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 partner communication and the database program around your LOS, inside RESPA, TCPA and Reg Z.

Email Chris Call (916) 541-3415

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.

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 condition.
Three-party milestone broadcast
From application to funded, each milestone fires 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 with full disclosures.
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.
Realtor partner board
A monthly per-agent Partner Activity Report: files in process, days to close, co-marketing delivered. Service level only.
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 Reg Z triggering terms without the disclosure block, or guaranteed, approved, you qualify or a bare rate, plus a 24-month advertising archive.
Stuck-file report
A daily flag on files idle 72 hours, conditions past 5 days, appraisals out 10 days, or 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 joins the database cadence. The system never states or implies a credit decision.

What comes off your plate

Task	What changes
Work new leads before the competitor does	Text and email in under 60 seconds and a call task on the LO's phone.
Chase conditions	A reminder ladder and a live borrower checklist. The processor handles only genuine exceptions.
Status updates to the borrower and both agents	Milestone-triggered, automatic.
Pipeline review	An auto-built stuck-file and aging report replaces the spreadsheet. The huddle still happens.

Follow-up length and the never-list

How long it runs. 36 months, with an 18-month checkpoint. ICE reported that servicers retained only 32% of refinancing borrowers in Q1 2026, and refi cycles run on a multi-year clock, so an 18-month nurture goes quiet right before the borrower is reachable again.

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 after March 4, 2026. 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 partner materials and statements, internal alerts, written procedures, priority support and the monthly automation think-tank.

Full Engine adds agent, builder, financial-advisor and attorney lanes as separate fee-free programs. The partner statement becomes a service-level Partner Activity Report with no money, plus a recruiting funnel for loan officers.

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 licence (take it off if you own HighLevel). Free week-one compliance review for regulated industries. You own everything.

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, 24-month archiving for Reg N, and opt-outs honored across every workflow. Every template goes to your compliance officer or counsel first, and your lawyer writes any MSA.

I already pay for Encompass, Surefire, Total Expert, BNTouch or Jungo.

Keep them. They manage a pipeline someone still has to fill and follow-up someone still has to run. We don't replace the LOS or hold the loan file; we run the front end, partner communication and the database, and integrate.

My business comes from referrals. I don't buy leads.

That's the best position to be in, which is why this engine is built around partners and past clients rather than paid leads. The trigger-lead ban took effect March 4, 2026, so the competing calls your borrowers got after a credit pull are gone and partner relationships matter more.

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 contact win. The MBA put production expense at $10,936 per loan in Q2 2026 against $973 of net production income. Speed-to-lead shows in weeks; the database and partner programs are a 6-to-12-month build.

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 everbornproductions@gmail.com
Call (916) 541-3415
Chris Magee · Sacramento, CA · serving clients across the United States