5 Reasons Why Online Businesses Prefer to use PDF Tools

We all are familiar with the popularity of PDFs. Ask a student or an office-goer; people of all age groups are aware of PDF files. For businesses, too, PDF makes record-keeping more manageable, from customer records to invoicing. A 2021 research article states that PDF is the 2nd most used file format after HTML. From the 1990s to now, PDF continues to be one of the most preferred file formats. 

5 rationales why online businesses use PDF tools

Many document formats will come and go, but PDF will remain a classic forever. The following are the reasons why online businesses still use PDF tools:

1. Document format is intact

Businesses use PDF tools because the file format remains the same despite the operating system or device used. Documents in Word format keep changing on each device they are opened. If it looks like one layout on a computer screen but immediately changes to something else on a mobile. With PDFs, these issues take the back seat. 

In businesses, documents going to and fro via email are part of the daily routine. If you use some other format, your recipient may not see the version you intended the document to be. This may make you look unprofessional or even hurt your company’s image. Also, you don’t want any content missing when someone opens the doc. Fortunately, you have many tools now that can help you convert any doc into PDF and, similarly, convert PDF to an editable Word Document. 

2. Small file size saving space and time

For an online business, sending and receiving files is part of the job. Therefore, it is better to have files that are small in size for easy transfer. Large-sized files will take up more space and time. But most websites do not accept files over a certain limit; therefore, to be on the safer side, it is better to keep files to a minimum size. PDF tools are precise in the required size and can be compressed if need be. 

Since PDF files are smaller, they are compatible with almost all devices, especially mobile phones. For online businesses, these files mean more time and space on their hands. Instead of quickly filling up their devices’ maximum storage space, PDF tools take less space, speed, and time in case of cloud updation. 

3. More security in using PDF tools

Another reason why online businesses prefer using PDF tools is that they offer an added layer of security. For example, the PDF documents you send can be protected with a password. Only people who know the password and are authorized to use the data can get through the encrypted stage of the document. 

Data security is of supreme importance to businesses today, so PDF is the safest option. In addition, PDF tools provide an ample number of security features. Combined with antivirus software, you safeguard your information in the best and most practical manner. These added steps need to be taken to improve your cybersecurity infrastructure so that cybercriminals cannot gain entry to protected PDFs.

4. Widely used on a global platform

As mentioned earlier, only a few are unaware of what PDF is. Therefore, PDF documents are widely accepted worldwide, especially in the corporate world. Factors like easy usage, device compatibility, enhanced security, and simplified sharing make PDFs the favorite of professionals. 

As more companies embrace remote working, their employees are spread all over the world. PDF document sharing remains unaffected despite the distance and time zones. Furthermore, PDF tools give your workplace the professional makeover that positively impacts the quality of work and productivity of people. 

5. PDF tools are here for the long run

Companies try to introduce new technology and software into the market with the objective of making work easier. But, unfortunately, most of those applications never see the light of day, while some make up for suitable alternatives. But no other document format has surpassed the popularity of PDF. 

Another aspect is that newer document formats are often introduced, rendering the previous versions obsolete. But this is something one need not worry about while using PDF. Once you start using PDF, you need not upgrade for a long time. Furthermore, no other format will suit your working style once you get familiar with how seamlessly PDF works. 

Best PDF platforms to use in your online business

1. Smallpdf

Smallpdf is your go-to platform for quick and effective conversion and editing of your PDF files. The platform has numerous tools that you can use to get work done faster. The best use cases of this software are:

• You get to work directly on your files. You can do everything in a document by availing of their 20 free tools. 
• Get digital signatures quickly. You will be making deals and collaborating with other brands as an online business. You can complete all formalities by tracking your document, filling up forms, and getting the signatures of the interested parties in a few steps. 
• You can apply multiple things to your document. You can merge it, edit it, convert it, compress it, and perform those actions that the document demands. 
• You store all your documents in one place, that is, Smallpdf. 
• You can work from any device. Smallpdf is compatible with all. 

2. Nuance

Nuance is another PDF platform that simplifies your work around your PDF documents. From creation to conversion to protection, you will get the best services for your PDF on this platform. Being a feature-rich platform, you can also use the dictation feature that makes this platform a convenient tool for visually impaired people. 

3. PDF Suite Pro

Although its name denotes something else, this platform doesn’t have many advanced features. However, it is the best tool for online businesses looking to invest in a basic but powerful PDF management software. You also get to add multimedia in 6 different languages here. Conversions, editing, and creating interactive forms are what PDF Suite Pro does the best. 

4. eFile Cabinet

eFile Cabinet is your online storage platform for all your PDFs. You can securely store all documents on the cloud and access them whenever possible. You can also add permissions to the documents to limit access and authorize only a few. Templates are available on this platform, which can be used for document creation. 

5. PDFelement for Business

PDFelement is another well-known PDF management platform that blends well with your business needs. Hosting new document formats, editing documents, and creating new ones can be done quickly on this platform. A password protection feature is enabled on the PDFs on this platform for extra security. 

Streamlining PDFs into your online business

Whether creating customer invoices or getting your clients to sign digital contracts, you can always trust PDFs to be the perfect sidekick in your business operations. You get a dynamic atmosphere in PDFs as they keep up with the times. You are also going paperless since almost everything can be done on PDFs, upping your company’s image as an eco-friendly one. All businesses that embrace PDFs are definitely in good company!

Author: Naomi Grace

Share Article

Follow Us

Return to Previous Page