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How to Send a Fax from Engage

This article guides you through sending a fax from the Engage inbox. Faxes are sent from your clinic's own fax number and are HIPAA-secure, making them ideal for referrals, pre-authorisations and lab results.

NOTE: To send a fax, your clinic needs at least one fax number in Engage. If you don't have one yet, we suggest reading our How to Set Up Fax in Engage (Buy a Fax Number) article first.

Step 1: Open the New Fax Window

You can open the fax composer from a few places:

  • Select the Fax channel filter in the navigation rail. If you haven't sent or received any faxes yet, click Send a fax in the empty list.
  • Open any fax conversation and click New fax in the footer.

TIP: To reply to a fax you received, open its conversation and click New fax — the recipient details are pre-filled with the sender's fax number, so replying takes one click.

The New fax window in its blank state, with the clinic's sending number selected under Fax as, an empty Recipient fax number field, To and From name fields, a cover note box, and the Documents drop zone

Step 2: Choose the Number to Send From

In the Fax as field, select which of your clinic's fax numbers the fax should be sent from. If your clinic owns exactly one number, it is selected automatically.

Step 3: Enter the Recipient's Fax Number

Type the destination number in the Recipient fax number field using the international format: a plus sign, the country code, then the number, with no spaces or dashes — for example, +441234567890. If the number isn't in this format, a hint appears under the field and you won't be able to send until it's corrected.

Step 4: Add Cover Page Details (Optional)

These fields are optional and appear on the fax cover page:

  • To (name) — the recipient's name, for example a doctor or department.
  • From (name) — your name or your clinic's name.
  • Cover note (optional) — a short message printed on the cover page.

Step 5: Attach Your Documents

In the Documents section, click the Drop files here or click to browse area to pick files, or drag and drop them onto it. You can attach PDF, PNG, JPG/JPEG, DOC, DOCX, TIF and TIFF files, up to 35 MB in total across all files in the fax.

Each attached file appears as a row with its size and a remove button, and a size meter shows your running total against the 35 MB limit. If a file isn't a supported type, Engage skips it and shows a message listing the allowed types.

A completed New fax form with a recipient number, To and From names, a cover note, one attached PDF showing its size and a remove button, the size meter reading 1.2 MB of 35 MB, and the Send fax button enabled

Step 6: Send the Fax

The line in the footer tells you if anything is still missing — for example, "Enter a recipient fax number." or "Attach at least one document." Once everything is in place, it changes to Ready to send with your file count and total size, and the Send fax button becomes available.

Click Send fax. The button shows Sending… while the fax is submitted; when it succeeds, the window closes and a Fax queued message confirms your fax is on its way. The sent fax then appears as its own conversation in your inbox, usually within about 30 seconds.

IMPORTANT: A successful send means your fax has been queued with the fax carrier — it is not a delivery receipt. The conversation keeps showing a "Transmitting" banner even after the fax has gone through, and Engage never displays a delivered or failed status. If you need proof that a fax reached the recipient, please contact Pabau support.

NOTE: Sending a fax uses 1 credit per page from your Pabau credit balance. We suggest reading our Managing Fax Numbers and Usage in Engage article to see how fax pages and credits are tracked.

We suggest reading our Receiving Faxes and Saving to a Client's Chart article for what happens when a fax arrives in your Engage inbox.

For more guides, refer to related articles below, select additional guides, or use the search bar at the top of the page. These guides will help you get the most out of your Pabau account.

Additionally, to help you fully utilize and understand your Pabau account, we recommend exploring additional guides and resources offered at the Pabau Academy.