TABLE OF CONTENTS

• Step 1: Automate Appointment Scheduling
  • Why It Matters
    • 1.1 Let Borrowers Book Themselves
    • 1.2 Send Smart Appointment Reminders
    • 1.3 Route Appointments to the Right LO or Team
• Step 2: Automate Lead & Client Follow-Up
  • Why It Matters
    • 2.1 Follow Up Automatically with Cold Leads
    • 2.2 Engage Past Clients & Referral Partners
    • 2.3 Use AI to Answer FAQs & Pre-Qualify Prospects
• Step 3: Streamline Docs, Tasks & Deal Flow
  • Why It Matters
    • 3.1 Track Every Loan in One Place
    • 3.2 Request Documents Automatically
    • 3.3 Automate Status Updates
• Step 4: Automate Payments & Fee Tracking (If Applicable)
  • 4.1 Generate & Send Payment Requests
  • 4.2 Track Paid vs. Unpaid Statuses
• Step 5: Optimize Reporting & Business Intelligence
  • Why It Matters
    • 5.1 Know Where Your Closings Come From
    • 5.2 Track Close Rates & Loan Pipeline Health

Are You Struggling to Stay on Top of Client Communication, Pipelines, and Paperwork?

You’re a pro at structuring loans, guiding clients through pre-approvals, and helping families secure homes—but running your business is a different beast.

Do any of these sound familiar?

• Qualified leads fall through the cracks because you didn’t follow up in time.

• Chasing documents and paperwork wastes hours each week.

• You're juggling 5+ systems to track loans, leads, emails, and appointments.

• Deals slow down due to poor task tracking or unclear next steps.

You’re not alone. Most mortgage professionals are stuck in reactive mode—when what you need is a system that runs in the background and lets you focus on closing loans, not chasing admin work.

What If Your Brokerage Ran Smoothly, End-to-End?

Imagine a streamlined back office that:

✅ Lets clients book consultations online and syncs to your calendar
✅ Follows up automatically with cold leads and hot prospects
✅ Sends document requests, reminders, and pipeline updates automatically
✅ Tracks every step of every deal, from pre-approval to close
✅ Analyzes your close rate, lead sources, and revenue—in real time

Effortlessly manage your HVAC Business with All in One Solution - Sign Up For HighLevel Today

What You’ll Learn in This Playbook

✅ How to automate appointment booking and reduce no-shows
✅ How to follow up with leads and referral partners without lifting a finger
✅ How to streamline doc collection, client communication, and reminders
✅ How to track your entire pipeline, from inquiry to clear-to-close
✅ How to analyze your business performance so you know what’s working

Step 1: Automate Appointment Scheduling

Why It Matters

73% of millennial homebuyers prefer to book consultations online.
Loan officers who automate scheduling book 27% more appointments.

1.1 Let Borrowers Book Themselves

• Use HighLevel Booking Links to let buyers, agents, or referral partners book time instantly

• Embed links in your emails, Instagram bio, and website

• Offer consult types like: “First-Time Buyer Strategy Call” or “Refi Review Session”

• How to Set Up Booking Links

1.2 Send Smart Appointment Reminders

• Cut no-shows with automated reminders via SMS & email

• Include intake forms so you're prepared for every call

• How to Automate Appointment Reminders

1.3 Route Appointments to the Right LO or Team

• Use round-robin or rules-based routing for larger teams

• Assign based on ZIP code, language, or loan type (FHA/VA/Conventional)

• How to Set Up Permission for Assignment

Step 2: Automate Lead & Client Follow-Up

Why It Matters

Leads go cold fast: 78% of borrowers choose the first lender who follows up.
Brokers who respond within 5 minutes see 9x higher conversions.

2.1 Follow Up Automatically with Cold Leads

• Send 3–5 day follow-up sequences via SMS + email

• Share FAQs, testimonials, and next steps in the funnel

•  How to Automate Quote Follow-Ups

2.2 Engage Past Clients & Referral Partners

• Send monthly market updates or rate alerts

• Offer “Mortgage Health Checks” to trigger refi interest

• How to Set Up AI-Powered Customer Support

2.3 Use AI to Answer FAQs & Pre-Qualify Prospects

• Let ConversationAI respond to inbound questions like:
  “What are rates today?”
  “What docs do I need?”
  “Can I qualify with 10% down?”

• How to Set Up Smart Lists

Step 3: Streamline Docs, Tasks & Deal Flow

Why It Matters

Most brokers lose 1 in 4 deals due to slow follow-up or disorganized pipelines.
Digitizing operations increases close rates and reduces missed steps.

3.1 Track Every Loan in One Place

• Visual pipelines for “Application Received → Docs In → Pre-approved → CTC → Closed”

• Assign tasks to team members with due dates

• How to Send and Create Invoice

3.2 Request Documents Automatically

• Send secure links to upload W2s, paystubs, credit pulls

• Trigger requests based on pipeline stage

• How to Set Up Payment Received

3.3 Automate Status Updates

• Keep borrowers in the loop (“Appraisal Ordered,” “Clear to Close,” etc.)

• Use templated email/SMS to reduce time spent explaining process

• How to Automate Recurring Payment

Step 4: Automate Payments & Fee Tracking (If Applicable)

Note: Applies to brokers charging appraisal coordination fees, lock fees, etc.

4.1 Generate & Send Payment Requests

• Invoice clients via email or text

• Accept credit card, ACH, Apple Pay, Google Pay

• How to Set Up Opportunity Creation

4.2 Track Paid vs. Unpaid Statuses

• Trigger reminders if fees are unpaid

• Add tracking to CRM pipeline

• How to Monitor Recurring Appointments

Step 5: Optimize Reporting & Business Intelligence

Why It Matters

If you don’t know where your loans come from, you can’t scale what works.
Top producers track lead source → funnel stage → revenue.

5.1 Know Where Your Closings Come From

• Track ROI from ads, agents, email, social, SEO

• Compare referral vs. inbound vs. past client sources

• How to track Leads and manage

5.2 Track Close Rates & Loan Pipeline Health

• Set targets by loan type: Purchase vs. Refi vs. HELOC

• Track # apps submitted, # pre-approvals issued, average deal size

• How to Create and Monitor Dashboard

Final Thoughts: Build a Machine That Runs Your Brokerage

By following this playbook, you’ll stop leaking leads, close faster, and deliver an elite borrower experience.

✅ No more dropped deals
✅ No more chasing docs or manually updating agents
✅ More time to focus on relationships, partners, and revenue

Let HighLevel automate the busywork—so you can scale, sell, and stay sane.

Ready to Automate Your Mortgage Business?

Sign up for HighLevel today and put your day-to-day on autopilot.