Documents arrive slowly
Pay stubs, IDs and down payment proof come in pieces, and someone has to keep asking.
MORTGAGE BROKERS · CRM + AUTOMATION
Move every application from pre-approval to renewal.
A CRM and automation system for mortgage brokers that organizes application intake, document collection, pre-approval, lender submission, conditions, closing and renewal follow-up — while your brokers stay in control of every lending decision.
Includes the Core automation foundationPre-approval to close pipelineBroker-verified documents and rates
The four phases run inside one mortgage broker CRM — application intake, documents and verification, lender submission and conditions, and closing, renewal and referral. Your brokers verify documents and approve every lending decision, while applicants get weekly updates without calling your team to ask where their file stands.
Mortgage application workflowILLUSTRATIVE
Application received · documents waiting for broker verification
The file gap
A mortgage file moves through documents, lenders and conditions. When the next step lives in someone’s memory, applicants wait and renewals slip away.
01 / WHERE FILES STALL
Missing documents and silence slow every file.
Brokers juggle applicants, lenders and realtors at the same time. A shared process makes each file’s next step visible.
When a file stalls, the applicant calls, the realtor calls, and the lender waits — while your brokers spend their day chasing documents instead of moving files forward. A shared sequence with reminders every two days and a staff verification gate keeps every file visible without extra follow-up work.
Applicants want updates
Without regular updates, applicants call to ask where their file stands.
Conditions need follow-up
Lender conditions create extra tasks that are easy to lose between emails.
Renewals are forgotten
A funded mortgage today is a renewal conversation years from now, if someone remembers.
02 / THE APPLICATION JOURNEY
From application to renewal and referral.
Eight pipeline stages follow a broker’s real sequence. The intake form starts the process; broker verification and decisions move it forward.
The first two stages are about the applicant — the application and the documents. The next four are about the lender — pre-approval, submission, conditions, and approval. The last two close the file and keep the renewal and referral on the calendar.
- 01Application receivedThe intake form creates the opportunity and tag, sends a welcome email and tasks staff to verify documents.
- 02Documents & verificationApplicants are reminded every two days until staff mark the documents complete.
- 03Pre-approvalA pre-approval email is sent and the broker is tasked to confirm the rate and hold expiry.
- 04Lender submissionYour broker submits to the lender. A conditions email goes out when conditions are already recorded.
- 05ConditionsWeekly applicant updates use only the details your broker enters.
- 06Approval & commitmentA dedicated workflow handles the approval and commitment stage.
- 07Closing & fundingA dedicated workflow handles closing and funding, then moves the file to the renewal stage after seven days.
- 08Renewal & referralA renewal reminder from the recorded renewal date, and a thank-you to the referring realtor when one is on file.
Pre-approval to close pipeline stages
Application ReceivedDocuments & VerificationPre-ApprovalLender SubmissionConditionsApproval & CommitmentClosing & FundingRenewal & Referral
The intake form alone never moves an application forward. Rates, holds, lender policies, conditions and renewal dates are entered by your brokers.
03 / MORTGAGE WORKFLOWS
Follow-up runs. Brokers make the lending decisions.
Workflows handle the repetitive applicant follow-up so brokers can spend their time on lenders, files and clients.
The eight workflows run as one sequence, not eight separate tools. Each step hands off to the next — intake to reminders, reminders to pre-approval, pre-approval to lender submission and conditions, then approval, closing, and renewal — so no file waits between stages.
Purchase price, down payment and source, property type, employment, income, referring realtor, required document uploads and two consent checkboxes.
Applicants are reminded every two days while documents are incomplete. Reminders stop once staff mark the documents complete.
A pre-approval email goes out and your broker is tasked to confirm the rate and hold expiry.
Lender submission is a broker task. The conditions email goes out when conditions are recorded, and the file moves to approval once your brokers confirm it.
A weekly update is sent while the file is in the lender, conditions and approval stages, using only broker-entered fields.
A dedicated workflow handles approval and commitment, so the file moves to closing once your brokers confirm the lending decision.
A dedicated workflow handles closing and funding, then moves the file to the renewal stage after seven days.
Renewal reminders use the renewal date you record, and referring realtors are thanked when they are on file.
04 / BUILT FOR BROKERS
Applicant details and documents on the contact.
Intake answers map into contact and opportunity fields, so your team sees the file details without re-typing them.
With the four required documents together, one record per applicant, and updates going out on schedule, your brokers spend less time chasing paperwork and answering status calls — and more time moving files to close.
✓
Four required document uploadsGovernment ID, income proof, down payment proof and an employment letter, plus an optional existing mortgage statement.
✓
Consent recorded on the formContact consent and credit-check consent checkboxes are required on the intake form.
✓
Two calendarsA mortgage consultation calendar and a document review calendar for your team.
ALSO INCLUDED
Ready-to-configure assets.
Configured with your business details before launch:
Pre-approval intake formMortgage knowledge baseMonthly mortgage newsletterBroker website templatePre-approval funnelSMS + email templates
05 / OPTIONAL AI ASSISTANCE
Applicant questions answered when you decide.
The mortgage solution includes a voice assistant and a conversation assistant that answer from a mortgage knowledge base and can book on both calendars.
Prepared to answer common applicant questions about the process and book consultations or document reviews once a phone number is connected and approved.
Prepared for text-based applicant questions and calendar booking after your team confirms the knowledge base details.
Both assistants are switched off at install and are not connected to a phone number, messaging channel, website widget or call transfer. They answer only from the knowledge base your team approves; rates and lending decisions stay with your brokers. Activating them is your decision, and AI usage is billed separately. Learn more about our AI automation services.
06 / CORE + MORTGAGE
Core underneath. Lending workflow on top.
Lead lifecycle automation
Lead intake, speed-to-lead, appointment handling, follow-up, nurture, reviews and reactivation from the LeadMagno Core automation foundation. For a mortgage brokerage, that means every applicant inquiry enters the same CRM, gets a fast first response, and is followed up until the application is funded or the opportunity is closed.
Pre-approval to renewal workflows
Application intake, document reminders, pre-approval, lender submission updates, closing, renewal and realtor referrals.
One solution, one price discussion: the Mortgage Broker solution already includes the Core foundation, so it is not sold as a separate Core purchase stacked underneath.
07 / CLEAR BOUNDARIES
A file follow-up system — not a lending platform.
It organizes applicant communication and broker tasks. Lending, credit and rate decisions stay with your brokers and lenders.
No lender integration
Lender submissions are broker tasks. The system does not connect to lender portals or rate systems.
No credit pull
Credit checks happen outside the system. The form records the applicant’s consent only.
No live rate data
Rates, holds and lender policies are entered by your brokers — never generated.
Renewals depend on your data
Renewal reminders fire only on the renewal dates your team records.
Conditions must be recorded first
The conditions email is sent when conditions are already entered at lender submission; later additions are communicated by your broker.
Not financial advice
Messages explain your process. Mortgage advice comes from your licensed brokers.
08 / HOW IT'S DELIVERED
A setup built around your brokerage.
From setup to handover, the implementation follows four steps.
WeSolve sets up the mortgage solution on LeadMagno, our CRM and automation platform built on HighLevel, together with the included Core foundation.
Configured with your business details, sending domain, staff, calendars, knowledge base and referral handling.
A full test application is reviewed end to end before real applicants are enrolled.
Your brokers take over with documents verified, the knowledge base approved, and the renewal path ready.
WeSolve configures the system; your brokers verify documents, confirm the rate and hold, and approve the knowledge base before launch. The test application runs end to end before any real applicant is enrolled.
09 / FREQUENTLY ASKED QUESTIONS
Questions brokers ask first.
Straight answers about the mortgage CRM and automation system.
Does it connect to lenders or pull credit?
No. Lender submissions are broker tasks, and credit checks happen outside the system. The intake form records credit-check consent only.
Does it show or update mortgage rates?
No. There is no live rate data. Rates, holds and lender policies are entered by your brokers.
Can a form submission move an application forward?
No. Applications move past document verification only after staff mark the documents complete.
Do I need to buy the Core foundation separately?
No. The mortgage solution already includes the Core foundation, so it is not priced as Core plus a separate add-on.
Are the AI assistants active at setup?
No. They are off at install and need a phone number, channels and your approval before they go live.
MORTGAGE BROKERS · WESOLVE DIGITAL
Book a call (opens in a new tab) Keep every file moving and every renewal on the calendar.
Talk with WeSolve Digital about the intake, reminders and updates that fit your brokerage.
WeSolve Digital · Chaparral, Calgary, AB · (587) 815-4730