# 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 1. [Get a phone number](https://docs.vinsi.ai/telephony/phoneNumbers#phoneNumbers-buy) 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. 2. In the **Fax numbers** card, choose a number and click **Use as fax number**. 3. 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 1. In the **Send a fax** card, pick **From (your fax line)** if you have more than one. 2. Enter the **To (fax number)**, e.g. `+1 805 555 1234`. 3. Choose the **Document** — a PDF up to 20 MB. 4. 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. |