The AI Inbox Manager That Turns Broker Emails Into Settled Loans
Every enquiry answered in minutes. Every document chased. Every fixed rate expiry followed up. Written in your voice, inside your own inbox, and never sent without you.
Email is just the beginning.
From there, we automateThe loan usually goes to whoever replies first.
A borrower who filled in your form filled in three others. The broker who comes back inside the hour with a real answer — not “thanks, I’ll be in touch” — is the one who gets the appointment. Everyone else is quoting on a deal that’s already gone.
But you’re in an appointment. Or on the phone to an assessor. Or chasing the same three payslips for the fourth time. The enquiry sits there for six hours, and the pipeline quietly leaks.
Enquiries go cold while you’re writing loans
The lead that came in at 10:14am gets a reply at 6:40pm, after they’ve already booked with someone else.
The document chase eats the week
Payslips, statements, contracts, accountant letters. Written from scratch, every time, by someone who should be doing higher-value work.
Clients ask “any update?” because nobody told them
The file is moving. The client can’t see it. So they email — and now you’re doing the update anyway, just later and more defensively.
The back book gets refinanced by someone else
Fixed rates roll off. Rates move. A broker who emails first keeps the client. Nobody has time to run that list manually.
Policy changes pass unnoticed
A lender loosens self-employed policy or a buffer changes, and the twelve declined leads it just made viable stay declined.
An assistant that lives in the inbox where your business actually happens
Not another platform to log into. It works inside the email account you already use, all day, without being asked.
Every enquiry gets a fast, ready-to-send reply
Drafted within minutes, with the answer to their actual question — not a holding message.
The rest of the inbox sorts itself
Lender emails, portal notifications and supplier noise filed. What needs a human is flagged and routed.
Long threads, summarised
Forty emails on a construction file, read in fifteen seconds before you pick up the phone.
Chases and reminders that don’t rely on memory
Outstanding docs, unanswered leads, blown lender SLAs, expiring pre-approvals — surfaced daily.
Everything a broking business can hand over
You won’t switch all of this on at once. This is the map of what’s possible — we start with the two or three that are costing you the most.
New enquiries answered before the competition wakes up
- Drafts a reply to every web form, portal lead, referral intro and ad response within minutes
- Answers the first questions from your approved answers: process, timelines, fees, documents, rough borrowing power
- Attaches the right thing automatically — fact find link, doc checklist, first home buyer guide, calendar link
- Offers appointment times from your calendar and confirms the booking
- Qualifies up front: employment type, deposit, property stage, timeline, credit history flags
- Recognises returning clients and duplicate enquiries, and pulls the history into the draft
- Flags the urgent ones — auction Saturday, finance clause Friday, pre-approval expiring
- Runs a three-touch follow-up on anyone who goes quiet
- Covers nights, weekends and public holidays, so a reply lands before their Monday callback
Getting the right docs in, without asking four times
- Sends the correct checklist per scenario — PAYG, self-employed, casual, contractor, construction, SMSF, investor, refinance, non-resident, guarantor
- Reads incoming attachments, renames them and files them to the right client folder
- Tracks what’s arrived against what’s outstanding and drafts the next chase
- Spots obvious problems: payslip out of date, statement missing pages, unsigned page, name mismatch, document older than 90 days
- Escalates on a ladder — soft nudge, firm nudge, then a call task for the associate
- Requests third-party documents: accountant letter, employer confirmation, contract of sale, rates notice, insurance certificate, discharge forms
- Keeps a live “waiting on” list per file, so nobody has to ask
- Chases ID verification and privacy consent before it holds up submission
Same-hour answers on the questions that decide the deal
- Drafts an indicative borrowing power range from your servicing rules, ready to check and send
- Repayments, LVR, LMI ballpark, stamp duty and cash-to-complete estimates written into the reply
- Refinance comparison: current rate against what’s available, savings over the term, break and switch costs flagged
- Serviceability sanity check before anyone burns a lender slot
- Drafts the lender shortlist rationale for you to edit and drop into the file
- Knows when a scenario is too complex for a quick answer and routes it to the credit analyst instead
The middle of the deal, where clients go quiet on you
- Sends every client in the pipeline a progress update on a set rhythm, without anyone writing them
- Reads lender emails and turns them into plain-English client updates
- Converts “further information required” into a client request plus an internal task
- Chases the assessor when an SLA blows, with the reference and history attached
- Keeps agents, conveyancers and referrers across finance clause and settlement dates
- Handles valuation ordered, received, or short — and drafts the next move
- Watches pre-approval expiry and drafts the extension or refresh
- Escalation email ready when a file has sat too long at one stage
The last mile, done properly
- Coordinates settlement dates across client, conveyancer, agent and lender
- Day-before and day-of settlement confirmations
- First payment date, direct debit, offset and redraw explained in writing
- Discharge authority chasing on refinances
- Thank you, Google review request and referral ask, timed to the moment of goodwill
- Clean handover pack to client services so the relationship doesn’t stop at settlement
The book you already own, worked properly
- Fixed rate expiry watch — 90, 60 and 30-day emails with the options already in them
- Interest-only expiry and P&I switch warnings before the repayment shock
- Annual review invitations with an updated position attached
- Rate move days: a segmented “what this means for you” email to the whole book, drafted the same morning
- Loyalty tax check — clients now paying above market, with a repricing request ready for the lender
- Pricing request follow-ups and outcome emails
- Equity release and next-purchase prompts as values and balances move
- Settlement anniversary and milestone touches that sound like you, not like a mail merge
- Silent client alert — anyone not contacted in twelve months
- Early discharge signals flagged while there’s still time to save the loan
Partners who keep sending, because you keep them informed
- Instant acknowledgement and follow-up on every accountant, agent, buyers agent, planner and builder referral
- Partner-facing status updates, so referrers stop chasing you for them
- Monthly partner recap: leads sent, converted, settled
- Drafts the client newsletter from what actually happened this month
- Review requests at the right moment, and drafted responses to the reviews that land
- Sorts supplier pitches, newsletters and spam out of the way before anyone sees them
An audit trail that builds itself
- Drafts file notes from the email thread while it’s fresh
- Keeps the record: what was sent, when, and what the client said back
- Checks the required disclosures went out — credit guide, credit proposal, preliminary assessment
- Keeps a clean record of options presented and why the recommendation was made
- Flags files missing a signature, a consent, or an unactioned condition
- Never gives credit advice and never sends on its own — a licensed human approves every message
Visibility without another dashboard
- Morning brief: what came in overnight, what’s urgent, what’s stuck, what’s at risk
- Pipeline picture drawn from the inbox, not from someone’s memory
- Response time and conversion reporting by broker and by lead source
- Shared inbox items routed to an owner, so nothing sits unclaimed
- Commission and trail discrepancies flagged to whoever handles the books
- Leave cover — someone’s inbox keeps moving while they’re away
- New starters inherit the approved answers instead of guessing
The conversations that never get had
- Flags files where an offset, split, or restructure is now the obvious move
- Prompts asset finance, commercial, SMSF and personal insurance conversations at the right trigger
- Warm introductions to your accountant, conveyancer and planner partners, drafted for you
- Picks up buying signals in client emails — “we’re thinking about an investment property” — and raises them
- Re-engages old pre-approvals that lapsed without a purchase
A rule changes on Tuesday. By Wednesday you know exactly who it affects — and they’ve had an email.
Lender bulletins and aggregator updates already land in your inbox. They get skimmed and buried. This reads them, translates them, and turns them into revenue.
- Summarises every lender policy bulletin into a one-paragraph “what this means for us”
- Identifies the clients and past leads the change just made eligible
- Identifies who it made ineligible, before you promise something you can’t deliver
- Drafts the outreach email to that exact segment, ready for approval
- Serviceability buffer and assessment rate changes
- HECS/HELP and student debt treatment
- LMI waivers by profession, and deposit scheme changes
- First home buyer grants and stamp duty concession changes
- Self-employed and low-doc policy loosening
- Rate cut and rate rise cycles across the whole book
- Revives declined files where the reason for decline no longer applies
It’s not one assistant. It’s one for each person on the team.
Same system, different job for every role — and the handoffs between them stop falling through.
Principal / Owner
Runs the business- Morning brief on what’s urgent, stuck or at risk
- Response times and conversion by broker and lead source
- Sees which referral partners actually settle
- Knows nothing is sitting unanswered while the team is heads-down
Mortgage broker (writer)
In front of clients- Every enquiry already has a draft reply waiting
- Quick numbers and comparisons written for them to check
- Thread summaries before every call
- Follow-ups and pipeline updates handled between appointments
Associate / Parabroker
Moves the file- Document chases drafted and escalated automatically
- Lender emails turned into tasks and client requests
- Live outstanding-items list per file
- SLA breaches flagged with the chase already written
Credit analyst
Structures the deal- Scenarios arrive pre-sorted with documents read and gaps listed
- Income, employment and liability details extracted from attachments
- Only the genuinely complex files reach them
- Lender shortlist rationale drafted for review
Loan processor / Admin
Keeps files clean- Attachments named, filed and matched to the right client
- Condition and compliance checklists tracked
- Data entry drafted from the email trail
- Missing signature and consent alerts before submission
Settlements officer
Lands the deal- Date coordination across client, conveyancer, agent and lender
- Pre-settlement and settlement-day confirmations
- Discharge and payout chasing
- Post-settlement handover pack
Client services / Retention
Owns the back book- Fixed rate and interest-only expiry lists worked automatically
- Annual review invitations and repricing requests
- Silent-client alerts before a competitor finds them
- Review and referral asks at the right moment
Marketing coordinator
Feeds the pipeline- Segments the database for every rate move or policy change
- Newsletters drafted from real client events, not filler
- Review generation and response drafting
- Lead-source reporting that ties spend to settlements
Reception / Shared inbox
First point of contact- Every message triaged and routed to an owner
- Standard questions answered from approved responses
- Appointment booking and confirmation
- Noise filtered out before it reaches a broker
Smaller team? One person wears four of these hats — which is exactly why the inbox is the bottleneck.
It drafts. You send. Always.
Nothing is ever sent automatically
You read every draft and hit send yourself. If you’d rather it never touched a client-facing email, it can work internally only.
It sounds like you, not like AI
It learns from your own past emails — your phrasing, your level of detail, how you explain a rate to a first home buyer.
Correct it, retrain it, or switch it off
Every correction you make teaches it. Change the rules any time. Turn any part of it off in a click.
Without it
- Leads answered when someone gets a gap
- Doc chases written from scratch, every file
- Clients chase you for updates
- Fixed rate expiries found after they’ve rolled
- Policy changes skimmed and forgotten
- File notes written from memory, later
- The shared inbox is nobody’s job
With the AI Inbox Manager
- A reply drafted within minutes, day or night
- Checklists and chases sent, tracked and escalated
- Updates go out before the client thinks to ask
- 90/60/30 day expiry emails, already written
- Every bulletin turned into a targeted campaign
- Notes drafted from the thread while it’s fresh
- Everything triaged and owned
Broking data is sensitive. We treat it that way.
It works inside your own account
Gmail or Microsoft 365, under your own tenancy. Your inbox is not copied to another platform, and the setup belongs to you — not to a vendor you’d have to keep paying to keep it.
Your emails don’t train anyone’s AI
We use business-tier models with training switched off. Payslips, statements and IDs stay where they are.
Least-privilege access
It gets access to what it needs and nothing else. Scope it per mailbox, per team member, per folder. Revoke it in a click.
Built to sit inside your obligations
Human approval on everything client-facing, a written record of what went out, and no credit advice generated or sent without a licensed person signing off. Your licensee’s rules come first — we build to them.
We’re a marketing and automation firm, not your compliance adviser. Before go-live we walk the setup through with you (and your aggregator or licensee if you want them in the room) so everyone’s comfortable with what it touches.
It sits beside the tools you already run
Nothing gets replaced. No new login for the team. Your email is the surface; your CRM stays the source of truth.
Gmail / Google Workspace & Outlook / Microsoft 365
Individual mailboxes, shared inboxes, or an info@ alias — whatever your structure is.
Your aggregator CRM and lodgement platform
We work with what you’ve got. Where a clean connection exists we use it; where it doesn’t, the inbox layer still does the work.
Calendar, docs, e-sign, calculators, phone
Booking links, document storage, signature requests and your quick-quote tools all plug into the same flow.
Useful in week one. Trusted by week three.
We plug into your existing email
No new software, no migration. We map how enquiries actually arrive and where they currently die.
We teach it your voice and your rules
Your past emails, your lender preferences, your checklists, your approved answers. You correct the early drafts; it learns fast.
It runs, and we keep widening it
Enquiries answered, docs chased, updates sent, expiries surfaced. Each month we switch on the next piece from the list above.
The things brokers ask us first
Will it email my clients without me seeing it?
Does it give credit advice?
Will it sound like a robot?
Does it work with my aggregator’s CRM?
Gmail or Outlook?
Where does my client data go, and is it used to train AI?
How does this sit with my licensee or aggregator’s rules?
How long before it’s actually useful?
Can it run on a shared info@ inbox?
What if a broker leaves, or we hire?
Do we own it?
How is this different from the automations in my CRM?
What does it cost?
Open your inbox tomorrow to something already handled
Fifteen minutes. We’ll look at your actual inbox, show you where the leads are leaking, and tell you which three things we’d automate first.
Get My Inbox Handled