Systems for Mortgage Brokers
Staying close to your clients, from pre-approval to renewal.
You close a mortgage, the client says you're the best, and then life happens. Five years later their bank sends a renewal letter and they sign it without calling you. On the front end it's the same story: pre-approval leads go cold while you chase pay stubs. We build mortgage brokers the system around the deal: intake, document chasing, follow-ups and renewals that bring people back.
Common challenges
What slows down Mortgage Brokers
"Just send me the list of what you need"
Then you wait. Pay stubs, a letter of employment, two years of NOAs and T1 Generals for the self-employed, down payment history. You chase each piece by text for a week.
Renewals walking out the door
Clients you placed years ago are hitting maturity, their lender mails a renewal offer and they sign it. You never got the chance to shop it.
Pre-approvals that go quiet
They were house hunting in spring, it didn't work out, and nobody followed up when the market or their situation changed.
Realtor referrals with no feedback loop
A realtor sends you a buyer, then wonders where things stand. Simple, timely updates are what keep those referral relationships strong.
Rate questions at midnight
"Are rates going down?" "Should I lock in?" Anyone with a browser asks, and if your site says nothing useful they go to a big bank's calculator instead.
The solution
The system we'd build for you
Application intake form
A clean first-step form covering purchase, refinance, renewal or switch, timeline and rough numbers, feeding straight into your pipeline before the full application in your origination software.
Document checklist sequence
Automatic reminders listing exactly what's still missing for this borrower type, salaried, self-employed or new to Canada. You stop typing the same list.
Deal pipeline
Lead, pre-approval, shopping, live deal, conditions, funded. Every file visible at a glance, with tasks for subject removal dates.
Renewal reminders
Your funded clients tagged with maturity dates, plus a friendly check-in months before renewal so you get to review options before their lender's letter lands.
Realtor update loop
Optional status emails to the referring realtor at key stages, with the borrower's permission, so referral partners know you're on it.
Calculators and education
Payment, affordability and renewal pages written in plain English, so your site earns a visit instead of the bank's.
Review engine
A review request after funding, timed for when the client has their keys and is happiest.
Recommended package
Business System
Mortgage brokers live on lead follow-up, document chasing and renewals years down the road. Business System gives you the intake, pipeline and long-game automations. You keep your origination software for the actual file.
Popular add-ons for Mortgage Brokers
Wherever you are
Just starting, growing or decades in.
Whether you haven't opened yet or you've been at it for decades, here's how we'd help at each stage.
Starting out
Just an idea, or brand new
Newly licensed and building a book under a brokerage? Start Your Company can give you a personal brand that fits your brokerage's guidelines, a domain, site, professional email and intake form, so your first referrals land somewhere polished.
Growing
Busy and getting busier
Bringing on an associate or a junior? A shared pipeline, lead assignment and document reminders help everyone see each file without crossing wires.
Established
Years or decades in
With a long list of funded clients built over many years, your past book is your best source of business. We bring it in from wherever it lives today and set up renewal check-ins at a pace that suits you.
An example
What it could look like in real life
An illustration of how it could work. The business and details are made up for the example.
Picture a solo broker in Ottawa with years of funded clients sitting in a spreadsheet and a new realtor partnership sending pre-approval leads. We set up an intake form, a pipeline with stages from lead to funded, and document reminders that list exactly what's missing. Past clients get tagged with maturity dates and receive a check-in well before renewal. Realtors get a short update when their buyer is approved, and newly funded clients get a review request once they're in the house.
Questions we get
FAQ
Does this replace our origination software?
No. Your origination and submission software stays, and we can work alongside tools like Finmo or Velocity where they allow it. We build the intake, follow-ups and long-term reminders around them.
Are renewal emails allowed under anti-spam rules?
Commercial emails and texts in Canada fall under CASL. We build in consent capture and an unsubscribe link and help you keep records, and you decide who gets messages.
Where do borrowers upload documents?
Usually through your existing secure upload tool, and we link it from every reminder. If you need a dedicated client portal, we can quote that separately.
Will the site say I'm with my brokerage?
Yes. Your brokerage details and any wording your brokerage requires go on the site. Send us their guidelines and we'll follow them.
Free 15-minute call
Let's help past clients think of you first at renewal.
Book a free 15-minute call and tell us how you follow up today.
- Application intake form
- Document checklist sequence
- Deal pipeline