Record the maturity date at funding, let the CRM remind you at 180, 120 and 90 days, and send a short sequence that asks for a conversation before the lender's renewal letter arrives.
Renewal automation is three habits and one tool. The habit that matters most is recording the maturity date, term and lender in the CRM on the day the file funds, because a date entered later is a date forgotten. The tool then does the rest: reminders to you at 180, 120 and 90 days, and a message sequence to the client at the same points.
The sequence should ask for a conversation, not offer a rate. The lender's renewal letter, usually around 120 days out, offers a rate and a signature line; your message offers a review of whether the mortgage still fits, which is a better offer. Brokers who run this sequence keep renewals that brokers who wait lose to a letter.
Automation covers the reminder and the first message. The call is still yours, and it is the highest value call you make all week. The database engine guide sets out the full renewal and referral rhythm.
The broker portal is included at no cost and is what the Deal Desk runs on. BrokerDam, a CRM built for Canadian brokers with data stored in Canada, is available at a member rate; it is a paid product and a choice, and any compliant CRM is welcome. We do not charge a mandatory technology fee for tools you would not choose.
The full guide, with the detail and the numbers.
Turn your database into a renewal and referral engineThe tools a Canadian mortgage broker actually needs: submission platform, CRM, document collection, e signature, calendar, phone, and what to skip.
How to judge a brokerage's broker portal: Deal Desk submissions, document packs, status, underwriter chat, lender updates and compliance in one place.
What a Canadian mortgage broker needs from a CRM: renewal dates, pipeline, CASL consent, email and text, data stored in Canada, and the cost traps.
Bring your questions to a discovery call and a broker owner will answer them directly.