MORTGAGE WORKFLOW PILOT WORKSHEET
AppliedAgents | 7 October 2026
https://www.appliedagents.com.au/resources/mortgage-broker-document-collection/

Use process descriptions and fictional examples. Do not enter client names,
account numbers, identity documents or financial records in this worksheet.

1. THE HANDOVER
Task to improve:
Who owns it:
Current tools and account plans:
How often it happens:
Where someone copies, chases or reconciles information:
Native features already tried:
What a useful finish looks like:

2. SCOPE AND RESPONSIBILITY
Start event:
Authoritative case/request record:
Required fields and where each comes from:
Who defines the document request:
Who reviews and accepts documents:
Who approves client messages:
What stays manual:
Who can pause the workflow:
Who handles errors and absence cover:

3. INFORMATION HANDLING
Approved systems and supported connection methods:
Permitted recipients and access:
Retention and deletion requirements to confirm:
Relevant business, professional and contractual requirements:
Fictional test data available:

4. TEST BEFORE LAUNCH
For each case record expected result, actual result, reviewer and any repair.
- Correct case and current request; file awaits review
- Duplicate file or repeated event
- Wrong applicant or uncertain case match
- Unreadable file or wrong document period
- Request amended after reminder prepared
- Client asks to pause
- File saved but CRM update fails
- Staff member lacks permission to view the file

5. BASELINE AND PILOT
Period and number/type of comparable cases:
Staff minutes per case, including review and corrections:
Elapsed time to a review-ready handover:
Time waiting on client versus team:
Unnecessary reminders per case:
Incorrect matches and corrections:
Software, usage and support cost:
Additional monthly operating effort:
What improved, what worsened and what remains uncertain:

Decision: continue / revise / stop
Decision owner and next review date:

Time released is capacity, not automatically cash saved or revenue gained.
Document receipt is not document acceptance or application approval.