A dealership sends a funding packet to one or more lenders, waits for approvals that come back by fax with conditions and an expiry date, and has to gather the missing documents before the deal can fund. With Claude or ChatGPT connected to Fax.Plus through MCP, that becomes a routine: one word sends the packet after you review the recipients, another reads the approvals into rows, and a third lists the conditions still open for a deal. Below is the process, how to set it up once, and example results with simulated documents and fictional parties.
Everything here is an example. Change the prompts, the order and the times to fit how you work; nothing is set in stone.
Before you start
- Use an active Fax.Plus Basic plan or higher and an existing authorized Fax.Plus MCP connection.
- MCP is unavailable for accounts with Advanced Security Controls, including HIPAA and PHIPA configurations.
- Keep your lenders as contacts or a contact group, and give every deal a deal code.
- Use deal codes, not customer names, and keep identity numbers and account numbers out of prompts.
Not connected yet? Start at the Fax.Plus MCP setup hub.
The process
Faxing is one step in a longer process. The steps marked Fax.Plus MCP are what the Fax.Plus connector does. The steps marked Optional are examples of other connectors you may already use: any connector you have set up in Claude or ChatGPT can be a step in your process, and the Fax.Plus connector is simply one part of it. The connectors do not talk to each other and Fax.Plus does not pass data to them: the assistant carries the information from one step to the next inside the same chat, because you told it to, and it asks for your OK before it changes anything. Whether an optional step works depends on your AI client and that connector.
- Fax.Plus MCP: you attach the funding packet and the assistant shows you the lender or lenders, the sending line and the page count; nothing goes out until you approve.
- Fax.Plus MCP: the packet is sent and the status of each send is checked.
- Fax.Plus MCP: lender approvals arrive and are read into rows: deal code, lender, approved amount, term, conditions and expiry date, exactly as written.
- Optional, for example Google Sheets: the rows go into your deal tracker, after your OK.
- Fax.Plus MCP: the conditions still open for each deal are listed, with the approval's expiry date.
- Fax.Plus MCP: each fax gets the deal code as a comment, after your OK.
Set it up once
Instead of pasting the rules into every chat, keep them where every chat can use them, so that one word starts a routine. The prompts are the same in Claude and ChatGPT; the setup steps differ a little.
- Connect Fax.Plus. In Claude, add it under Settings → Connectors. In ChatGPT, add it as a custom MCP app: turn on Developer mode, then go to Plugins → Browse plugins, select +, then Create app → Create MCP App, and sign in with your Fax.Plus account. Step by step: Claude and ChatGPT. Connect any other connectors you use the same way.
- Keep the instructions in a Project. Create a Project in Claude or ChatGPT, name it after the desk, for example "Deal desk", and paste the instructions below into the project's instructions, filling in the parts in [brackets]. If a connector does not show up inside a project chat in your client, open a regular chat instead and paste the instructions as your first message.
- Start a chat, make sure Fax.Plus is selected for it (in ChatGPT, choose FaxPlus from the apps or type @), and type a routine name. The assistant runs the steps and stops at every change for your OK.
- Edit the instructions whenever the routine should change.
Interface labels and plan availability differ between clients, so check the current screens in yours.
Deal desk instructions
You are my deal desk for my Fax.Plus account. Rules: 1) Refer to deals only by the deal codes I give you, never by customer name, and never repeat identity numbers, account numbers or addresses from a page. 2) Before you change anything, such as a comment, show me exactly what will change and wait for my OK. 3) Read amounts, terms, conditions and dates exactly as written on the page and say so if one is missing. Never decide whether to fund a deal, accept an approval or negotiate terms; I decide that. 4) Leave out fax numbers in summaries unless I ask. 5) Send a fax only when I ask for it in that message, and before any send show me the full recipient list, the sending line and the page count and wait for my OK. 6) If something fails, tell me what failed and check the outbox and sent faxes before trying again. Routines, run one when I type its name. PACKET [deal code]: show me the recipient lender or lenders, the sending line and the page count for the funding packet I attach, and send only after my OK; then check the status of each send. APPROVALS: read the lender approvals among my newest received faxes into one table: deal code, lender, approved amount with currency, term, conditions, expiry date; say so if a field is missing; change nothing. STIPS [deal code]: for that deal list every condition the approval states and say which of my received faxes about the deal appear to answer it, with date; list what is still open and the approval's expiry date; do not decide whether a condition is met. TAG [deal code]: add the deal code as a comment to the received fax I point to, after showing me the change and getting my OK.
PACKET: send the funding packet
Type PACKET with the deal code and attach the packet. The assistant shows the lender or lenders, the sending line and the page count, and waits for your OK. Check each number digit by digit: a packet with customer documents sent to the wrong number cannot be taken back. Guide: Fax a signed document covers the send flow.
Send the funding packet
Send the document I attach to [lender and fax number], [lender and fax number]. Show me the full list of recipients, the sending line and the page count, and wait for my OK before sending to any of them. Afterwards check the status of each send.
APPROVALS: approvals into rows
Type APPROVALS. Example result for a simulated approval: deal D-5521, Lakeside Auto Finance (fictional), approved amount USD 18,400, term 60 months, conditions: proof of income and proof of insurance, valid until October 30, 2026. The figures are written exactly as on the page; the assistant does not decide whether to accept the approval. Reading is read-only. Guide: Find and read a received fax.
Approvals into rows
Read the lender approvals among my newest received faxes into one table: deal code, lender, approved amount with currency, term, conditions and expiry date, exactly as written. Say so if a field is missing. Do not change anything.
STIPS: what is still open
Type STIPS with the deal code. The assistant lists every condition the approval states, shows which of your received faxes about the deal appear to answer each, and lists what is still open next to the expiry date. Whether a condition is met is the lender's call.
Open conditions
For deal [deal code], list every condition stated in the lender's approval. For each, say which of my received faxes about the deal appear to answer it, with the date. List what is still open and the date the approval expires. Do not decide whether a condition is met. Do not change anything.
TAG: file the fax under the deal
The assistant shows which fax it would change and writes the deal code into the comment after your OK, then reads it back. Guide: Keep your fax inbox tidy.
Tag with the deal code
Add the comment [deal code] to my newest received fax. Show me which fax you will change and wait for my OK, then read it back to confirm.
Keep it safe
- Check every lender number digit by digit before you confirm. A packet with customer documents sent to the wrong number cannot be taken back.
- The assistant reads what an approval says. Funding, accepting an approval and negotiating terms are your decisions.
- Never act on a change of lender wiring or payment details that arrives by fax without confirming it by phone, using a number you already have.
- Customer documents are read by your AI assistant under that client's terms. Check your company's policy and the rules that apply to you before using it, and keep identity numbers and account numbers out of prompts.
- Prompts that change your records or send a fax ask the assistant to show you the change and wait for your OK. Whether your client also asks for approval depends on its permission settings, so keep the Fax.Plus tools that send or change data on the setting that asks first.
- If a reply looks wrong, do not assume nothing happened. Check the outbox and sent faxes before you try again.
Related guides
Fax a signed document, check fax delivery, find and read a received fax and keeping your inbox tidy cover the steps above. More prompts are in Fax Prompts with AI, recurring checks in Fax Automation with AI.
