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How do I archive fax transmission reports for bookkeeping?

After every fax, the transmission report arrives as a PDF by email and is stored in the customer area. mcpfax deletes fax documents after 30 days, so file the report and document yourself.

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Step by step

  1. 1 Step 1

    Receive the transmission report

    After every fax, the report arrives as a PDF by email. It shows the fax ID, recipient, pages, cost and result.

  2. 2 Step 2

    File it yourself

    Fax documents are deleted automatically after 30 days. Save the report together with the faxed document in your own records.

  3. 3 Step 3

    Name files consistently

    One folder per year and month, file name with date, recipient and fax ID. That way you find every proof again quickly.

  4. 4 Step 4

    Check your history in the chat

    You can get an overview of your faxes in the chat at any time, for example all faxes from one month.

The pictures are a simplified illustration. Menu names may differ slightly depending on the version.

Video transcript

How do you properly keep fax records for your bookkeeping? In short: save the transmission report as a PDF, together with the document, in your own filing system. Let me show you how it works. After every fax, you automatically receive the transmission report as a PDF by email. It's also available for download in your customer area. The report contains the fax ID, recipient, document, pages, cost and the result with the time. It proves the transmission, but not that the fax was actually read. Important: for data protection reasons, mcpfax automatically deletes fax documents after thirty days. So make sure you file the report and the faxed document yourself. A proven approach is one folder per year and month, and a file name with the date, recipient and fax ID. That way you can find any proof in seconds. And if you need an overview, simply ask in the chat for all your faxes from a given month. You'll find more about costs and invoicing for businesses in our other videos. The link to mcpfax is in the description, and if this helped: subscribe to the channel.

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Frequently asked questions

How long does mcpfax keep my faxes?

Fax documents are deleted automatically after 30 days. So file important reports and documents yourself.

Does the transmission report prove the fax was read?

No. It proves the transmission to the receiving machine, not that it was read.

Can I download old reports again?

In the customer area you can download the report for every fax. For bookkeeping, though, rely on your own records.

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