How KSquare tracks mortgage cases from first lead to bank commission

Where the work piles up

KSquare's team finds the client and works out what they need. They then negotiate with several banks to get the best offer and follow the case through approval and valuation until the money is released.

Leads arrive from many channels, and each case can sit with a different bank at a different stage. When a loan completes, one deal has to be invoiced three ways. That was a lot to keep track of by hand.

What we built

• Leads from every channel arrive in the Odoo CRM automatically.
• Each lead is one client's mortgage case. It moves through the sales stages first, then operations stages such as bank submission, pre-approval, valuation and the final offer letter.
• Offers from different banks are recorded on the case, so the team can compare them in one place.
• The system also blocks some moves. A case can't go to the operations team until the engagement letter is uploaded and any non-standard fee is approved.
• When a case reaches the completed stage, the invoices are created automatically: the client's commission, the bank's commission and an invoice for the referral partner who sent the lead.
• The bank commission follows KSquare's tiers, which change with the number of mortgages they close in a month.
• HR and accounting run in the same Odoo Enterprise system.

In practice, a lead from a partner or the website becomes a case in the CRM. A relationship manager works with the client, then hands it to operations, who submit it to the banks and track each offer. When the loan is released, the system raises the invoices, and nobody has to work out the commission on a calculator.

For mortgage and property brokers

The slow part for most brokerages is the paperwork after a deal closes. Our Odoo implementation page explains how we handle projects like this.