CRM and AI automation for mortgage brokers
Enquiries arrive in the evening, fact-finds are booked by phone tag, and cases stall while someone chases payslips and bank statements. The best CRM for mortgage brokers replies at once, books the fact-find, collects the documents and reminds you before every product ends, so more applications reach completion.
For brokerages with 10 to 250 staff- Enquiry answeredTuesday evening, by text
- Fact-find bookedWednesday 17:30, both applicants
- Documents collectedPayslips, statements and ID uploaded
- Application to completionExpiry reminder set for the next product
- Your website
- Estate agent referrals
- Introducers
- Comparison sites
- Google Business Profile
- Facebook lead forms
- Missed calls
- Past clients
- Accountants and planners
Cases stall between the enquiry and the offer
A broker's income depends on cases completing, and most of what stops them is admin. The enquiry is answered the next morning. The fact-find takes several calls to book. The application waits on documents nobody chased, and the client goes quiet or goes straight to a lender. Each of those gaps is a case that was yours to lose.
The tools rarely help. Leads arrive from introducers, estate agents and your own website into different inboxes, documents come in by email, text and post, and product expiry dates live in a spreadsheet. The best CRM for mortgage brokers puts all of that on one client record and runs the chasing, so advisers spend the day advising. Your sourcing system and lender portals stay as they are.
Evening enquiries wait
Most people enquire after work, and a reply the next morning is often a reply too late.
Fact-finds take phone tag
Booking the first meeting with two applicants takes several calls and messages.
Documents are chased by hand
Payslips, statements and ID arrive in pieces, and the case waits for whoever chases next.
Expiry dates pass unnoticed
Products end without a call, and the remortgage goes to whoever got there first.
Five moments a mortgage case goes quiet
None of them is about advice. Each one is a reply, a reminder or a document that did not happen on time, and each has a fix on the platform.
The missed call at 18:40
Turn on missed-call text back and a caller gets a text within moments from the number they dialled. Or let an AI voice agent answer, take the details and book the fact-find, with a recording, transcript and summary saved to the record.
The fact-find nobody booked
Send a booking link with your real availability. Both applicants get a confirmation, a reminder the day before and a link to reschedule.
The missing payslip
Ask for documents through a form or a client portal upload. Each file lands on the client record and can alert the adviser the moment it arrives.
The product that ended
Store each product end date on the record. A date-based workflow starts the review conversation months ahead, every time, for every client.
The client who prefers texts
Two-way SMS and WhatsApp from your business number, logged on the client record next to every email and call.
Every enquiry answered and booked for a fact-find
The platform replies on the channel the enquiry came in on, reads what the client needs and puts the case in front of the right adviser.
Instant lead response
- Trigger
Starts when
A mortgage enquiry arrives from your website, an introducer, an estate agent, a lead form or a missed call
Enquiry captured
Every source lands on one client record, so no enquiry sits in a personal inbox.
InstantFind the contact
Match on email or phone
- New contactNot in the CRM yet
Fact-find offered
A personal reply goes out with a link to book the fact-find.
Under 60 secondsWait for an answer
Up to 2 minutes
Need read
AI labels the need: purchase, remortgage, product transfer or buy-to-let.
Seconds- Ready to talkWants a call or a time
Call-back within 5 minutes
The owner is connected to the lead
Adviser alerted
The right adviser gets the enquiry and the booked time on their phone.
InstantCase opened
The case moves through fact-find booked, application submitted and documents chased.
Instant- Done
- Just lookingNo time yet
Moved to nurture
Useful follow-up on a rhythm
- End
- Ready to talkWants a call or a time
- Existing clientAlready in the CRM
Sent to their account owner
With the full history attached
Owner notified
By text and in the app
- End
- New contactNot in the CRM yet
- Website form: fixed rate ends in March, remortgage wantednew
- Client record created with source and both applicants
- Text reply sent with fact-find timessent
- Need labelled: remortgage
- Wednesday 17:30 chosen for the fact-findbooked
- Document list and upload link sent by email
- Case opened at fact-find booked, adviser alerteddone
Illustration of a typical enquiry answered before the office opens.
What applications that never complete cost you
Put in your own figures. The result is your arithmetic, not a promise: some fall-through no chasing fixes.
Based on the figures you entered
This is your own arithmetic on the figures you entered, not a result levelpartner.ai has produced for anyone.
How this is calculated
fallen through = applications × (100 − completion share) ÷ 100
income lost = fallen through × income per case
recoverable = income lost × the share you estimate faster chasing would keep
Many applications fall through for reasons no follow-up fixes: declines, valuations, rate moves, buyers withdrawing. The recoverable share is your estimate.
Sources for the defaults. B-07: Marina Walsh, "Retail Channel Mortgage Pull-Through", MBA NewsLink, US independent retail lenders, first half of 2025, published 3 November 2025 (source, checked 2026-10-16).
Worked example. 30 applications a month completing at 69 in 100, with 2,000 of income per case: about 9 fall through, roughly 18,600 of income a month, of which 1,860 to 4,650 might be recoverable on your own estimate.
What a mortgage broker CRM needs to do
Six parts of the platform matter most to brokers. Each writes to the same client record, so the whole case history, from first text to completion, is in one place for the adviser and for review.
Pipelines for every case
Stages for enquiry, fact-find booked, documents in, application submitted, offer and completion, named in your own terms, so a US team can run application to closing instead. A stale-case rule flags any case that has not moved for the days you set.
An AI receptionist for missed calls
An AI voice agent answers when advisers are with clients, takes the details and books the fact-find into the right calendar. Set the hours it answers, what it may say and when it hands over to a person. Every call keeps its recording, transcript and summary.
AI agents on chat and text
An AI agent answers website chat, SMS and WhatsApp from your own information and offers fact-find times. Run it in suggestion mode, where it drafts and an adviser sends, until you are happy with what it writes.
Document chasing workflows
Request the documents for the case type, remind by text and email on a schedule, and alert the adviser when everything is in. Uploaded files sit on the client record, not in a personal inbox.
Forms that feed the fact-find
A short online form collects the basics before the call, including file uploads, and writes them to the record, so nobody types them twice and the first meeting starts with the facts.
SMS and WhatsApp from one number
Clients answer texts faster than email. Two-way SMS and WhatsApp sit on the client record, contacts who opt out are respected automatically, and every message is there when someone reviews the file.
- When an application is waiting on documents
- Then text the client the list with a link to upload them
- If nothing arrives in two days, remind by email
- Else alert the adviser that the case is complete
- Always log each message on the client record
What to set up first, in order
This order puts the quickest gain first. Most brokerages run all four within the two to four weeks it takes to go live.
Phone numbers and texting
Connect your numbers and turn on missed-call text back. Sending business texts to US numbers needs brand and campaign registration with the carriers first, so start that on day one.
Enquiry capture and first reply
Route website, introducer and lead-form enquiries to one record with their source, and send the first reply with a fact-find link.
Document requests
Build the document list per case type, the upload form and the reminder sequence that stops when everything is in.
Expiry and review reminders
Import past clients with their product end dates. Contacts without a date are not reminded, so the import is worth doing properly.
From scattered leads and manual chasing to one system
A typical brokerage runs enquiries through email, a spreadsheet of introducer leads, a texting app on someone's phone, a calendar and a CRM that holds part of the story. Sourcing and lender submission stay in the tools you use for them. The platform runs everything around the case.
The usual broker stack
- Leads from each source in a different inbox
- Fact-finds booked by phone tag
- Documents chased from a personal mobile
- Expiry dates in a spreadsheet nobody opens
One platform
- Every enquiry on one client record, with its source
- Fact-finds booked from a link, with reminders
- Document requests and reminders sent by the system
- Review conversations started from each end date
Consolidating means one licence, every conversation logged on the client record, and chasing that does not depend on which adviser is in the office.
One licence, no tiers
Every feature is available on one licence, with no tiers to climb and no per-seat fees. Usage is billed as used, including WhatsApp, premium workflow steps, local listings sync and AI; implementation and custom work are priced separately and agreed before any work starts.
levelpartner.ai
€7,512
a year, the platform licence
- Every feature is available on one licence, with no tiers
- Unlimited users and unlimited contacts, no per-seat fee
- 30 hours of onboarding included, plus a 30-day check-in after launch
- Implementation beyond the included hours at €85 an hour, scoped and approved first
- Custom builds quoted to scope
- Usage billed as used: email, SMS, calls, WhatsApp, AI, premium workflow steps and local listings sync, at published rates
Guides worth reading first
AI for mortgage brokers: how it works and how to set it up
Where AI for mortgage brokers belongs: chat and voice agents that collect facts, chase documents and book advisers, then hand over before any advice.
Mortgage lead management: how it works and how to set it up
Good mortgage lead management protects the weeks between a decision in principle and a found property. Set stages, owners, routing and a stale-case alert.
AI appointment setter: how it works and how to set it up
Build an AI appointment setter whose only goal is a qualified booking, write an opening message leads answer, and stop it filling calendars with poor fits.
The same platform, written for other kinds of business: agencies, consultants and real estate.
Questions buyers ask
What is the best CRM for mortgage brokers?
One that answers enquiries at once, books the fact-find and chases documents without an adviser doing it. The best CRM for mortgage brokers also logs every call, text and email on the client record and reminds you before each product ends, so the next case comes from the last one.
What are the best AI tools for mortgage brokers?
Start where delay loses cases: an AI agent that answers evening enquiries and books the fact-find, and an AI receptionist for missed calls. Advice stays with the adviser. The AI handles replies, booking and reminders, inside limits you write.
How can AI be used in the mortgage industry without compliance risk?
Keep AI on admin: replying, booking, reminding and chasing. You decide what it may and may not say, it answers only from the information you give it, and every message and call transcript is logged on the client record. Your own compliance rules and sign-off still apply, so agree the scripts with whoever signs off your communications.
Does it replace our sourcing system or lender portals?
No. Sourcing, affordability and submission stay in the tools you use for them. The platform runs the client side around the case: the enquiry, the fact-find booking, the documents, the updates and the review reminders.
Does it work for brokers and loan officers in any country?
Yes. Stages and labels are yours to name, so a case can run from fact-find to completion or from application to closing. US teams register their texting numbers with the carriers before sending, which the platform walks you through.
Can clients upload documents instead of emailing them?
Yes. Clients upload through a form or the client portal, files land on their record, and a workflow can alert the adviser and stop the reminders once everything is in. That keeps documents out of personal inboxes.
What does it cost for a brokerage?
The licence is €7,512 a year with unlimited users and 30 hours of onboarding. Work beyond that is €85 an hour, agreed first. SMS is from €0.010 a segment and calls from €0.022 a minute, billed as used.
Find where your cases stall
Bring your last quarter of enquiries and applications. On the call we trace where cases stopped and tell you plainly which fix would pay first.
Book a strategy call
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Get more applications to completion
Instant replies, booked fact-finds, collected documents and review reminders that do not depend on the adviser.