Mortgage Manager App

Accelerate Your Path to Closing

Move every loan to the closing table — staff work their own assigned pipeline from lead to post-close, borrowers upload documents and answer questionnaires through their own portal instead of email chains, partners track milestones, and a daily risk sweep flags any case closing within 7 days that still has open conditions.

Built for mortgage teams tired of chasing documents through email and finding out about missing conditions the week of closing.

Your loan officers and processors can

• Work their own assigned pipeline — every case from Lead to Closed, with case-age and active-flag logic
• Have document requests generated automatically when a case is created — a Purchase Agreement for purchases, a Mortgage Statement for refinances
• Send personalized questionnaires to every client on a case with one trigger

Your underwriters and closers can

• Track conditions and tasks per case and see exactly what stands between a file and clear-to-close
• Get an urgent alert when a case closing within 7 days still has open conditions — a daily sweep watches for it
• Have "Post-Close Trailing Items" tasks created automatically the moment a case closes

Your borrowers can

• Upload paystubs, W-2s and IDs through their own portal instead of email
• Fill out digital questionnaires and watch their loan's milestones progress
• See only their own loan — sensitive data like interest rates is masked where appropriate

Your partners can

• Track milestone progress on shared files without calling for status

You (admin / QC) can

• See the whole pipeline — aging, team workload and monthly funding volume dashboards
• Audit any file with bypass visibility and QC-findings tracking
• Put AI on the tedious reads: a Document Classifier that identifies paystubs, IDs and tax returns with a confidence score; a Gap Analyzer that summarizes what a case needs to reach its next milestone; and a Red-Flag Detector that scans for inconsistencies like undisclosed liabilities

A 15-role RBAC system with row-level security keeps staff scoped to their assigned cases and borrowers to their own loan — with 10+ branded email templates, PDF reporting and bulk import/export underneath.

What's included

• 15 user roles: Loan Officer, Processor, Underwriter, Closer, Post-Close, QC Reviewer, Borrower, Partner, Admin
• 13 data tables: Cases, Clients, Questionnaires, Documents, Conditions, Tasks & Milestones, Loan Details, QC Findings
• 7 workflows: Intake document requests, questionnaire generation, daily closing-risk sweep, post-close tasks
• 5 email templates: Questionnaire alerts, document requests, milestone updates, conditions, closing risk
• 1 AI agent: Mortgage Assistant
• 6 AI prompts: Document classifier, gap analyzer, red-flag detector, case summary, questionnaire parser, follow-up drafter
• 1 import, 3 exports: Bulk case import; active cases, case clients and pending questionnaires exports
• Sample data: Demo cases, clients and documents — optional at install
• Security: Row-level security on every table; borrowers see only their own loan

Data tables (13)

• Cases — The hub of the app: every loan file from first lead to post-close, with its status, assigned manager and age, so staff always know where each case stands.
• Clients — Borrowers and co-borrowers on each case, with the contact details that drive questionnaire delivery and portal access.
• Questionnaires — Digital questionnaires sent to each client on a case so borrowers answer online instead of over email, with completion tracked back to the manager.
• Property Information — The subject property on each case: address, property type, occupancy and purchase price or value, so appraisal, title and closing all work from one record.
• Loan Details — Loan amount, rate, term and key dates for each case, with the interest rate masked from borrowers by row-level security.
• Documents — Every requested and uploaded file such as paystubs, W-2s and IDs, classified by AI on upload and tied to both the case and the client who supplied it.
• Conditions — Underwriting conditions that stand between a file and clear-to-close, each with an owner and due date so nothing slips into closing week.
• Tasks & Milestones — Milestones and to-dos on each case, including the trailing-items tasks created automatically the moment a loan closes.
• Communication Logs — A running log of every call, email and note exchanged on a case, stamped with the channel and time, so anyone picking up the file can see the full conversation history.
• QC Findings — Quality-control audit findings logged against a case by a reviewer, so compliance issues are tracked to resolution.
• Closing/Post-Close — Closing date, closing status and closing notes for each case, and the record the daily risk sweep checks for loans closing within 7 days that still have open conditions.
• Client-Case Information — Supplementary details and follow-up notes attached to a specific document, such as what was requested, its status and the date it is due back from the borrower.
• Property Customer Relations — Links a client to a property with the nature of the relationship, its status and key dates, for cases where a borrower is tied to more than one property or a property to several clients.

User roles (15)

• Internal Staff — Consolidated staff role for case managers, processors and underwriters who work their assigned pipeline day to day.
• Administrator — Full access to every case, user and dashboard for owners, operations leads and system admins.
• Loan Officer — Originates loans and owns the borrower relationship from lead through application.
• Loan Officer Assistant — Gathers early documents and keeps borrowers moving on behalf of a loan officer.
• Processor — Verifies documentation and orders appraisals and title to get the file ready for underwriting.
• Senior Processor — Handles complex files and oversees the processing team's compliance before submission.
• Underwriter — Reviews risk and creditworthiness and issues conditions or approvals on submitted files.
• Underwriting Manager — Leads the underwriting team and handles escalations and final decision authority.
• Closer — Prepares closing packages and clears prior-to-funding conditions so loans close on schedule.
• Post-Close Specialist — Owns the file after funding, chasing trailing items and preparing it for secondary-market delivery.
• QC Reviewer — Audits closed files for accuracy and regulatory compliance and logs QC findings.
• Borrower — Portal access for the primary applicant to upload documents, answer questionnaires and follow milestones on their own loan only.
• Co-Borrower — Portal access for the secondary applicant to supply their own documentation and view shared loan progress.
• Partner — External access for referral partners and title contacts to track milestones on shared files without calling for status.
• Title Contact — Lets title company representatives upload commitments and closing protection letters and coordinate signing dates.

Workflows (7)

• Case Manager — Auto-Generate Questionnaires — One click from a case sends a personalized questionnaire to every client on it and emails each of them a link to complete it.
• Case Manager — Completion Notification — Tells the assigned manager the moment a borrower finishes a questionnaire so the file keeps moving.
• Intake: Generate Initial Requirements — Requests the right opening documents automatically when a case is created: a purchase agreement for purchases, a mortgage statement for refinances.
• Document Upload: Notify & Classify — When a borrower uploads a file, AI identifies what it is and the manager is notified, so no upload sits unnoticed.
• Underwriting: Notify on Submission — Alerts the underwriting queue as soon as a case is submitted so review starts without a hand-off email.
• Risk Monitoring: Closing Deadline Check — A daily sweep flags any loan closing within seven days that still has open conditions and sends an urgent risk alert to the team.
• Post-Close: Trailing Items Generation — Creates the post-close trailing-items task automatically the moment a case is marked closed, so nothing is forgotten after funding.

Email templates (5)

• New Questionnaire Alert
• Document Request
• Milestone Reached
• Condition Issued
• Closing Risk Alert

Import templates (1)

• Bulk Case Import

Export templates (3)

• My Active Cases Export
• Case Clients Export
• Pending Questionnaires Export

AI agents (1)

• Mortgage Assistant — An AI assistant that can look up and update cases and clients, trigger questionnaires and send emails on request, so staff can work the pipeline in plain language.

Categories: CRM, Mortgage