Comprehensive Guide to Kintsugi Mail

Kintsugi Mail is a secure virtual mail service that centralizes all your state and local tax correspondence in one place.

When tax agencies send mail to your business, it’s routed to your Kintsugi Mail address, scanned, and securely shared with your authorized team members through your Virtual Mail Group.

This article covers everything you need to know about setting up, verifying, and managing Kintsugi Mail and your Virtual Mail Group.

I. What Is Kintsugi Mail

Kintsugi Mail acts as your official business mailing address for state and local tax authorities.

Our partner, Stable, receives your physical mail, scans it, and sends it securely to Kintsugi. The scanned documents are then automatically distributed to everyone in your Virtual Mail Group.

This ensures:

• No lost or delayed government notices

• Faster response times

• Secure and compliant recordkeeping for tax correspondence

II. Benefits of Kintsugi Mail

📬 Centralized mail — View all your tax correspondence in one secure inbox.

⚡ Faster handling — Mail is scanned and shared digitally with your team.

🔒 Secure access — Only authorized members can view tax notices.

🕓 Always available — Access scanned mail anytime, from anywhere.

🤝 Fully managed — Our team and Stable handle physical mail so you don’t have to.

III. Checklist: Requirements to Set Up Kintsugi Mail

Before starting, make sure you have all the required ID documents ready for verification.

You’ll need three things:

1️⃣ A Primary ID — A government-issued photo ID
2️⃣ A Secondary ID — A document showing your name and street address
3️⃣ A photo of you holding your photo

Here's more detailed information about the requirements:

1. Primary ID (Government-issued photo ID)

For U.S.-based clients:

• Driver’s license

• Passport or passport card

• Non-driver’s ID card

• U.S. Armed Forces card

• U.S. permanent resident or USCIS ID

For clients outside the U.S.:

• Foreign passport

• Driver’s license

2. Secondary ID (Proof of name and address)

Acceptable secondary IDs include:

U.S.-based documents

• U.S. driver’s license

• Lease agreement

• Mortgage agreement or deed of trust

• Home or vehicle insurance policy

• Voter card

• Vehicle registration card

International documents

• Lease or tenancy agreement

• Mortgage agreement or deed of trust

• Home or vehicle insurance policy

• Voter card

• Vehicle registration card

  ⚠️ IMPORTANT:

• Must be a different document from your primary ID.

• Must show your current residential address (not your business address).

• For international users, a passport + utility/insurance bill works well.

• If the address is on the back of your license, upload both sides.

3. A photo of you holding your photo ID

IV. Upload Your Requirements

Once you have everything ready, complete the setup inside your Kintsugi Dashboard.

After logging in to your Kintsugi Dashboard, follow the instructions below:

1. Go to the Configuration tab.

2. Navigate through the Kintsugi Mail tab.

3. Click the Setup button in the Physical Mail Address section.

4. A pop-up will show on screen, which has clickable links to the setup requirements. Click Setup Now to proceed.

5. Follow Stable’s prompts to upload your ID and photo.

🎯 Note: Only users with Owner or Admin roles can complete setup.
Members with the Member role don’t have access to the Configuration tab.

V. If You Already Have a Stable Account

If you’re redirected to your existing Stable account while setting up Kintsugi Mail, follow these steps:

Easy Fix Guide:

1. Log out of your personal Stable account.

2. Go back to the Kintsugi Dashboard → Configuration tab.

3. Select Kintsugi Mail.

4. Click Setup under the Physical Mail Address section.

You’ll be prompted to create a new Stable account that’s linked specifically to your Kintsugi Mail setup.

💡 Why a separate account?
This Kintsugi-linked Stable account is used exclusively for tax-related correspondence. Keeping it separate ensures your personal and business mail stay organized and secure.

VI. Understanding and Managing Your Virtual Mail Group

Once Kintsugi Mail setup is complete, our Tax Operations team will help you create your Virtual Mail Group — your business’s shared digital inbox for all scanned tax correspondence.

What Is a Virtual Mail Group

The Virtual Mail Group is a list of email addresses (team members) who automatically receive scanned copies of all your tax mail.
Here’s how it works:

1. Tax agencies send mail to your official Kintsugi Mail address (powered by Stable).

2. Mail is scanned and digitized by Stable.

3. The Kintsugi team reviews and processes the content.

4. Scanned documents are shared automatically with all members in your Virtual Mail Group.

Think of it as your central hub for tax-related mail — ensuring that everyone responsible for filings, compliance, and tax notices stays informed.

Why It’s Important

If you’re not included in the Virtual Mail Group, you may miss critical tax notices or state updates.
Always ensure that the right team members — especially those responsible for compliance or filings — are added.

Quick Guide on How to Manage Your Virtual Mail Group

Managing your Virtual Mail Group is quick and easy through the Kintsugi platform.

1. Click the Configuration tab from the navigation panel.

2. Click the Kintsugi Mail tab.

3. Click the Add Email button to add an email to the Virtual Mail Group.

4. Fill the form by supplying the email address you want to add and click the Confirm button.

5. A pop-up confirmation will appear once saved.

6. To remove an email address, click the trash bin icon next to it.

7. The email address will automatically be removed from the list, and you will see a confirmation message.
   

⚠️ Important: Be sure to include all relevant stakeholders — especially team members handling tax filings — so they receive important notifications on time.

Tips & Best Practices

• Use work emails for consistency and security.

• Update the list when team roles change.

• Double-check email spelling to avoid missed mail.

• Coordinate with your Tax Operations contact if you’re unsure who should be added.

VII. How to Log In to Your Kintsugi Mail Google Group

Your Virtual Mail Group also has a linked Google Group where scanned tax mail is distributed.

1. Go to https://groups.google.com.

2. Sign in with your Kintsugi Mail–registered email (e.g., yourbusiness@kintsugi-mail.com).

3. Open your group to view messages, attachments, and tax notices.

If you don’t see your group or if access is denied, reach out to us.

VIII. Troubleshooting and Support

If you’re experiencing issues:

• Confirm you’re logged in as Owner or Admin.

• Ensure ID documents are valid and clear.

• Verify you’re using the correct email for Google Group access.

• Check spam/promotions folders for missed mail notifications.

Need help managing your Virtual Mail Group or setting it up?

💬 Reach out via the chat bubble or email success@trykintsugi.com. We’re happy to assist.

Summary

Kintsugi Mail (powered by Stable) streamlines how your business receives, verifies, and shares tax correspondence. With your Virtual Mail Group, all critical notices reach the right people instantly — ensuring compliance and peace of mind for your entire tax team.