Once you've completed the initial setup of Kintsugi Mail (powered by Stable), our Tax Operations team will help you set up your Virtual Mail Group. This group ensures that all your important tax mail is received, processed, and shared with the right people on your team.
This article will walk you through what the Virtual Mail Group is, why it's important, and how to manage it in the Kintsugi platform.
What Is a Virtual Mail Group?
The Virtual Mail Group is a list of email addresses that will receive scanned copies of your tax mail. All your tax correspondence from state, county, and city tax authorities is sent to a single, secure mailing address provided by Stable. From there:
Mail is scanned and digitized.
The Kintsugi team processes the content.
The scanned documents are automatically shared with everyone in your Virtual Mail Group.
Think of it as your central inbox for all tax-related mail. To learn more about the mail forwarding process, check out this help article: Introducing Kintsugi Mail
Why It's Important
If you're not included in the Virtual Mail Group, you might miss important tax notices or time-sensitive updates from tax authorities. To stay in the loop, make sure your email address is added, whether it's your work or personal email.
How to Manage Your Virtual Mail Group
Managing your Virtual Mail Group is quick and easy through the Kintsugi platform.
✅ Step-by-Step Instructions:
Log in to your Kintsugi account.
On the left-hand sidebar, click on the Configuration tab.
Under the Configuration menu, select Kintsugi Mail.
In the Kintsugi Mail section, you’ll see two parts:
Physical Mail Address – where you initially set up Kintsugi Mail via Stable.
Virtual Mail Group – where you manage the list of email addresses.
5. To add an email address in the Virtual Mail Group section, click “Add Email”
6. Enter the email address you want to add and click “Confirm”
7. A popup confirmation will appear once your changes have been successfully applied.
⚠️ Important: Be sure to include all relevant stakeholders—especially team members responsible for tax filings—so they receive timely notifications.
8. To remove an email address in the Virtual Mail Group section, click “trash bin” icon alongside of the email address you choose to delete.
9. A popup confirmation will appear once your changes have been successfully applied.
Tips & Best Practices
Use work emails for consistency across your team.
Keep the list updated when team roles change.
Double-check email spelling to avoid delivery issues.
Coordinate with your Tax Operations contact if you're unsure who should be added.
Need Help?
If you're unsure about who should be included in your Virtual Mail Group or encounter any issues while managing the list, don’t hesitate to reach out to us, we're always here to help.
If you can't find the answer you're looking for, please reach out to us using the chat bubble in the bottom right corner.