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CRM for Modern Mortgage Brokers
Do not waste any time chasing down client information. Our System will send your clients information requests, allowing them to fill out and upload their data and documents to a secure link, leaving the fact-finding to the client, not you. SwiftCase’s Mortgage System cuts out unnecessary meetings and speeds up traditionally long and inefficient ways of collecting data.
Our System will remember your Clients’ details. If you create a new enquiry for an existing client, SwiftCase will pre-populate all the information fields with the client’s details, saving you and your employees time, and increasing efficiency.
Have a look through the Mortgage Enquiry Workflow below to discover how our innovative automation technology could work for you.
- Click theCreate New Taskbutton on the top left-hand side of the dashboard.
- This will take you to a New Task page. Select anApplicant Groupfrom the dropdown box or click the ‘Create New Applicant’ button underneath. The Applicant Group could be the family name of a married couple, the Company name of a business applying for a mortgage, or any group of individuals. Select ‘Applicants’ from the dropdown box or click theCreate New Applicantsbutton underneath. Applicants are the individuals applying for the mortgage. At this point you will only need to collect the contact details (email/contact number)of the main applicant, as they will fill in the bulk of the fact-find themselves, and add any additional applicant information on the task. Once these fields are filled out, click theCreate Taskbutton.
- This will take you to a New Task page for that applicant. Select from theEnquiry Typedropdown box, the route in which the Applicants found your company. If this was anEstate Agent Enquiry, add the Estate Agents they came from in theAssign Estate Agentdropdown box. Click Next to choose a broker to handle the enquiry, and also input an appointment time agreed with the applicant. Once these fields are filled out, click the Save button. This will finalise the creation of the enquiry task and update the status of the task toConfigure Document Requirements.
- Click theAdd Required Documentsbutton to outline all the documents you need from your Applicant(s). You can add multiple Required Documents, by re-clicking theAdd Required Documentsbutton. Choose the document type from theSelect Typedropdown so that the applicant will be informed later in the workflow.
- Once all the required documents have been added, click theDocuments Configuredbutton. This will move the Task status along to **Appointment Awaiting- Pending Client Data’**and will automatically send out an email to the Applicant(s) providing them with a link, where they can fill out any additional information and upload the required documents. This drastically reduces time wasted going through documents and information face-to-face, benefiting both your business and your customers. Once the Applicant(s) have submitted any information and documents, the link will be inaccessible to anyone, increasing security and peace of mind
The information and documents submitted by the Applicant(s) via the link, will automatically populate the Required Fields and Required Documents on theAppointment Awaiting- Pending Client Datastatus page, and then move the Task status on toAppointment Awaiting- Verify Client Data. You can also put the Application on hold by entering a reason in theOn-hold Reasondropdown box and a date in theDate to Take off Holdbox- this will update the Task status toOn Hold.
To Verify the client data is correct, and they have uploaded the correct documents click theDocument Verifiedor theDocument Not Verifiedbuttons under each document. If you decline a document, an email will be sent to the Applicant(s) requesting additional data. Once all the documents have been verified, the Task Status will move toAwaiting Appointment- Data Collection Complete’
To rearrange the Appointment, you can do so by clicking theRe-arrange Appointmentbutton. This will take you back to theNew Enquirystatus so you can put in a new appointment date. Once you have had the Appointment and collected additional information relating to loans, buy-to-let arrangements, and current property details during the appointment. From here you can clickPrepare AIP,Prepare Application,Client Not Proceedingbuttons, or fill out theOn hold Managementform.
AIP
ClickPrepare AIP. This will change the task status toAIP Pending. Open the AIP Child Task in theAIPs in Progresspanel on the Task page.
Fill in the relevant fields and upload any necessary documents on the Task page and click theDetails Submittedbutton. This will update the child task status toAwaiting AIP.
If the AIP is successful, you can upload the AIP and click theAIP Successfulbutton, this will update the child task status toAIP Successful. If the AIP is unsuccessful, outline the reason in the box provided and click theAIP Unsuccessfulbutton, this will update the child task status toAIP Unsuccessful.
You can create more than one AIP child task at one time. If any of the AIP Child tasks are successful the parent Mortgage Enquiry task will change status toPrepare Mortgage Application.
Prepare Application
ClickPrepare Application. This will change the child task status toMortgage Application Pending. Open the Mortgage Application Child Task by clicking thePrepare Mortgage Applicationbutton.
Fill in the relevant fields and upload any necessary documents on the Task page and click thePre Application Reviewbutton. This will move the child task status ontoPre-application Review.
Fill out all the fields in the first panel on the Task page. Below this panel will be the Applicant(s) information, that will be automatically filled out on the Child Task page from the Parent Task, to save you having to re-enter it all. Click theApplication Submittedbutton towards the bottom of the page once the fields are filled out. This will move the child task status on toAwaiting Preliminary Offer.
If the new offer expiry date has been extended, log this in the fields provided. When the offer has been received, click theOffer Sent to Clientbutton- this will update the child task status toOffer Sent to Client. If a Valuation is required, click theValuation Requiredbutton- this will create another Child Task.
Extend the Offer, Accept the Offer, or Reject the Offer on the Task page. This will move the status ontoOffer AcceptedorOffer Rejected. If any of the Mortgage Application tasks is successful, this will move the parent Mortgage Enquiry task into theAwaiting Offer Acceptancestatus.
Valuation
Fill out the fields in the first panel on the Task page. Then click the Save button. This will move the status on toAwaiting Valuation.
Once the Valuation has been carried out, click theValuation Completedbutton. This will move the status toCompleteand you can return to the Mortgage Application Task. If the Valuation needs to be re-arranged, click theValuation Rearrangedbutton. This will take you back to theValuation Details Receivedstatus, where you can change the Valuation date.
Return to the Parent Mortgage Enquiry Task. The status will now have updated toAwaiting Completion. On the Task page, fill in any required fields in the first panel. If the Mortgage is finalised and finished, click theMortgage Completebutton- this will update the Task status toComplete/Archive. If the Applicant(s) do not wish to proceed with the mortgage, click theClient Not Proceedingbutton- this will update the Task status toNot Proceeding. If the process needs to be put on hold, fill out the fields in theOn-hold Managementpanel- this will update the Task status toOn Hold.
To create a new Mortgage Enquiry for this Applicant(s), click theCreate New Mortgage Enquirybutton on the Task page. SwiftCase will remember all the Applicant(s) data, so if you do create another Mortgage Enquiry for them, the Task will automatically populate the information fields for you.
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