the number of texts and keywords allowed, customized SMS flows, premium support, and custom reporting.

Prepackaged plans cost $549 per month for 35,000 messages and 20 custom keywords or $1,099 per month for 100,000 messages and 30 custom keywords. Large businesses might opt for a custom plan if they want dedicated support and onboarding to set up their accounts and access to unlimited messages and custom keywords. 

Plans also require a $199 setup fee before activating.

Subscribers can also contact the support team if they need to purchase additional message credits or custom keywords at any time. 

TextMarks Pricing Comparison

At a minimum, TextMarks charges $549 per month, and this pricing is likely out-of-budget for many small to mid-sized companies. Other services fit better into more modest budgets, like Textedly, with its lowest-tier paid plan costing just $24 per month when billed annually.

Of course, this Textedly plan includes only 1,200 messages compared with TextMarks’ 35,000, making it best for smaller companies with intimate customer bases. Still, a Textedly plan with 30,000 messages is close to $200 less than TextMarks at $350 per month, billed annually.

Alternatively, Sendinblue has a pay-as-you-go approach that might suit some companies better. A plan gets you 1,000 text credits free per month, but you can pay for up to 10,000 more for as little as $109. These credits roll over month-by-month without expiring.

TextMarks Trials and Guarantees 

TextMarks does not currently offer a free plan or free trial to test the system before buying. However, you can request a demo by contacting the support team. 

Waive the $199 setup fee when you subscribe to an annual TextMarks contract.

TextMarks Business Text Messaging Service Review

TextMarks gives businesses plenty of ways to get information into customers’ hands through convenient texting. Instant text responses and text-for-information campaigns can help you build a solid text marketing strategy to connect with customers.

TextMarks could be a good fit for businesses with mass text marketing needs, but smaller businesses may find it too costly. Read our review of the best business text messaging services to see how TextMarks compares. 

What Makes TextMarks Business Text Messaging Service Great

TextMarks SMS API
TextMarks SMS API lets businesses send outgoing and receive incoming text messages from customers through a speedy connection.
  • Relatively smooth learning curve: TextMarks is a simple system to set up and navigate, whether you use its cloud-based platform or set up your own API. The documentation included with your subscription is easy to follow, and customer support is readily available and responsive for extra assistance if needed.
  • Customer segmentation: TextMarks allows list segmentation so that you can target specific customer groups when needed. For example, you might want to track two different marketing campaigns using two keywords to evaluate their performances for optimization purposes. Segment your customers into two lists based on who signed up with each keyword to track your text marketing with those campaigns.
  • Helpful customer service: A common theme in TextMarks reviews is the excellent customer support users receive when they need help setting up or using their service. This includes thorough explanations and walk-throughs to navigate the system if needed. TextMarks is available through multiple contact methods, too, including phone, mail, email, and social media.
  • Works with virtually any industry: Businesses that use TextMarks are in various industries, from food and beverage to senior living, proving that virtually any business can benefit from using the service to connect with their customers. According to TextMarks, internal and external communications, construction, manufacturing, and healthcare are among the top industries that use the service. 
  • Scheduled texts: Schedule texts ahead of time to send when you need them to send automatically. With this feature, you can easily plan out your mass text marketing campaigns days or weeks in advance to prepare for upcoming events and promotions you want your subscribers to know about. 
  • Options for unlimited messaging: Even with the lowest TextMarks tier, subscribers can get up to 35,000 texts and 20 custom keywords per month. However, unlimited texts are available with a custom enterprise plan, differing from other services that cap you at a maximum number of texts each month.
  • Lead generation: Businesses can use TextMarks to gather customer information for lead generation purposes through simple texting with keywords. For example, you can advertise something like, “Text ‘INFO’ to 12121 to learn more” on your business card or billboard. When someone texts this keyword to the number, an automated response can ask for additional information to capture customer data. Or, send a link via text to prompt the person to fill out a form. 
  • Automatic responses: Set automatic responders with the TextMarks auto-responder feature. When someone texts you with a specific keyword, the auto-responder sends your premade message to the texter in response to that keyword. This feature saves your team from having to personally respond to texts that the system can handle.
  • Mass texting: Whether you want to send a mass promotional text to customers or alert your team of company news or events, TextMarks’ mass texting system makes it happen. The feature allows you to send texts to a whole group or single out specific people from that group, ensuring that you only send texts to the right people. When recipients respond, they can respond only to you rather than the whole group, depending on your mass texting settings.

Where TextMarks Business Text Messaging Service Falls Short

TextMarks mass text messaging
TextMarks helps businesses create massive text campaigns to better support their customers and marketing.
  • Lacks built-in integrations: TextMarks customers can build their own API using the TextMarks platform to integrate other third-party apps and tools. However, TextMarks doesn’t include many integrations on its own. To truly customize your TextMarks experience, you’ll need to have a developer on your team who knows how to customize the SMS API to your company’s requirements.
  • No online ordering: To start using TextMarks, you must contact the sales team by emailing or calling. Currently, there’s no way to order the package you want online on your own, which could be a turn-off for company owners who know what they want and don’t want to waste time speaking with sales representatives. Also, if you run out of monthly texting credits or shortcodes and want to add some to your plan, there’s no way to do so via your online dashboard. Again, you’ll need to contact sales.
  • Not best for small businesses: Small businesses can find much more modest texting packages elsewhere than with TextMarks. This company is designed for massive texting needs, with its smallest subscription package including 35,000 messages. In contrast, alternatives allow for as little as 500 messages per month.  
  • Pricey: Because it targets significant texting needs, TextMarks’ packages are much pricier than others, with a minimum subscription of $549 per month. When compared to other services with a similar number of texts, the cost is still more than average. 
  • Outdated website: A company’s website doesn’t necessarily have an impact on how its service works. However, TextMarks largely misses the mark on having a modern, user-friendly website that’s appealing to customers. It lacks the transparency that a lot of other companies have, including skipping out on information about the company and pricing details that could help business owners decide whether it’s the right choice for them. 

TextMarks Business Text Messaging Service Compared

SimpleTexting is our top suggestion for a business text messaging service for most businesses because of its simple interface that facilitates quick and convenient customer support and connections.

  • SimpleTexting – Best texting service for marketing and sales
  • Textedly – Best for bulk texting
  • OpenPhone – Best for unlimited calling and texting
  • Podium – Best for text-to-pay
  • Sendinblue – Best for texting combined with email services

Final Verdict

TextMarks could be a possible solution for large businesses with high-demand SMS marketing and communication needs. With plans that support unlimited messages, subscribers, and keywords, you don’t need to feel limited in your marketing efforts.

With that said, expect to pay for the service. TextMarks is pricier than other options, like SimpleTexting, which offers similar features and texting packages for more affordable pricing.

EZ Texting Review

EZ Texting is a business text messaging service for many industries, from construction and home services to government and real estate. With its marketing, customer service, and HR solutions, you can use EZ Texting to increase workflow across every area of your business and ensure a high ROI. 

EZ Texting also has extensive text messaging tools, templates, and contact management, so you can segment your contacts and make automation a breeze. 

EZ Texting logo

EZ Texting Compared

EZ Texting did not make our top list of the best business text messaging services, though it is still a solid option. SimpleTexting is the most versatile on the list, as it can be used for sales, marketing, mass messaging, and one-on-one texting. Try it free for 14 days

  • SimpleTexting – Best texting service for marketing and sales
  • Textedly – Best for bulk texting
  • OpenPhone – Best for unlimited calling and texting
  • Podium – Best for text-to-pay
  • Sendinblue – Best for texting combined with email services

About EZ Texting

EZ Texting offers comprehensive solutions for business text messaging services in various industries. EZ Texting’s features make it easier to manage contacts and drive engagement. 

EZ Texting’s comprehensive suite of products includes text messaging, contact management, templates and design tools, analytics and reporting, text campaigns, and list growth tools. 

EZ Texting Health and Stability

EZ Texting was founded in 2005 and is headquartered in California as a privately traded company. EZ Texting has five investors, with one lead investor being CIBC Innovation Banking, which has raised $51 million across four funding rounds.  

As of 2022, EZ Texting employs 100-250 people across the United States. With a 3-star rating on Glassdoor, it seems that EZ Texting has been a consistently good place to work, with excellent leadership in every location. 

EZ Texting Pricing

EZ Texting currently offers four different pricing tiers for its text messaging services. Each tier increases in price depending on the number of users, keywords, and textable numbers you want. 

EZ Texting Pricing Structure

EZ Texting has a simple pricing structure across its services, with a per month per message credits foundation. Because EZ Texting is primarily a business messaging service, you will have to pay more for additional message credits. 

EZ Texting Pricing Comparison

EZ Texting’s pricing packages are decently priced, starting at $20 per month for 200 message credits and increasing depending on the number of credits, users, keywords, and textable numbers you need. For 200 credits across the board, you can get EZ Texting for $20, $29, $49, or $299 per month, with additional functionalities as the pricing increases. With EZ Texting’s $299 tier, you get a custom and an unlimited number of keywords and managed accounts. 

Compared to other business text messaging services, Ez Texting offers you less functionality for a higher price. For example, SimpleTexting starts at $29 per month for 500 credits, giving you an extra 300 credits for $9. On the other hand, OpenPhone services start at a low $13 per user per month, with unlimited calling and messaging capabilities. 

And you can even find lower pricing with Sendinblue’s free plan, which comes with unlimited contacts, 300 emails per day, and SMS campaigns. 

EZ Texting Trials and Guarantees

EZ Texting offers a free trial for its Essentials plan, which starts at $29 per month, with no credit card required. Every EZ Texting user is also guaranteed free two-way texting on all plans

EZ Texting Best Business Text Messaging Services Review

EZ Texting stands out because of the number of areas it covers as a text messaging service. You could benefit from EZ Texting if you are looking for bulk texting features that increase automation and make it easier to communicate via SMS. 

What Makes EZ Texting Business Text Messaging Services Great

EZ Texting interface and a list of features
EZ Texting makes it easier to drive engagement and increase your email open rates.
  • Text messaging tools: EZ Texting offers a powerful suite of messaging tools that can completely transform your business communication. Not only do you get access to the usual SMS and MMS picture texts, but EZ Texting takes it a step further with group texting, two-way texting, safeSTOP opt-out, and text forwarding. With these features, you can create communication lines with business teams, receive inbound messages, text one-on-one in one inbox, eliminate compliance risk, and easily forward texts for the ultimate convenience. 
  • Extensive text campaigns: Creating a successful text campaign is a simple way to engage with your audience, and with EZ Texting, it has never been easier. EZ Texting allows you to determine which campaign strategy is right for your business through several options, including text automation, text scheduling, reminder campaigns, recurring texts, and drip campaigns. Whether you need to promote a product or service, send periodic reminders, or send general information requests, EZ Texting can help you easily nurture those leads.  
  • Contact management: With EZ Texting, you can import, customize, and segment your contacts list for easy customization and personalization. EZ Texting utilizes a CSV template to make it simple for you to upload contacts quickly, and with thousands of free integrations, you can also sync your contacts from popular apps instead. Not only can you import contacts, but you can manage them too, with EZ Texting’s unlimited contacts and custom fields feature. With groups and segments, you can create targeted notifications and minimize opt-outs by reducing unnecessary contacts. 
  • Analytics and reporting: With text campaigning comes campaign monitoring, and what better way to monitor your campaigns than with EZ Texting’s intuitive analytics and reporting dashboard? With EZ Texting’s analytics and reporting feature, you can optimize SMS strategies, view contact-level activity, and track contact behavior through source data and web traffic. You also get access to a link shortener with tracking, so you can shorten text links and track them more efficiently to view how often visitors click on them.  
  • SMS solutions: EZ Texting offers some of the broadest SMS solutions on the market today for industries of all kinds. For example, EZ Texting has solutions for marketing and sales, customer service, and employee operations—making it easier for you to either promote sales and drive traffic, confirm orders and deliveries, or recruit new hires and streamline onboarding. In fact, EZ Texting covers more than 20 different industries, so you can find a solution that suits your business needs. 

Where EZ Texting Business Text Messaging Services Falls Short

EZ Texting free mobile app features, including review delivery reports, simplify B2C conversations, and add contacts from anywhere
EZ Texting offers a free mobile app for more convenient business messaging.
  • Poor customer service: The bulk of EZ Texting’s poor user reviews involved its customer service team. Many reviewers claimed that the email and live chat representatives took a long time to respond to queries—if they responded at all.  
  • Pricing structure: Many reviewers felt that EZ Texting’s pricing structure was too expensive and complicated. Many small business owners, in particular, felt that EZ Texting’s pricing structure became too expensive for them as their message credits accumulated over time. 
  • Lackluster mobile app: While it’s excellent that EZ Texting offers a free mobile app, many users aren’t happy with its service. For example, a few reviewers have said that the app forces you to use up all your credits, meaning you will have to pay for more credits in the long run. Other reviewers experienced errors with the app, to the point where they could no longer receive texts or calls.

EZ Texting Business Text Messaging Services Compared

While EZ Texting provides extensive text campaigns, contact management solutions, and reporting tools, the best business text messaging service company is SimpleTexting because of its flexible marketing and sales features.

  • SimpleTexting – Best texting service for marketing and sales
  • Textedly – Best for bulk texting
  • OpenPhone – Best for unlimited calling and texting
  • Podium – Best for text-to-pay
  • Sendinblue – Best for texting combined with email services

Final Verdict

EZ Texting is a decent business text messaging service that offers a range of solutions for various industries. With extensive text messaging tools, campaign options, and reporting features, you can transform the way your business communicates both internally and externally. 

With more than 17 years in the industry and $50 million in funding, it’s safe to say that EZ Texting is a reliable company that aims to provide businesses with a seamless way to communicate via SMS.