Fax
Send and receive faxes from your browser — no fax machine needed. Incoming faxes arrive by email as PDFs.
Created: September 16, 2026
Updated: September 16, 2026
Overview
Open Phone → Fax. You dedicate one or more of your phone numbers as fax lines; each sends and receives faxes for the whole organization. Each fax sent or received uses 1 minute from your organization's balance.
Any member can send faxes and view history. Only organization admins can add or remove fax numbers and choose who is emailed.
Set Up a Fax Number
- Get a phone number if you don't have a free one. Numbers already used by a member, the main line, a hunt group, or an AI agent can't be used for fax.
- In the Fax numbers card, choose a number and click Use as fax number.
- Confirm. Callers to that number will now hear fax tones, and it stops ringing phones.
To add more fax lines, choose another number and click Add fax number.
Fax Email Notifications
Under Email new faxes to, use + Add member… to choose who is emailed when a fax arrives on any fax line. Remove a person by clicking × on their name. With no one selected, notifications are off (faxes still appear in History).
Stop Receiving Faxes
Click Stop receiving faxes next to a fax line and confirm. The number goes back to normal voice routing and can be assigned to a member, hunt group, or queue again.
Send a Fax
- In the Send a fax card, pick From (your fax line) if you have more than one.
- Enter the To (fax number), e.g.
+1 805 555 1234. - Choose the Document — a PDF up to 20 MB.
- Click Send fax.
The fax is queued and its status updates in History. There's no built-in cover page — include one as the first page of your PDF if needed.
Receiving Faxes
Incoming faxes appear in History and are emailed to the selected members as New fax received from …. The PDF is attached when it's 10 MB or less, and the email includes a View fax (PDF) link that works for 24 hours.
Fax History
History lists your organization's latest 100 faxes, sent (↗) and received (↙), with From, To, Status, Pages, and Date. It refreshes every 30 seconds, or click Refresh. Click the download button to open the PDF (the link is valid for an hour).
| Status | Meaning |
|---|---|
| queued / processing / sending | Your fax is on its way. |
| delivered | The recipient's fax machine accepted it. |
| failed | Not delivered — hover the ⓘ to see why. |
| received | An incoming fax with its PDF. |
Troubleshooting
| Problem | What to do |
|---|---|
| "All of your numbers are in use" | Get another number, or free one up from a member, hunt group, or AI agent. |
| "Faxes must be PDF documents" | Save or print your document as a PDF first. |
| "PDF is too large" | Keep files under 20 MB — scan at a lower resolution or in black and white. |
| "Fax isn't available for your account yet" | Contact VINSI support to enable fax. |
| No setup controls on the Fax page | Only organization admins can manage fax numbers — ask an admin. |
| "Insufficient minutes" | Add minutes to your balance in Billing. |
| Fax failed | Check the number is a fax line (not a voice line) and try again; busy fax machines often succeed on retry. |
| No fax emails | Check Email new faxes to includes you, and your spam folder. |