CRM for mortgage brokers
A mortgage inquiry requires diligent administrative management before it ever reaches a formal underwriting stage. Brokers need one place to manage early borrower interactions before the file goes to the lender. Workspace369 runs that pre-application stage: client records, conversations, consultations, document collection, proposals and invoices, ready to hand off to the lender system.
Key facts
CRM for mortgage brokers at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.
The workflow runs in 5 steps, from "log the initial inquiry" to "track progress via projects".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats, 500 GB of storage, and 120,000 AI tokens per month at $299/mo.
Additional seats cost $10 each and 100 GB of additional storage costs $15; full pricing is public on the Workspace369 pricing page.
The problem
Initial borrower inquiries often stall because communication history is scattered across separate personal inboxes. When a broker cannot view past conversations alongside client records, response times slow down significantly. Workspace369 stores conversations directly on the client record, so operators see the exact status of an inquiry before it is entered in the primary lender software system.
Gathering tax returns and bank statements frequently results in misplaced files and missed follow-up deadlines. Without structured tasks linked directly to client records, brokers lose hours searching through email attachments. Managing file uploads within a dedicated portal ensures that operators can manually verify each document against an administrative checklist before advancing the inquiry to a formal lender submission.
Coordinating initial borrower consultations via back-and-forth emails creates unnecessary operational delays. When scheduling is decoupled from the main administrative file, brokers frequently miss critical context during the call. Utilizing integrated scheduling links allows borrowers to book consultation slots directly, after which the broker adds a task to review the file before the conversation begins.
A brokerage needs clear communication about the administrative work it has agreed to perform. Keep the responsible person, requested next step and agreed service scope easy to find. A Workspace369 Proposal sets out the broker’s service scope, fees and next steps, with a public approval and e-signing link. Use sample, non-sensitive business information when evaluating the workflow.
The product
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
Workflow
The operator creates a new entry in client records as soon as a borrower submits a mortgage inquiry. This record holds contact information, notes and custom fields for the inquiry. The operator logs all initial conversations within this profile, ensuring that the early stage of the relationship is fully documented before any formal underwriting files are generated in external lender portals.
The broker sends a booking page link (booking pages start at Specialist) to the prospective borrower to book an initial consultation. Once the meeting is confirmed, the broker adds a task to prepare the file. The broker uses the scheduled time to discuss borrowing goals, recording notes directly in the client records during the live conversation.
Following the consultation, the broker drafts a preliminary scenario outline using Proposals. This document details the service steps, estimated broker fees, and required documents. The proposal is published to the client portal, where the borrower can review and e-sign the terms to proceed with the document collection phase.
The operator assigns specific tasks to the borrower for uploading required files, such as income verification and identification documents. The borrower uploads these items directly into the client portal. The broker then checks each file manually to ensure legibility and completeness before saving them to the project folder.
The broker moves the inquiry into a dedicated project to monitor the pre-submission checklist. Tasks are checked off as files are verified. Once all documentation is complete, the broker issues any invoices for broker fees, completing the internal workflow before the application is entered into the lender system.
Product coverage
Loved on the App Store
Finally feels calmBounced between three or four all-in-one tools and always ended up in a mess of tabs. This is the first one that feels calm. Set up my client projects in ten minutes.
Painless team rolloutRolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.
Hours back every weekWas juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.
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FAQ
Keep loan origination, credit pulls, underwriting and lending decisions in your designated lender systems. Workspace369 runs the broker’s side around them: client records, conversations, consultations, document collection, proposals and invoices, from first inquiry to lender submission.
Borrowers upload their files directly through the client portal. From Specialist, uploaded files attach to the specific client records or projects. Brokers review each document against lender guidelines before transferring it to the external loan origination system, and roles, permissions and audit trails control who can open each borrower file.
Yes. You can generate and send invoices for broker or administrative fees directly through the platform. These invoices are tracked within the client portal, allowing borrowers to view their billing records while the broker monitors payment status alongside the active project, ensuring all pre-application costs are accounted for properly.
You can maintain comprehensive client records for both primary borrowers and co-borrowers. All conversations, scheduling details, and tasks can be linked to their shared project, ensuring the broker has a clear record of all interactions and file uploads prior to submitting the final package to the lender.
Ready when you are
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
