Comprehensive Guide to Kintsugi Mail
Everything You Need to Know About Kintsugi MailUpdated 5 days ago
Here's a comprehensive guide for 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 is your business's official mailing address for state and local tax authorities, and it works like this:
A tax agency sends mail to your Kintsugi Mail address.
Our mail partner, Stable, receives and scans it.
The scan is shared automatically with everyone in your Virtual Mail Group — the list of teammates who should see your tax correspondence.
This means no lost or delayed notices, faster response times, and one secure, compliant record of everything a tax agency has sent you.
This ensures:
No lost or delayed government notices
Faster response times
Secure and compliant recordkeeping for tax correspondence
II. What Kintsugi Mail Covers, and What It Does Not
Kintsugi Mail covers physical mail that a tax agency sends to your Kintsugi Mail address. That is a large share of formal state correspondence, but it is not everything, so it is worth knowing where the edges are.
Type of correspondence | Covered by Kintsugi Mail? |
|---|---|
Mail sent to your Kintsugi Mail address | Yes, scanned and shared with your Virtual Mail Group |
Email sent to your Virtual Mail Group | Yes |
Mail sent to your own business address | No. Send it to us through the chat bubble in your dashboard |
Messages posted inside a state tax portal | No. We see these only when we sign in to file, so send them to us |
Phone calls from the state | No. Let us know they happened |
Physical mail reaches us automatically only when your Kintsugi Mail address is the one the state has on file. If a state kept an older address from before you started with Kintsugi, notices will keep going there until it is updated. Tell us if that happens and we can look at correcting it.
For the full picture of what happens once a notice reaches us, see How Kintsugi Handles Tax Notices from the State.
III. 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 — Read scanned mail anytime, from anywhere.
🤝 Managed for you — Our team and Stable handle physical mail sent to your Kintsugi Mail address, so you don’t have to.
IV. ID Requirements Checklist
Before you start setup, have these three things ready:
A primary ID — a government-issued photo ID
A secondary ID — a document showing your name and street address
A photo of yourself holding your primary ID
1. Primary ID
For U.S.-based clients | For clients outside the U.S. |
|---|---|
Driver's license | Foreign passport |
Passport or passport card | Matrícula Consular |
Non-driver's ID card | NEXUS Card (issued jointly by the U.S. and Canada) |
U.S. Armed Forces card | |
U.S. permanent resident or USCIS ID |
2. Secondary ID
Must be a different document from your primary ID and show your current residential address (not your business address).
U.S.-based documents | International documents |
|---|---|
U.S. driver's license | Lease or tenancy agreement |
Lease agreement | Mortgage agreement or deed of trust |
Mortgage agreement or deed of trust | Home or vehicle insurance policy |
Home or vehicle insurance policy | Voter card |
Voter card | Vehicle registration card |
Vehicle registration card |
⚠️ Good to know:
If your address is only on the back of your license, upload both sides.
Outside the U.S.? A passport plus a utility or insurance bill works well.
3. A photo of you holding your photo ID
A clear, well-lit photo of yourself holding your primary ID, with your face and the ID both fully visible.
V. Set Up Kintsugi Mail
Once you have your documents ready, complete setup by following these steps.
Log in to Kintsugi.
Go to the Configuration tab.
Click into the Kintsugi Mail subtab.
In the Physical Mail Address section, click Setup.
A pop-up appears with the setup requirements. Click Setup Now..
Follow Stable’s prompts to upload your ID and photo.
IMPORTANT NOTE: Only users with Owner or Admin roles can complete setup.
Members with the Member role don’t have access to the Configuration tab.
Q: Does Kintsugi Mail's Physical Mail Address Create "Nexus"?
The Short Answer: No.
Simply using a Kintsugi Mail (powered by Stable) Physical Mail Address for receiving and scanning mail does not establish physical nexus in a state.
Why? Most states define "Physical Nexus" based on wealth-generating activities or tangible property. Because a virtual mailbox is an administrative service, it does not involve the core triggers of physical nexus, such as:
Personnel: Having employees or contractors working in that state.
Inventory: Storing physical goods in a warehouse or fulfillment center.
Operations: Maintaining a functional office or storefront.
Note: While a mailing address doesn't create physical nexus, you may still trigger Economic Nexus if your sales volume in a specific state exceeds their legal threshold. Kintsugi automatically monitors these sales thresholds for you.
VI. Already Have a Stable Account?
If you’re redirected to your existing Stable account while setting up Kintsugi Mail, follow these steps:
If you're redirected to an existing personal Stable account during setup:
Log out of your personal Stable account.
Go back to Kintsugi Dashboard > Configuration > Kintsugi Mail.
Click Setup under Physical Mail Address.
You'll be prompted to create a new Stable account linked specifically to Kintsugi Mail.
This keeps your personal mail and your business's tax correspondence in two separate accounts, so nothing gets mixed up.
💡 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.
VII. Your Virtual Mail Group
Once Kintsugi Mail setup is complete, our 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
Once setup is complete, our team helps you create your Virtual Mail Group — the shared inbox for everyone who needs to see your tax mail.
How it works:
A tax agency sends mail to your Kintsugi Mail address.
Stable scans and digitizes it.
The Kintsugi team reviews it.
Everyone in your Virtual Mail Group receives the scanned document automatically.
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 someone responsible for filings or compliance isn't in the group, they may miss a critical notice. So, keep the list current.
Manage Your Virtual Mail Group
Click the Configuration tab from the navigation panel.
2. Click the Kintsugi Mail tab.
Click the Add Email button to add an email to the Virtual Mail Group.
Enter the email address and click Confirm.
5. A pop-up confirmation will appear once it's saved.
To remove an email address, click the trash bin icon next to it.
The email address will automatically be removed from the list, and you will see a confirmation message.
IMPORTANT NOTE: Be sure to include all relevant stakeholders, especially team members handling tax filings. That way, they will receive important notifications on time.
Tips & Best Practices
Use work emails for consistency and security.
Update the list whenever team roles change.
Double-check email spelling. A typo error means a missed mail.
Not sure whom to add? Just reach out to us, and we'll check it out for you.
VIII. Kintsugi Virtual Mail Group ID (VMG ID)
Separately from managing who's in your Virtual Mail Group, you also have a Virtual Mail Group ID (VMG ID), a Kintsugi-generated email address that represents your whole group as a single contact.
You'll need this VMG ID whenever a state tax portal asks you to set up two-factor authentication (2FA), since Kintsugi can then receive verification emails and notices on your behalf.
To find your VMG ID:
Go to Configuration > Kintsugi Mail > Virtual Mail Group.
Copy the Group ID shown there.
Paste this VMG ID wherever a state portal asks for a 2FA email address. For state-by-state instructions, check the setup guide for your specific portal, links available here: Two-Factor Authentication for State Tax Portals Overview.
IX. View Mail in the Kintsugi App
Scanned mail is emailed to your Virtual Mail Group, and you can also view it directly inside the app.
How to Access It
Log in to your Kintsugi Dashboard.
Go to the Configuration tab.
Click into Kintsugi Mail. Your Mail Inbox shows a running list of everything scanned at your Kintsugi Mail address.
Click View PDF to open a scanned copy in the app.
IMPORTANT NOTE: The mail view access follows the same role permissions as the rest of Kintsugi Mail. Owner and Admin can view the inbox; Members can't, since they don't have Configuration tab access.
X. Log In to Your Kintsugi Mail Google Group
Your Virtual Mail Group also has a linked Google Group where scanned mail is distributed.
Go to groups.google.com.
Sign in with your email (the email you added in the Kintsugi Virtual Mail Group)
Open the group to view messages, attachments, and tax notices.
Don't see your group, or getting an access denied message? Reach out to us or see Troubleshooting below.
XI. Troubleshooting
Issue | Try this |
|---|---|
Can't access Configuration or Kintsugi Mail in the app | Confirm you're logged in with an Owner or Admin account. Members don't have access to these. |
ID upload rejected | Make sure documents are valid, unexpired, and clearly legible, and that your secondary ID shows your current residential address. |
Can't access the Google Group | Double-check you're signing in with your Kintsugi Mail–registered email. |
Missing scanned mail | Check spam/promotions folders, and confirm your email is added to the Virtual Mail Group. |
State portal 2FA setup issues | Confirm you're pasting the correct VMG ID — see Your Virtual Mail Group ID above. |
XII. FAQs
Q: What's the difference between the Virtual Mail Group and the VMG ID?
A: The Virtual Mail Group is the list of teammates who receive scanned mail. The VMG ID is a single email address representing that group. VMG ID is used for state portal 2FA setup and also used when registering nexuses (set by default, but editable from request registration modal)
Q: Who can set up or manage Kintsugi Mail?
A: Only Owner and Admin roles. Members don't have access.
Q: Does a Kintsugi Mail address create nexus in a state?
A: No. See SECTION V. Setup Your Kintsugi Mail's highlight box above for the full explanation, including how it differs from economic nexus.
Q: Can I add or remove people from my Virtual Mail Group anytime?
A: Yes. Owners and Admins can add or remove emails at any time from Configuration > Kintsugi Mail > trash bin icon.
Q: Why do I need a separate Stable account instead of my personal one?
A: So your personal mail and your business's tax correspondence stay in two separate, organized places.
Q: Where can I view scanned mail besides my email?
A: Directly in the Kintsugi app, under Configuration > Kintsugi Mail > Mail Inbox.
Q: Does Kintsugi Mail mean I will never miss a notice?
A: It covers mail sent to your Kintsugi Mail address, which is most formal state correspondence. It does not cover mail sent to your own address or messages posted inside a state tax portal.
Q: Is Kintsugi Mail available outside the US?
A: Not currently. Kintsugi Mail is a US-only service.
Need Help?
For further concerns, we're always here to help. If you can't find the answer you're looking for, just reach out to us using the chat in the bottom right corner of your screen.