Settings

Company

Company profile, address and letterhead.

Company profile

Shown on letterhead, statements, emails, the portals and the sign-in page.

PNG or SVG, 400×400

Legal company name *

Operating name

Business number (BN)

FSRA licence #

Principal broker / administrator

Street address

City

Province

Postal code

Main phone

General email

Website

Time zoneDue dates, reminders, late-payment cut-offs and nightly jobs use this time zone.

Letterhead & statements

Applied to every generated document. Individual templates are edited in Documents → Templates.

Header style

Accent colour

Footer text

Default signer

Signature image

None

[Lender Name]

[Street address]
Toronto ON · (416) 555-0100

Letter body…

…

[Lender Name] Inc. · FSRA licence #[FSRA licence #]

Lookup lists

Every drop-down in the system, in one place.

Applies to every screen

Every drop-down in the system (property type, lead source, loan purpose, fee type, lost reason, document type and so on) comes from a list here. Staff can add a missing value right from any form by choosing “＋ Add new value…” at the bottom of the drop-down. Admins can rename, hide and re-order values, set the default for new records, delete values the team added, and create new lists for custom fields. Hidden values disappear from drop-downs but stay on the older records that already use them, so history and reports don’t change.

Lists that drive a workflow (lead pipeline stages, loan statuses, collections steps) keep their own screens: Statuses & stages and Collections.

Users & roles

Team members, what each role can do, and who can approve deals.

Users

4 active · 1 invited · 1 inactive · plan allows up to 10

Name	Email	Role	2FA	Last active	Status
AMAlex Morgan	alex@[lender].ca	Owner / Admin	On	Now	Active
PNPriya Nair	priya@[lender].ca	Underwriter	On	Today 9:40 AM	Active
DBDaniel Brooks	daniel@[lender].ca	Servicing	On	Today 8:55 AM	Active
JL[Junior underwriter]	junior@[lender].ca	Junior underwriter Custom	Off	Sep 29, 4:12 PM	Locked
—[Accountant]	accountant@[firm].ca	Read-only	—	—	Invited Sep 24
TR[Former staff]	former@[lender].ca	Servicing	—	Jun 30, 2026	Inactive

Each user manages their own two-factor sign-in under My security. Company-wide sign-in rules are in Data & security.

Role permissions

What each role can see and change. Owner / Admin always has full access.

Module	Owner / Admin	Underwriter	Servicing	Read-only	Junior underwriter Custom
Contacts	Full
Leads & commitments	Full
Convert lead → deal	Full			—
Deals / loan files	Full
Record payments & NSF	Full
Edit rates, terms & fees	Full			View
Renewals & discharges	Full
Lenders / investors	Full
Documents & templates	Full
Portals (requests from borrowers, investors, brokers)	Full
Accounting (general ledger)	Full
Payables (bills & expenses)	Full
Reports & export	Full
Settings	Full	None	None	None	None

Changes apply the next time each user signs in. Standard roles can’t be deleted; a new role starts as a copy of one.

Two people for money controls. The person who prepared these can’t approve them: distribution runs, lender banking changes, trust → operating transfers, reconciliation sign-offs, bill payments above the threshold and manual journals (when approval is on). Give at least one other trusted person the approval permissions. Seeing SIN, ID numbers and lender bank accounts needs View sensitive fields; every reveal is logged.

Approval limits

Who can approve a deal in Underwriting. Deals above a user’s limit go to the next approver.

Role	Approve up to	Rate exceptions	Rating D deals
Underwriter
Owner / Admin
Credit committee	Above	Any, recorded in minutes	Committee vote

Rate exception = approved rate below the rate sheet for that LTV band and position.Credit committee members: Alex Morgan, Priya Nair, [external member]

Fees & defaults

Fees, prepayment penalty and payment defaults filled in on new leads and loans.

These are the defaults filled in on new leads and loans. They can be changed on any individual loan. Existing loans are not affected. Underwriters with “Edit rates, terms & fees” can open this tab and the rate sheet without full Settings access.

Fees

NSF fee

Discharge / admin fee

Renewal fee

% of principal

Lender fee

% of principal

Commitment fee

% (credited at funding)

Late payment fee

Grace period

days

Payout statement fee

Other charges staff can add to a loan (legal fee, inspection fee, extension fee…) come from the Fee type lookup list.

Prepayment penalty

Default penalty rule

Open after

Penalty calculated on

Interest & payments

Day-count basisPer diem = principal × rate ÷ 365

Default loan typePrincipal & interest is available but interest-only is the default

Default payment frequency

Default payment day

Day of month

Interest adjustment

Arrears interest

Default term

months

Default payment method

Payment application order

Rate sheet

Rates by LTV band and position, adjustments and lending limits.

This rate sheet is used by Quick Quote and pre-fills rates on new leads. Underwriters can still override a rate on any deal; overrides are logged.

Interest rate matrix

Annual rate (%) by loan-to-value and property/position. Leave blank if you don't lend in that band.

CurrentEffective

LTV band (combined)	1st: residential	2nd: residential	Commercial (1st)	Construction (1st)	Lender fee
Up to 50%
50–60%
60–65%
65–70%
70–75%
75–80%

Rates are % per year, interest-only, calculated monthly. Lender fee is % of the loan amount.

Adjustments

Adjustment	Rate change	Automatic rule	Applies automatically
Rental / non-owner-occupied
Rural / outside service area
Term 6 months or less
Repeat client in good standing
Corporate borrower

Lending limits

Minimum loan

Maximum loan (single deal)

Max LTV: residential 1st

Max combined LTV: residential 2nd

Max LTV: commercial

Max LTV: construction (as-complete)

Max LTV: vacant land

Standard terms offered

Statuses & stages

Lead pipeline, loan statuses, condition sets and the risk scorecard: the lists that drive a workflow.

Lead pipeline stages

Columns on the Leads board. Drag to reorder.

⋮⋮

New inquiry

Required: borrower name, borrower phone or email, property, loan amount

⋮⋮

Docs requested

Required docs: mortgage statements, tax bill, ID

⋮⋮

Commitment sent

Required: commitment sent · auto-task: follow up in 3 days

⋮⋮

Fee received → Deal

Recording the commitment fee converts the lead to a deal. Can be renamed, not removed.

System

⋮⋮

With lawyer

Required: insurance certificate, lawyer instructions sent

Loan statuses

Used on Deals / Loans and in reports. System statuses are set automatically.

⋮⋮Funding

Deal converted, not yet advanced

⋮⋮Active

Funded and in good standing

⋮⋮In arrears

Set automatically on NSF or a missed payment (after grace days)

System

⋮⋮Renewal due

Set automatically 90 days before maturity

System

⋮⋮Paying out

Payout statement issued

⋮⋮Legal / enforcement

Referred to lawyer for enforcement

⋮⋮Discharged

Paid in full and discharged

System

Simple lists used with these stages

Plain value lists (no workflow) are managed with every other drop-down in Lookup lists.

Open Lookup lists

Lost reasons

Rate too high · Went with another lender · LTV too high · Unresponsive …

Manage

Loan sub-statuses

A finer status under each loan status: Awaiting lawyer · Funds in trust · Watchlist · Payment arrangement …

Manage

Contact types

Client / Borrower · Guarantor · Lender / Investor · Broker · Lawyer …

Manage

Decline reasons

Recorded when underwriting declines a deal

Manage

Condition categories

Groups the conditions in the sets on the right

Manage

Condition sets

Standard commitment conditions, required documents and required information, pre-selected by property / borrower type. Each condition is tracked (Outstanding → Received → Waived) on the lead and loan.

Residential — owner-occupied

Appraisal · Insurance w/ lender as loss payee · Property tax paid · Mortgage statements (all properties) · ID ×2 · PAD agreement

6 conditions

Rental / investment property

Owner-occupied set + Leases · Rent roll · Tenant estoppel (if 3+ units)

9 conditions

Construction

Building permit · Cost-to-complete · Draw schedule tied to milestones · Inspection report · Builder's risk insurance

8 conditions

Corporate borrower

Articles of incorporation · Corporate profile report · Director resolution · Personal guarantees · Financial statements

5 conditions

One-time conditions can also be added on any individual lead or loan.

Underwriting risk scorecard

Weights used by the scorecard in Underwriting. Each factor is scored 1 (weak) to 5 (strong).

Factor	What the underwriter looks at	Weight
Loan-to-value	Primary LTV and combined LTV across all collateral
Credit	Bureau score, utilization, collections, bankruptcies
Property type & location	Marketability, property type, region
Exit strategy	Refinance, sale or renewal: how likely and how soon
Borrower profile	Income stability, experience, other properties
Total (must equal 100%)		100%

Rating bands: A minimum · B minimum · C minimum · D below CChanging weights doesn't re-rate files already approved.

Custom fields

Your own fields on deals, leads, contacts and properties.

Custom fields

Extra fields that show on leads/deals, contacts or properties, can be used in templates, and can be filtered in reports. Drop-down fields take their values from a lookup list.

Field name	Applies to	Type	Options	Section	Required	Merge field	Status
Zoning	Property	Drop-down	Lookup list: Zoning	Property details	No	`{{zoning}}`	Active
Construction stage	Deal / loan	Drop-down	Lookup list: Construction stage	Loan terms	No	`{{construction_stage}}`	Active
Exit strategy notes	Deal / loan	Long text	—	Loan terms	No	`{{exit_strategy_notes}}`	Active
Appraiser	Deal / loan	Contact link	Contacts of type Vendor	Property details	No	`{{appraiser}}`	Active
Referral fee agreed	Lead	Currency	—	Other	No	`{{referral_fee}}`	Active
Credit score	Contact	Number	300–900	Borrower details	No	`{{credit_score}}`	Active
Employer	Contact	Text	—	Borrower details	No	`{{employer}}`	Active
ID verified on	Contact	Date	—	Borrower details	No	`{{id_verified_date}}`	Inactive

Contact fields also appear on the contact form. Inactive fields are hidden but keep their data. Sensitive-field masking is set under Data & security.

Email & SMS

Email and SMS connections, test mode and the messages sent automatically.

Microsoft 365

One sign-in for email, calendar and documents.

Connected

Connection: servicing@[lender].ca · automated emails send through this mailbox
Automated sending: Appointment emails, portal invites, e-signature emails and reminders. Every email is saved to Sent Items.
Shared inbox sync: Two-way sync of the firm mailbox into the Inbox
Shared calendar: Appointments sync to the Microsoft calendar
OneDrive / SharePoint: Link cloud files to contacts and loans

The mail server below is kept as a fallback: if this connection ever fails, automated mail uses it.

Personal mailboxes

Each staff member connects their own Gmail or Outlook, so emails they send and receive are logged to the contact and loan.

2 connected

Staff	Mailbox	Status
Alex Morgan	alex@[lender].ca · Outlook	Syncing
Priya Nair	priya@[lender].ca · Outlook	Syncing
Daniel Brooks	—	Not connected

Documents inbox: docs@[lender].ca (attachments are filed automatically)

Automated messages

Sent automatically when something happens. Wording comes from templates. Tasks and reminders are created by automation rules.

Payment reminder

Payment is due · 3 days before · Email + SMS · to borrower(s) · only loans not on PAD

Payment reminder

NSF notice

Payment marked NSF · Email with NSF letter attached + SMS · creates task for Servicing

NSF notice

Payment received receipt

Payment received · Email to borrower

Receipt

Maturity notice — 90 / 60 / 30 days

Loan maturity approaching · renewal offer to borrower (and broker) at 60 days, reminder at 30 · Email + SMS

Renewal offer

Insurance renewal request

Document expiring · 60 and 30 days before an insurance certificate expires · Email to borrower

Insurance renewal request

Commitment reminder

Commitment sent, no fee received · after 3 days · Email to borrower + broker

Commitment reminder

Documents still needed

Lead stage changes → Docs requested · Email with the list of conditions outstanding

Conditions outstanding

Fee received — funding scheduled

Commitment fee received · Email to borrower, broker and lawyer

Funding scheduled

Welcome letter & portal invite

Loan funded · Email with welcome letter, PAD confirmation and borrower portal invitation

Welcome / portal invite

Secure document upload page

The branded page borrowers, brokers and lawyers use to upload requested documents.

Live

Link expiry, file size, notifications and the welcome text are set on the document upload settings.

Upload page settings

Templates & signatures

Reusable email templates, the company email signature and each person’s own signature.

Letters and documents (commitment, NSF letter, payout statement, lender statement…) are edited in Documents → Templates. Template categories are a lookup list: Template category.

Email templates

Used by automated messages, bulk email and the email composer. Placeholders fill in from the record.

Name	Category	Subject	Used by	Updated
Payment reminder	Servicing	Your mortgage payment is due {{due_date}}	Automated message	Sep 12, 2026
NSF notice	Collections	Returned payment on loan {{loan_number}}	Automated message	Sep 3, 2026
Commitment reminder	Leads / commitments	Your commitment for {{property_address}}	Automated message	Aug 28, 2026
Conditions outstanding	Leads / commitments	Documents still needed for your mortgage	Automated message	Aug 28, 2026
Renewal offer	Renewals	Renewal offer — {{property_address}}	Automated message, Renewals	Jul 30, 2026
Lender statement cover	Lenders	Your {{period}} statement	Distribution run	Jul 2, 2026
Welcome / portal invite	Servicing	Welcome to [Lender Name]	Automated message	Jun 14, 2026

Personal signatures

What recipients see on mail each person sends themselves. Anyone without one falls back to the company signature.

Staff	Status
Alex Morgan	Configured
Priya Nair	Configured
Daniel Brooks	Company fallback
[Former staff]	Inactive

Each person can also edit their own under My email signature.

Appointments & calendar

Booking rules, appointment types, staff schedules and calendar sync for borrower and lender meetings.

Open appointments calendar

Appointment types

Each type has a duration and a calendar colour. Type names come from the Appointment type list.

Intro call

30 min · phone or video

Active

Application meeting

60 min · office

Active

Signing appointment

45 min · office or lawyer

Active

Property visit

90 min · on site

Active

Lender meeting

60 min

Off

Booking preferences

Default booking behaviour.

Buffer time

minutes between appointments

Time slot interval

Max advance days

days ahead

Same-day booking

Notifications

Staff schedule

Working hours and time off for each staff member. Appointments can only be booked in working hours.

Staff	Mon	Tue	Wed	Thu	Fri	Sat	Sun
Alex Morgan	9–5	9–5	9–5	9–5	9–3	Off	Off
Priya Nair	8:30–4:30	8:30–4:30	8:30–4:30	8:30–4:30	8:30–4:30	Off	Off
Daniel Brooks	9–5	9–5	9–5	9–5	9–5	Off	Off

Time off, next 30 days: Priya Nair · Vacation · Oct 13–17 · · Daniel Brooks · Personal · Oct 6 (all day) ·

Shared calendar

All appointments sync to one Google or Microsoft calendar.

Connected

Display name: [Lender Name] Appointments
Last synced: Today 9:58 AM
Synced events: 142

Events are colour-coded by staff member; updates and cancellations show right away.

My calendar

Tasks, closings, maturities and review dates appear in each user’s own calendar.

Per user

Supported: Google Calendar, Outlook
Connected users: 2 of 3

E-signature

Built-in electronic signatures for commitments, PAD agreements, renewals and disclosures.

Signature methods

How signers can sign. At least one must be on.

Draw signature

Mouse or touch drawing

Type signature

Type name with script-font preview

Upload signature

PNG or JPG image

Expiry & reminders

Default link expiry

days

Reminder every

days

Final reminder before expiry

days before

Send signing link by SMS too

Notify the whole firm on completion (signed copy to every admin)

Also send signed copies to

Signing experience

Require document review

Signers must scroll through the whole document before the signature area opens

Require email verification code

Signers enter a one-time code emailed to them before they can open and sign (can be changed per request)

Legal disclosure text

Recorded with every signature

For Canadian e-signature law (PIPEDA Part 2 and Ontario’s Electronic Commerce Act).

Signer identityDocument fingerprint (SHA-256)TimestampIP address & browser

E-sign requests & templates

My signature

Placed for you on documents you counter-sign. Only you can use it.

Only you

Alex Morgan

Payments / PAD

Pre-authorized debit file, deposit account, batching and other payment methods.

Automatic PAD needs your bank’s EFT file service (or a processor later). The app builds the PAD file and tracks the results; the bank moves the money. Each borrower also needs a signed PAD agreement (Payments Canada Rule H1). The PAD file and the lender EFT file can’t be built until the originator ID, short name and account below are filled in.

PAD provider

How debits are sent.

Setup needed

Connection type

Provider

StatusA direct provider connection is a later phase; use the bank file upload.

File format (bank upload)

Originator IDFrom your bank, 10 characters

Short name on statementsUp to 15 characters

Deposit account

Bank

Transit / institutionStored encrypted; type over to change

Account

Account type

Batching

Send PAD batch

Approval

On NSF / return

Retry returned debit

Reasons a debit comes back (NSF, account closed, stop payment…) are the Return reason list.

Cheque printing

Distribution runs already print lender and referral-fee cheques as a PDF (the first cheque number is entered when the run is approved). Custom cheque-stock layouts are a later phase.

Later phase

Cheque stock layout

Print from account

Next cheque #

Other payment methods

Cheques & post-dated cheques (track cheque numbers and deposit dates) E-transfer Wire / bank draft Credit card — marked “to discuss”

Accounting

General ledger start date, fiscal year, approval rules, bank accounts, opening balances, automatic posting and GL health.

Accounting treatments here are the defaults; your accountant confirms them before go-live. The chart of accounts is in Accounting → Chart of accounts. The QuickBooks / Xero export mapping and company bank accounts are under Integrations → Accounting export.

General ledger

Your books of record: accrual basis, with a cash view of the P&L. Trust money is kept in trust accounts, never in the company P&L.

Journals posted: 1,284

GL start dateNothing posts automatically before this date; balances before it come in through the opening balances. It can’t move past journals already posted, or onto/before the last date your imported history covers.

Fiscal year endsUsed by the year-end close.

Default P&L view

Manual journal approval Require approvalA second person with “Approve journals” posts each manual journal.

Bill payments need approval from

Payments at or above this amount need a second person. Empty = never.

Weakening a control (turning approval off, raising the threshold) is logged separately in the audit log.

Bank accounts in the ledger

The GL account each company bank account posts to. Add more bank accounts in the chart (e.g. 1011) and link them here. Once an account has postings its link can’t change.

Bank account	Kind	GL account
Trust account ••4471	Trust
Operating account ••9021	Operating

Opening balances

Balances carried in on Dec 31, 2025 (the day before the GL start date). Any difference goes to 3900 Opening balance equity.

Posted Jul 2, 2026

Account	Memo	Debit	Credit
1000 · Operating bank	Balance per bank Dec 31	35,339.30
1010 · Trust bank	Balance per bank Dec 31	161,575.25
1020 · Company funds held in trust		16,880.00
1100 · Interest receivable		2,940.00
1110 · Fees receivable		750.00
1120 · Accrued interest receivable (unbilled)	Accrued December interest	8,905.10
1200 · Mortgages receivable – company funded	Company share of loans	1,738,650.00
1300 · Advances recoverable		2,100.00
1400 · Prepaid expenses		3,600.00
1900 · Other assets		14,000.00
2000 · Accounts payable			12,450.00
2010 · Accrued liabilities			4,800.00
2100 · Trust: due to lenders			110,215.25
2200 · Trust: borrower reserves			9,480.00
2210 · Trust: holdbacks			25,000.00
2240 · Trust: company funds			16,880.00
2300 · Deferred income	Unearned lender fees		9,850.00
2310 · Payments received in advance (borrowers)			1,200.00
2400 · Shareholder loan			350,000.00
3000 · Share capital / owner's equity			1,000,000.00
3100 · Retained earnings	From the 2025 financial statements		444,864.40
Total		1,984,739.65	1,984,739.65

Automatic posting

Journals post from payments, trust movements, charges and bills as they happen; every night at 2:30 a catch-up posts anything missed. Replays never duplicate a journal.

Last run: Today 2:30 AM
Result: OK 0 journals posted
Posting sources: 14 active

GL health

Integrity checks of the books and their ties to trust and servicing.

Show only issues

	Every journal balances; trial balance debits = credits	OK
	Trust accounts net to zero; 1020 = 2240	OK
	Trust bank GL balance = book balance	OK
	Operating bank GL balance = book balance	OK
	1100 interest receivable vs servicing	$0.03 difference
	Company money credited to income with no receivable open	2 items · accountant to review

Integrations

Connected services and what each one is used for.

E-signature

Connected

Send commitments, PAD agreements, renewals and disclosures for signature. Signed copies file themselves to the loan.

Provider: Built-in e-signature
Sent this month: 14 requests

Settings

Accounting export

CSV export

Posts interest income, fees and lender payables to your accounting system as one summary journal a month. No double entry.

Provider: CSV for QuickBooks Online / Xero
Last export: Sep 1, 2026
Schedule: Monthly, 1st business day

Export now

Email

Connected

Emails send from your own mailbox and replies land in the Inbox, logged to the contact and loan.

Mailboxes: 2
Provider: Google Workspace or Microsoft 365

Email & SMS settings

Microsoft 365

Connected

One sign-in for automated email, the shared inbox, the shared calendar and OneDrive / SharePoint files.

Mailbox: servicing@[lender].ca

Settings

SMS

Available

Two-way text messages and automatic reminders. Opt-outs (STOP) are honoured automatically.

Sender number: (416) 555-0199

Settings

PAD / EFT provider

Setup needed

Collect borrower payments by pre-authorized debit and pay lenders by EFT. Needs a processor or your bank's EFT file service.

File format: CPA 005

PAD settings

Calendar sync

Per user

Tasks, closings, maturities and review dates appear in each user's own calendar.

Supported: Google Calendar, Outlook
Connected users: 2 of 3

Connect my calendar

Cloud storage

Optional

Connect Microsoft OneDrive or Google Drive to link working files to contacts and loans.

Provider: Not connected

Connect

Identity verification

Optional

Optional service to verify ID documents remotely (photo ID plus selfie) for clients you don't meet in person. Results save to FINTRAC / KYC.

Credit bureau

Phase 2

Pull credit reports from Equifax / TransUnion straight into underwriting. Requires a bureau membership agreement first.

Connect other software (planned)

Planned

For future integrations. The website intake form is available today under Forms.

Forms

Documents & storage

Document categories, the secure upload page, upload limits and cloud storage.

Document categories (Government ID, Appraisal, Insurance certificate…) are the Document type lookup list. Its default value is where unsorted uploads land.

Secure document upload page

A branded page where borrowers, brokers and lawyers upload requested documents without logging in. Links are sent from “Request documents”.

Live

Page address (white-labelled)

https://

Uses your own domain; the software vendor's name is not shown.

Logo

Link expires after

Max file size

Max uploads per linkDefault for new links; each link can set its own.

Notify on upload

Allowed file types

.pdf.jpg.png.heic.docx.xlsx

Welcome text

Auto-file uploads to the matching checklist item and mark it “Received”

Website upload link

A permanent link for your website (“Send us documents”). Uploads land in the Documents inbox for filing.

Storage

Documents are kept until you delete them, subject to the retention schedule in Data & security.

38.2 GB usedof [plan storage]

Stored in Canada, encrypted and versioned. See Subscription & usage.

Cloud storage

Optional: link files from your existing OneDrive / SharePoint or Google Drive to contacts and loans. Files uploaded directly to this system don’t need cloud storage.

Not connected

Data import

Bring in contacts, loans and history from spreadsheets or another system.

Moving in from spreadsheets or another system. Import in this order: Contacts → Loans → Lender history → Transaction history → Documents. Every import is validated first, can be test-run, and can be rolled back. Imported history never sends emails, NSF letters or texts, never creates tasks, and never posts to trust or the general ledger (the opening balances carry it), so it must end before the GL start date.

1 · Contacts

Borrowers, guarantors, lenders, brokers, lawyers, vendors.

Drop a CSV / Excel file here or

Last test file:1,036 rows12 possible duplicates

2 · Loans

Loan terms, borrowers, properties, lenders on each loan, balances at the cut-over date.

Drop a CSV / Excel file here or

Last test file:412 rows3 warnings

3 · Lender (fund) history

Extra lenders on a loan, their rates, and distributions already paid.

Drop a CSV / Excel file here or

Last test file:688 rows1 warning

4 · Transaction / payment history

Every past payment, NSF, fee and advance, so balances and statements match. Each loan’s balance is checked.

Drop a CSV / Excel file here or

Last test file:9,874 rowsNo warnings

5 · Documents (ZIP)

A ZIP of files in folders named by loan number. Up to 5,000 files / 200 MB.

Drop a ZIP file here or

Last test file:2,140 files18 unmatched

Connect other software (planned)

For linking other systems (accounting, website intake form, bank feeds).

Planned

Connections to other software are not part of the first release. Leads can already come in through the website intake form.

Import history

Roll back in reverse order: documents, transactions, lender history, then loans. A loan with live activity since the import is kept and listed.

Date	Type	File	Rows	Imported	Skipped	By	Status
Sep 20, 2026	Contacts	contacts_export.xlsx	1,036	1,024	12	Alex Morgan	Completed
Sep 21, 2026	Loans	loan_register_2026.xlsx	412	—	—	Alex Morgan	Validated · 3 warnings
Sep 22, 2026	Transaction history	payments_2019-2026.csv	9,874	—	—	Daniel Brooks	Test run
Sep 8, 2026	Contacts	test_contacts.csv	40	40	0	Alex Morgan	Rolled back

Limits: 20,000 rows per file; documents ZIP up to 5,000 files and 200 MB, single files up to 50 MB.

Data & security

Sign-in security, sensitive fields, audit log, privacy (PIPEDA) and backups.

Sign-in security

One-time codes, two-factor sign-in and remembered devices for staff.

Enable one-time code verification

Staff enter a code after their password. Codes expire after 10 minutes, work once, and are cancelled after 5 wrong tries.

Where are codes sent?

Each employee — codes go to the person signing in (works for remote staff) Shared office email / phone — staff can only sign in when they can reach the office inbox or phone (strictest)

Email codes Text codes Allow authenticator apps

Office email (shared mode)

Office phone (shared mode)

Remember device for

Business hours only

Backups & data

Automatic backups: Point-in-time restore (7–35 days) plus long-term retention; document storage is versioned OK
Data residency: Hosted in Canada, including backups and documents
Encryption: Encrypted in transit and at rest; banking numbers are also encrypted inside the application
Document storage: 38.2 GB · see Subscription & usage

Full data exports and on-demand backups are requested through support.

Audit log

Every change to loans, payments, fees, approvals and settings is recorded and cannot be edited.

When	User	Action	Record	Change	IP
Sep 30, 9:04 AM	Alex Morgan	Lookup value added	Lookup lists · Lead source	“Mortgage show 2026” added	[IP]
Sep 26, 9:12 AM	System	Payment marked NSF	#1187	Sep 3 PAD $3,146.50 → NSF; NSF fee $250.00 added	—
Sep 25, 4:40 PM	Priya Nair	Lead converted to deal	H. Kim	Commitment fee $6,100 recorded; deal #1231 created	[IP]
Sep 25, 11:02 AM	Alex Morgan	Rate changed	Lead · B. Osei	10.49% → 9.99%	[IP]
Sep 24, 3:18 PM	Daniel Brooks	Document uploaded	#1098	Insurance_Cert_Ravine_Dr.pdf	[IP]
Sep 24, 9:01 AM	Alex Morgan	Setting changed	Fees & defaults	NSF fee $200.00 → $250.00	[IP]
Sep 23, 2:47 PM	Alex Morgan	User invited	[Accountant]	Role: Read-only	[IP]

Showing 1–7 of 4,812

Sensitive data access log

Every time someone reveals a SIN, ID number or bank account.

When	User	Field	Record
Sep 29, 2:15 PM	Daniel Brooks	Lender bank account	[Lender name] · banking change
Sep 22, 10:40 AM	Priya Nair	SIN	R. Nguyen

Privacy (PIPEDA)

How personal information is collected, kept and destroyed.

Privacy officer: Alex Morgan · privacy@[lender].ca
Consent wording: Shown on intake form and commitment ·
Privacy policy: v1.2 · updated Jun 1, 2026
Automatic deletion: On: records flagged for review when retention ends; nothing is deleted without approval

Record type	Keep for
Loan files (incl. payments, documents)	7 years after discharge
KYC / FINTRAC records	5 years (minimum)
Leads that never became deals	2 years after last contact
Marketing contacts (no deal)	2 years or until consent withdrawn
Audit log	7 years

Defaults to confirm: retention periods and consent wording above are suggested defaults. The company's lawyer / compliance officer confirms the final schedule.

Access & correction requests

Received	Person	Request	Due	Status
Sep 12, 2026	P. Alvarez	Copy of personal information held	Oct 12	In progress
Aug 20, 2026	[Former borrower]	Correction of address	Sep 19	Overdue
May 3, 2026	[Former lead]	Delete my information	Jun 2	Completed
Apr 2, 2026	[Borrower]	Delete loan records	May 2	Refused

Requests must be answered within 30 days.

Privacy breach log

Date	What happened	Real risk of significant harm?	Reported
Apr 18, 2026	Statement emailed to wrong address (internal staff member), recalled	No	Logged only

All breaches must be recorded and kept on file, even minor ones.

Menu & display

Design the menu for your whole company, add shared links, and set your own display preferences.

Company menu

Show, hide and re-order pages. Publishing applies to everyone on their next page load.

Admin

Display only: role permissions still decide what each person can open. Hidden pages stay reachable through search (Ctrl+K) and direct links.

Company links

Shortcuts everyone sees (e.g. your bank, Teranet, FSRA).

Teraview

https://www.teraview.ca

Business banking

https://[bank].com/business

Where should company links appear?

Subscription & usage

Your plan, what it costs, how much of it you use, add-ons and invoices. Only admins see this page.

Current plan

[Plan name] · billed monthly

Active

[Plan name] — base licence	[$ / month]
E-signature add-on	[$ / month]
SMS reminders add-on	[$ / month]
Total	[$ / month] + HST

Estimate only — the amount on the issued invoice is what you’ll be charged.

Billing contact

Company: [Lender Name] Inc.
Email: alex@[lender].ca
Phone: (416) 555-0100
Location: Toronto ON

Update these in Company.

Usage

Users

5 of 10

5 seats left

Text messages (this month)

214

2 failed · daily send cap resets at midnight

Document storage

38.2 GB

of [plan storage]

AI credits

1,240

760 used this period · Buy credits

Add-ons

Premium modules on top of your plan. Each one is billed on the same invoice; added mid-period = prorated.

Add-on	What it adds	Price	Status
E-signature	Built-in signing for commitments, PAD agreements, renewals	[$ / month]	Active
SMS reminders	Two-way texting and automatic reminders	[$ / month]	Active
Email integration	Personal mailbox sync into the Inbox	[$ / month]	Active
Appointments & calendar sync	Booking, staff schedules, shared calendar	[$ / month]	Trial
Cloud storage	OneDrive / Google Drive file linking	Pricing to be announced	Beta

Billing history

Select an invoice to see its line items.

Invoice	Period	Issued	Amount	Status
	Oct 2026	Sep 27	[$]	Due Oct 1
INV-0037	Sep 2026	Aug 28	[$]	Paid
INV-0031	Aug 2026	Jul 29	[$]	Paid

Your requests

Plan changes and add-on requests sent to YooTech.

Request	Sent	Status
Add 2 user seats	Sep 26	In review
Keep Appointments add-on after trial	Sep 10	Completed

Invoices are issued a few days before each period. Pay by card link or e-transfer. Plan changes take effect next period.

AI assistant

Agents that organize your email automatically and post what they find under AI Insights. Owner / Admin turns agents on; everyone else sees whether each one is on.

Open AI Insights

AI credits

Each agent run spends credits. Agents pause automatically when the balance runs out.

1,240

2,000 free/month · 760 used this period · 0 purchased (never expire)

5,000 credits— invoice INV-0043 is ready. Credits are added as soon as it’s paid.

Email Organizer Email

Each night, reads new shared-inbox emails, sorts them (documents, question, scheduling, payment, FYI), summarizes each, flags deadlines, and posts a morning digest.

Runs on a schedule · last run today 6:00 AM (Succeeded) ·

Monthly credit cap

First-run look-back (days)

Email the morning digest to all firm admins

Email Accountability Email

End-of-day report for the whole team: emails received, sent and replied per person, plus an AI-checked list of emails still waiting on a reply (borrower questions vs. mail that needs no answer). Reads all staff work mailboxes, including personal mailboxes.

Runs on a schedule · last run yesterday 6:00 PM (Succeeded) ·

Monthly credit cap

Outstanding backlog horizon (days)

Emails judged per run (max)

Email the end-of-day report to all firm admins

Folder rules

Choose which inbox folders the agent reads, what each folder holds, and what it should do there.

How the AI assistant works

Agents run on their own schedule (or on demand with Run now) and post what they find under AI Insights.
Each run spends AI credits: you get a free monthly grant, and agents pause automatically when the balance runs out.
Credit caps limit what a single agent can spend per month.

Tip

Watching a new inbox folder sorts its recent backlog on the first run (a one-time credit cost); after that, reruns are cheap. Use “See sample output” to preview what an agent produces before turning it on.

Credit usage and purchases also show under Subscription & usage.

Future modules

Modules planned for later phases.

These modules are not in the first release. The customer marked them “not needed now” or “to discuss”. They're shown so the system can be designed to add them later. (The borrower, investor and broker portals are now built: see Portals.)

Not needed

Broker integrations

Importing deals from Filogix, Lendesk, Finmo, Doorr or Velocity. Leads are entered by hand, through the intake form or from the broker portal instead.

Later phase

Direct PAD processor

Send debits through a payment processor’s connection instead of uploading the bank’s CPA 005 file.

Later phase

Live QuickBooks / Xero sync

Push the monthly journal straight to QuickBooks Online or Xero. Today the export is a CSV file.

Phase 2

Credit bureau

Equifax / TransUnion reports straight into underwriting.

Later phase

Custom cheque layouts

Print on your own pre-printed cheque stock with alignment offsets.

Planned

Connect other software (planned)

Secure links so other systems can send and receive your data automatically.

Accounting system

Company fileDisplay only; the connection is made when a connector is set up

Export schedule

Detail level

Transaction in this system	Account code	Account name
Interest income (company spread)
Lender fee income
NSF fee income
Discharge / renewal / admin fees
Lender payables (interest owed to lenders)
Trust liability (borrower funds held)
Trust bank account
Operating bank account
Broker & referral fees paid

Hold export for review before posting Only export a month after its trust reconciliation is signed off (recommended) Attach the reconciliation PDF to the journal

Company bank accounts

Account	Bank	Transit / inst.	Account #	GL code	Opening balance	As of
Trust account	[Bank name]	•••••-•••	•••••4471	1010	$161,575.25	Dec 31, 2025
Operating account	[Bank name]	•••••-•••	•••••9021	1000	$35,339.30	Dec 31, 2025

Account numbers are encrypted; only the last 4 digits are shown. The opening balance is the account’s balance before the first transaction recorded in this system.

Accountant to confirm the chart-of-accounts codes.

Module	View	Change	Approve / special
Payments / servicing	View servicing · A U S R	Record payments · A S; Edit servicing · A U S	—
Collections	View · A U S R	Edit · A S	—
Renewals / Discharges	View · A U S R	Edit · A U S	—
Property monitoring	View · A U S R	Edit · A U S	—
Lenders	View · A U S R	Edit, run distributions · A S	Approve distributions, approve banking changes, issue tax slips · A
Trust	View · A U S R	Edit · A S	Approve transfers, sign off reconciliations · A
Accounting export	View · A S R	Export · A S	Manage mapping · A
General ledger	View · A S R	Post journals · A	Approve journals, manage chart, close periods, GL settings · A
Payables	View · A S R	Edit · A S; Pay · A	Approve payments · A
Reports	View, export · A U S R	Schedule, build custom · A U S	Manage · A
Portfolio risk	View · A U S R	—	Manage limits · A
FINTRAC / KYC	View · A U S R	Edit · A U	View restricted records · A
Contacts	View · A U S R	Edit · A U S	View sensitive fields · A U
Portals	View requests · A U S R	Process requests · A S	Portal settings · A
Tasks	View · everyone	Edit · A U S	Manage automation rules · A
Settings, data import	View · A	Manage · A	Manage users, manage roles, manage integrations · A

Choose file

Match columns

Test run

Import

Saved mapping

Dates in the file

Cut-over dateUsed for rows without a cut-over date column

Opening balances (loans only)

Opening balances (recommended): balances as of the cut-over date — current principal, interest paid to, arrears Advance only — I will import the full transaction history next

Column in your file	Sample value	Maps to
Loan No	1187
Borrower	James & Rachel Nguyen
Address	9 Birchcliff Rd, Scarborough ON
Principal	420000
Rate	8.99
Pos	1
Maturity	03/08/2027
Pmt Method	PAD
Notes 2	renewed 2025

Test run result

Would import

409

Skipped

Already imported

Errors

Warnings

3 rows need attention: row 58 missing maturity date · row 201 rate “TBD” is not a number · row 377 loan #1143 already exists (will be skipped).

A test run imports for real and then undoes it, so you see exactly what would happen. Each loan is its own unit — one bad loan never leaves another half-imported. For transaction files the test run also compares each loan’s balance (as of, file balance, computed, difference).

Name

Apply when

#	Condition	Category	Document borrower uploads
1
2
3
4
5
6

Required before stage

Show on upload page

Effective	Status	Saved	By
Nov 1, 2026	Scheduled	Sep 29, 2026	Alex Morgan
Sep 1, 2026	Current	Aug 25, 2026	Alex Morgan
Jun 1, 2026	Past	May 20, 2026	Priya Nair

Command	Label	Content
`/remind`	Send reminder	Friendly reminder: please send the outstanding documents for {{loan_number}}.
`/docs`	Docs received	Documents received and filed — thanks!
`/callback`	Call back	Please call the borrower back today.

Command

Label

Content

Staff member

Line	Amount
[Plan name] — base licence (Oct 2026)	[$]
E-signature add-on	[$]
SMS reminders add-on	[$]
HST 13%	[$]
Total	[$]

Message	Email	SMS
Confirmation (new appointment)
Reschedule
Cancellation
Reminder (24 hours before)

Day	Start	End
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday	—	—
Sunday	—	—

Company

Company profile

Letterhead & statements

Lookup lists

Users & roles

Users

Role permissions

Approval limits

Fees & defaults

Fees

Prepayment penalty

Interest & payments

Rate sheet

Interest rate matrix

Adjustments

Lending limits

Statuses & stages

Lead pipeline stages

Loan statuses

Simple lists used with these stages

Condition sets

Underwriting risk scorecard

Custom fields

Custom fields

Required fields on the contact form

Email & SMS

Microsoft 365

Personal mailboxes

Outgoing mail server (SMTP)

SMS

Test mode

Email sending limits

Automated messages

Secure document upload page

Team collaboration

Templates & signatures

Email templates

Company email signature

Personal signatures

Appointments & calendar

Appointment types

Booking preferences

Notifications

Staff schedule

Shared calendar

My calendar

E-signature

Signature methods

Expiry & reminders

Signing experience

Recorded with every signature

My signature

Portals

Portals

What portal users may request

Sign-in

Support and welcome

Payments / PAD

PAD provider

Deposit account

Batching

Cheque printing

Other payment methods

Accounting

General ledger

Bank accounts in the ledger

Opening balances

Automatic posting

GL health

Integrations

E-signature

Accounting export

Email

Microsoft 365

SMS

PAD / EFT provider

Calendar sync

Cloud storage

Identity verification