A closing has a list of conditions and a date, and the documents come in by fax: the lender's conditions, the insurance binder, the payoff letter. With Claude or ChatGPT connected to Fax.Plus through MCP, that becomes a routine: one word opens the file, another shows what is still missing, and the assistant stops at every change for your OK. Below is the process, how to set it up once, and an example closing week built from our test, with simulated documents and fictional parties. In the test the three faxes arrived within minutes; the Monday-to-Thursday timing only illustrates how you might spread the same requests.
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.
- Use your file number, not client names, in prompts and comments.
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: the lender's conditions arrive by fax and the assistant turns them into a checklist.
- Fax.Plus MCP: each document that arrives, such as the binder and the payoff letter, is matched to the list, and what is still missing is shown.
- Fax.Plus MCP: payoff figures are read into one table, exactly as written on the page.
- Optional, for example Google Sheets: the checklist and the figures are kept in a sheet for the file, after your OK.
- Fax.Plus MCP: every fax gets the file number as a comment, after your OK.
- Optional, for example Slack: a short reminder to your team or the client contact lists only what is missing; you review it before it goes out.
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 "Closing 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.
Closing desk instructions
You are my closing desk for my Fax.Plus account. Rules: 1) Refer to files only by the file number I give you, never by client name. 2) Before you change anything, such as a comment or a read status, show me exactly what will change and wait for my OK. 3) Say what each page shows. Never decide whether a document satisfies a lender's requirement; I decide that. 4) Write amounts and dates exactly as on the page, with currency and the date they are good through. 5) Leave out fax numbers unless I ask. 6) Never send, resend or delete a fax unless I ask for it in that message. 7) If something fails, tell me what failed and check the current state before trying again. Routines, run one when I type its name. OPEN FILE [file number]: read the lender's conditions fax and make a checklist with the closing date at the top. STATUS [file number]: compare my received faxes about the file with the checklist; for each condition say whether a matching fax has arrived, with its date, and list what is still missing. PAYOFF [file number]: read the payoff letter into a table (amount, good-through date, per diem, loan number). TAG [file number]: add the file number as a comment to the received faxes about it, after listing them and getting my OK. CLOSING [file number]: tell me which conditions are still open and write a two-line reminder to [client] listing only what is missing; do not send it.
OPEN FILE: the lender's conditions become a checklist
Type OPEN FILE with the file number. In our test the assistant read the conditions fax and came back with: file ref 2026-0771, loan 55-0719, closing date Thursday, November 12, 2026, and five conditions: final title commitment, proof of homeowner's insurance (binder), payoff letter for the existing mortgage, signed Closing Disclosure acknowledgement, copy of photo ID. Reading is read-only. Guide: Find and read a received fax.
Checklist from the conditions
Read my newest received fax from the lender. Make a checklist of every condition listed, with the closing date at the top. Say so if something is unclear. Do not change anything.
STATUS: what is still missing
Type STATUS. After the insurance binder and the payoff letter had arrived, the assistant matched them to the list. Insurance binder: policy HO-884210, dwelling coverage USD 450,000, effective November 1, 2026 to November 1, 2027, mortgagee Harbor Federal Mortgage with loan 55-0719, which matches the lender's loan number. Payoff letter: arrived. Still missing: final title commitment, signed Closing Disclosure acknowledgement and photo ID. It reported what is on the page and left the decision on whether they satisfy the lender to us.
What is still missing
Compare my received faxes about file [file number] with the lender's checklist. For each condition say whether a matching fax has arrived, with its date, and list what is still missing. Say what the page shows; do not decide whether it satisfies the lender.
PAYOFF: the figures go into one table
Type PAYOFF. Reading the payoff letter into a table avoids retyping a number that a wire depends on. In our test: payoff amount USD 212,480.55, good through November 20, 2026 (after the closing date), per diem USD 38.10 after that date, existing loan 77-3302. Check the figures against the original before anyone acts on them.
Payoff into a table
Read the payoff letter for file [file number] and put the payoff amount, the date it is good through, the per diem and the loan number into a table, written exactly as on the page. Say so if a field is not on the page.
TAG: every fax gets the file number
Type TAG. Writing the file number into each fax's comment makes the whole file findable later. In our test the assistant showed which faxes it would change, wrote the comment 2026-0771 on all three after the OK, and reading the list back showed all three tagged and still unread. Guide: Keep your fax inbox tidy.
Tag the file
Add the comment [file number] to my 3 newest received faxes. List the faxes first and wait for my OK, then read them back to confirm.
CLOSING: the closing-morning check
Type CLOSING. One last pass before the closing, with a short reminder you can send yourself. The assistant writes the text; sending it is up to you.
Closing morning
Look at my received faxes about file [file number] and tell me which conditions are still open. Then write a two-line reminder to [client] that lists only what is missing. Do not send anything.
Keep it safe
- Do not act on payoff or wire instructions that arrive by fax without confirming them by phone, using a number you already have for that bank. A fax is not proof of who sent it.
- The assistant reports what a page shows; whether a document meets the lender's requirement is the lender's or the closing agent's decision.
- Documents you open are read by your AI assistant under that client's terms. Check your company's policy on client data first.
- Prompts that change your records 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
Find and read a received fax and keeping your inbox tidy cover the steps above. Sending documents back is in Fax a signed document. More prompts are in Fax Prompts with AI, recurring checks in Fax Automation with AI.
