TaxSolve Fax — User Guide

Getting Started

What TaxSolve Fax does

TaxSolve Fax replaces the physical fax machine. You send documents to a fax number from your browser, and faxes sent to your organization's numbers land in your Inbox — no phone line, no paper jam. Every fax is stored, timestamped, and tied to the number it came from or went to.

Signing in

Open the app and enter your work email and password, then select Sign in. If your admin has turned on single sign-on, use Continue with Google instead — no separate password needed.

Finding your way around

The left sidebar is your main menu. Every fax-related task starts there:

• Compose — start a new outgoing fax
• Inbox — faxes sent to you
• Sent — faxes you've finished sending
• Outbox — faxes still queued, sending, or scheduled
• Contacts — your saved fax numbers
• Numbers — the fax lines your organization owns
• Trash — deleted faxes, restorable until they auto-delete

Your name and avatar sit in the top-right corner — open that menu any time to sign out.

Sending a Fax

Compose walks you through two steps: who it's going to, then what you're sending.

1. Pick a from-number and add recipients. Choose which of your fax lines to send from using From number — each shows whether it's free right now or busy sending something else. Then type a fax number or a saved contact's name into Add recipient; matches from your Contacts list appear as you type, and recently used numbers show up as quick-add chips. Add as many recipients as the fax needs to reach; each becomes a removable chip.
2. Attach documents and send. Drag your files onto the upload area, or click Click to browse. You can attach up to 30 files and 75 MB total, in PDF, JPG, PNG, or TIFF format. Two optional extras live on this screen: Add a cover page (prepends a page with a recipient name, subject line, and message) and Schedule for later (pick a future date and time instead of sending immediately). Finish with Send fax — it relabels itself Schedule fax automatically if you scheduled it.

Tracking a Fax

Once a fax is on its way, three places tell you where it stands.

• Outbox — anything not finished yet: Queued, Sending, or scheduled for later. You can cancel a fax here even after it's started sending — see below.
• Sent — every completed outbound fax with its final result (Sent, Failed, or Canceled), plus page count, time, Subject (from the cover page, if one was used), and Sent By (who sent it). Download the confirmation report or resend to the same recipient straight from the list.

Canceling a fax

Click Cancel on any Outbox row — it now works on a fax that's already Sending, not just one still Queued.

• Queued faxes stop instantly: a "Fax canceled" toast confirms it right away.
• Sending faxes can't be stopped instantly — canceling asks the carrier to interrupt the transmission. You'll see a "Canceling…" toast, and the row shows a Canceling… label next to its status while the request is in progress.
• If the fax was split into multiple parts because of its length (shown with a Part X of Y chip), canceling any one part asks "Cancel all parts of this fax?" — canceling stops every part that hasn't finished, not just the one you clicked. Choose Cancel all parts to proceed, or Keep sending to back out.

Once the outcome is known, the fax moves to Sent with a note explaining exactly what happened — e.g. "Canceled before sending started," "Canceled after 2 of 5 pages — the recipient may have received a partial fax," or "Too late to cancel — this one had already gone through."

Fax detail

Click any fax — from Inbox, Sent, or Outbox — to open its detail page. You'll find each recipient's individual delivery status, a timestamped status timeline (queued → converted → sending → sent), the page and attempt count, and a document preview when the file is still available.

Inbox

Faxes sent to any of your numbers, newest first. Each entry shows the sender's number, which of your fax lines received it, a page count, and when it arrived. Unread faxes are marked, and the Inbox link in the sidebar keeps a live count of what you haven't opened yet.

Use the search box to find a fax by sender or summary, or the To number filter to see only what landed on one specific line. Download a fax from its row, or select several to delete more than one at a time.

Trash

What it's for: deleted faxes land here first — nothing disappears for good right away. Whether you deleted a fax yourself or it aged out of Inbox/Sent automatically, it goes to Trash instead of vanishing. From there you can bring it back or remove it for good.

• Restore — select one or more faxes and click Restore. They reappear in Inbox, Outbox, or Sent right away. No confirmation needed; you can always delete again.
• Delete Forever — select one or more faxes, click Delete Forever, and confirm. This permanently removes the fax and its documents — there's no undo.

Each row shows an Auto-Deletes In countdown. Faxes normally sit in Trash for 30 days before the system permanently deletes them on its own — your admin can change this window, or turn it off so items stay until someone purges them by hand.

Contacts

A phonebook for the numbers you fax most often. Click + Add Contact, give it a name and a fax number — any format works, it's normalized automatically — and an optional note (department, client ID, anything useful to you). From the list, Fax jumps straight into Compose with that person already added as a recipient; Edit and Delete manage the entry itself.

Fax Numbers

Every fax line your organization owns, in one list. For each number you'll see its type and country, whether it's currently able to receive faxes, its status, and whether you get notified when something arrives on it. Toggle notifications on any number you're allowed to subscribe to.

Your Account

Found under Settings in the sidebar.

Profile

Update the display name shown throughout the app. Your email and role are listed for reference but aren't editable here — ask an admin if either needs to change.

Security

Change your password any time: enter your current password, then a new one of at least 12 characters.

Users

Manage who has access to TaxSolve Fax. The Users page lists every teammate, their role, and when they last signed in. Select + Create User to add someone new — you'll set their email, role, and a temporary password. Edit changes a person's role; Remove revokes their access entirely.

Number Setup

The admin side of the Numbers page. Select Edit on any number to change its label, whether it can receive faxes, its privacy setting, or which teammates it's assigned to. Release retires a number your organization no longer uses. When you've procured a new line from your fax provider, add it with + Register Number — you'll need its number, provider ID, label, country, and type.

Audit Log

A permanent record of who did what. Every view, download, and send is logged in a tamper-evident chain that can't be edited or deleted after the fact, with fax numbers partially masked for privacy. Filter by date range, action type, or a specific fax ID, and select Export CSV when you need the record for a compliance review.

Status Glossary

The same status words show up across Compose, Outbox, Sent, and Trash — here's what each one means.