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Mortgage & Lending · The Loan File Engine
Mortgage broker CRM automation: conditions, milestones and a database that keeps your borrowers
Every file moves, every agent knows where it is, and every past borrower hears from you before the next refi. Everborn builds the front end, the conditions chase, the partner updates and the past-client program around your LOS, inside RESPA, TCPA, Reg Z and the SAFE Act.
Who it is for
Built for the broker-owner or branch manager. The LOS stays the system of record. We never touch the 1003, the LE or the CD, the disclosures or the credit file, and adverse action stays a human, LOS-driven process.
Where your team's day actually goes
A purchase file takes about five weeks: ICE's May 2026 Mortgage Monitor put the average purchase loan at 36.8 days in March 2026, roughly 11 days from application to lock and 26 from lock to close. Inside those weeks the work that eats the day is not the lending decision. It is the LOA texting a borrower for the second bank statement, the processor re-sorting the needs list, the buyer's agent calling to ask whether the appraisal is back, and the LO returning Saturday's web lead on Monday.
Then the file funds and the relationship goes quiet. ICE found servicers kept 32% of refinancing borrowers in Q1 2026, and the average rate-and-term refinancer had held the old loan just 19 months. The database is the refi franchise, and it is usually touched from memory.
How a file moves, and where we sit
Lead → pre-approval → contract → application → Loan Estimate → lock → processing and appraisal → underwriting → conditions → clear to close → Closing Disclosure → closing and funding → past client.
Your LOS runs the application, the disclosures, the credit file and adverse action. We run everything around it: the first reply, the document chase, the updates to the borrower and both agents, and the years after funding.
The Loan File Engine and what comes off your plate
Launch: every lead answered, every call returned. A reply by text and email in under 60 seconds with no rate or approval language, a call task on the LO's phone, missed-call text-back, round-robin with a claim window, booking calendars, a 5-day drip that stops on reply, source tagging, a review request on the funded milestone, and a compliance shell with NMLS and Equal Housing Lender marks, a Reg Z trigger-term blocklist and a 24-month message archive.
Growth: Launch plus The Loan File Engine
The named block of ten deliverables in the Growth package, built for Mortgage & Lending.
- The conditions chase
A live borrower checklist of what underwriting still needs, reminders at 24 hours, 72 hours and 5 days with a secure upload link, and a processor board sorted by oldest outstanding condition.
- Three-party milestone broadcast
From application received to funded, each milestone sends a tailored update to the borrower, the buyer's agent and the listing agent, so agents hear before they call to ask.
- Rate-lock and expiration watch
A days-to-expiration board with staff alerts at 15, 10, 5 and 2 days. No automated rate message ever reaches a borrower.
- Pre-approval letter desk
Reissue requests come through a form, route to the LO and go out logged per agent, with full disclosures. The LO still sets the number.
- The Database Vault
Every funded borrower enters a 36-month cadence of anniversaries, check-ins and annual reviews. An internal rate-watch flag gives the LO a call task, never an automated rate blast.
- Agent partner board
Files in process, days to close and co-marketing delivered for each agent, in a monthly service-level Partner Activity Report.
- Co-marketing with proof of performance
Co-branded pieces carrying both NMLS numbers and disclosures, each logged with date, distribution, actual cost and the documented cost split.
- The compliance wall
A blocked-phrase engine that refuses guaranteed, approved, you qualify, a bare rate, or a Reg Z triggering term without its disclosures, plus a 24-month advertising archive.
- Stuck-file report
Daily flags on files idle 72 hours, conditions past 5 days, appraisals out 10 days and files past 30 days from application.
- The Not-Yet lane
A borrower the LO tags Not Yet is introduced to your credit repair partner and stays in your database. No message ever states or implies a credit decision.
Full Engine: Growth plus the partner program and the operating system
Tracked links and QR cards per partner, fee-free lanes for agents, builders, financial advisors and attorneys, the MSA and co-marketing evidence file your counsel works from, a recruiting funnel for loan officers, Monday huddle prep, alerts on CD timing, appraisal aging and license renewals, and the monthly automation think-tank.
The money desk: sign-up, billing and commissions
The package each item starts in is shown under its name.
| What it is | What it does |
|---|---|
| Owner-routed onboarding Growth | Every new borrower gets the welcome from their own loan officer: the LO's name, NMLS ID, email and own secure upload link, so the file lands in that LO's queue. One message per borrower, never a duplicate. |
| Secure two-step sign-up Growth | Borrowers never email paystubs, bank statements, an SSN or account numbers. The welcome sends them to a secure upload that files documents into your system of record, and says plainly not to email them. |
| Commission ledger Full Engine | Tracks each loan officer's compensation against the plan your company sets, with a monthly statement per LO and a needs-attention list. Reg Z's loan originator rules govern the plan; the ledger only tracks it and never sets pay. |
Partners and past borrowers, inside RESPA
Your agents send you buyers because you make them look good to their clients. The milestone broadcast and the partner board do that on every file without anyone paying anybody: RESPA Section 8 forbids anything of value for referrals, so every partner lane is fee-free by construction, with no payout column to fill in. Co-marketing is logged with each side's share of the cost, because the CFPB allows normal promotional activity only when it is not tied to referrals and does not pick up the partner's expenses. The past-client program starts the day the loan funds: loan anniversary, birthday, home-value check-in, tax season and an annual review, for 36 months. The Homebuyers Privacy Protection Act took effect in March 2026 and sharply limits the trigger leads bureaus can sell after a mortgage pull, which makes the relationships you already have worth more.
Follow-up length and the never-list
How long it runs. 36 months, with an 18-month checkpoint. ICE found servicers kept 32% of refinancing borrowers in Q1 2026, and the average rate-and-term refinancer had held the old loan just 19 months, so the cadence has to start at funding, not at year two.
Blocked in every template. No rate, APR, payment or approval in any automated message, and no triggering terms without the full disclosure block. Nothing that reads as payment for a referral, and no partner document tied to deal count or volume. No NPI in marketing texts or email. No trigger-lead-sourced contacts. Nothing that reads like a credit decision.
Three fixed packages
Launch
$3,500 build + $697/mo
Every lead answered, every call returned
Tracked number, consent-capturing forms, a reply in under 60 seconds, missed-call text-back, booking, a 5-day drip, review requests and weekly reporting.
Growth
$6,500 build + $1,197/mo
Launch plus The Loan File Engine
Adds The Loan File Engine, onboarding, payment links, long-term nurture, list re-activation, retention, an after-hours assistant and the owner's report.
Full Engine
$9,500 build + $1,697/mo
Growth plus the partner program and the operating system
Adds tracked partner links and QR cards, fee-free partner lanes, the monthly service-level Partner Activity Report (no money), internal alerts, written procedures, an LO recruiting funnel and the monthly automation think-tank.
Same prices in every industry. Half the build fee at signature, half on delivery; month to month after 90 days. Each monthly includes a $197 platform license (take it off if you already pay for the platform we build on). Free week-one compliance review for regulated industries. Your accounts and data are yours and export any time. The system we build runs in your accounts, and you keep the right to use it even if you cancel.
Websites and search add-ons
Starting points, confirmed in your written quote. Sites are built and hosted on the platform your monthly already covers. We never guarantee rankings or traffic.
| Add-on | What it is |
|---|---|
| Bundle: Online Presence Starter $1,800 | Core site, Local SEO foundation and social profile set-up ($2,200 separately) |
| Bundle: Online Presence Complete $3,200 | Full site, Local SEO foundation, brand kit and social profile set-up ($4,000 separately), first month of Local SEO growth free |
| Website build: core site $1,200 | Up to 6 pages, lead capture and booking wired to the CRM, compliance and disclosure pages, mobile, basic on-page SEO |
| Website build: full site $2,400 | Up to 15 pages: services, locations, team or rep pages, recruiting, blog set-up |
| Website redesign or migration $900 | Existing site rebuilt or moved, with redirects kept |
| Local SEO foundation $750 | Google Business Profile optimization, citations, on-page SEO and schema, Search Console and analytics |
| Google Business Profile set-up $250 | Set-up and optimization, standalone |
| Local SEO growth $350/mo | Two articles a month, weekly Business Profile posts, citation and review monitoring, a rank and traffic report |
| Website care plan $49/mo | Hosting, updates, backups, uptime, compliance-page upkeep, small edits |
Also available: additional pages ($350 per 5), brand kit ($600), social profile set-up ($250), accessibility review and fixes ($450), Google Ads account build ($600). Other one-time add-ons bought with the build are 15% less; monthly add-ons and bundles don't get that discount.
Snap Credit Fix, a California credit repair company, runs on a system I built for them.
Chris Magee, Everborn Productions
Mortgage & Lending questions
Will this get me in trouble with compliance?
The compliance shell is a deliverable: blocked phrases on trigger terms and guarantees, NMLS and Equal Housing Lender marks in every template, a 24-month archive of every message, and opt-outs honored across every workflow within the 10 business days the FCC requires. Every template goes to your compliance officer or counsel before go-live, and your lawyer writes any MSA.
I already pay for Encompass, Surefire, Total Expert, BNTouch or Jungo.
Keep them. The LOS is the system of record and we never write to it. We run the front end, the partner updates and the database, and integrate with what you own. If you want us to configure the CRM you already have instead, that is a real conversation.
My business comes from agents and referrals. I don't buy leads.
That is the best position to be in, and it is what this engine is built around. ICE found servicers kept 32% of refinancing borrowers in Q1 2026, so the referral business you earned is leaking at the back end.
Volume is unpredictable. Can I commit to a monthly fee?
Volume swings are why a database program matters: when rates drop, the shops that stayed in touch get the call. For scale, the MBA reported production expense of $10,936 per loan and net production income of $973 per loan at independent mortgage banks in Q2 2026. Speed-to-lead shows in weeks; the database and partner programs take 6 to 12 months to build.
Does any automated message quote a rate or say approved?
No. No rate, APR, payment or approval language goes out automatically, rate-lock alerts go to staff only, and adverse action stays in your LOS as a human process.
Mortgage & Lending documents
Book a build call
Tell Chris what your team still does by hand. You will get a straight answer on which package fits, or whether none does.
Email [email protected]
Call (916) 541-3415
Chris Magee · Sacramento, CA · serving clients across the United States