One CRM that runs your entire loan book - built around how you actually broke.
Digital Rabbit designs and builds bespoke, AI-enabled CRMs for Australian mortgage brokers and aggregator groups. Kanban deal pipelines, digital form signatures, a secure client upload portal, and a genuinely paperless office - all under one roof, all yours.
- Built for you, not rented
- Australian data hosting
- NCCP-ready audit trail
Paperless files
System, not seven
To e-sign a form
Client self-service portal
The CRM features mortgage brokers actually ask us for
Off-the-shelf software makes you bend to it. We build the modules your practice needs - and leave out the ones you'd never open.
Client & lead management
Single client record with household grouping, guarantors, referral source, lead scoring and full contact history - every call, email and SMS attached to the file.
Kanban deal pipeline
Drag deals from Enquiry to Settled. Stage-based checklists, SLA timers, colour-coded lender tags and a board per broker, team or referral partner.
Digital form signature
Send Credit Guides, Fact Finds, Privacy Consents and Broker Agreements for legally binding e-signature. Timestamped, IP-stamped, tamper-evident audit certificate on every document.
Client upload portal
Clients log in, see exactly what's outstanding, and upload payslips, IDs and statements from their phone. Auto-reminders chase the missing ones so you don't have to.
Compliance & audit trail
Best Interests Duty evidence, lender comparison notes, Preliminary Assessment records and a locked, exportable audit log ready for aggregator or ASIC review.
Commission reconciliation
Import aggregator commission files, auto-match upfronts and trail to settled loans, flag underpayments, and split commissions across brokers and referrers automatically.
Serviceability & scenario tools
Built-in borrowing capacity, repayment, LVR, LMI and stamp duty calculators. Save scenarios against the deal and produce a branded comparison PDF in one click.
Task & workflow automation
Stage changes fire the right tasks, emails and SMS automatically - pre-approval expiry alerts, valuation follow-ups, settlement countdowns and fixed-rate rollover reminders.
Live dashboards & reporting
Settlement volume, conversion by stage, lender mix, average days to approval, referrer ROI and broker leaderboards - filtered live, exported to Excel in a click.
Unified inbox & SMS
Email, SMS and portal messages threaded onto the client file. Templates, merge fields and shared team visibility so nothing is stuck in one person's Outlook.
Aggregator & API integrations
Connect to your aggregator platform, Illion/Equifax bank statements, valuation providers, Xero, Outlook/Gmail, DocuSign and your website lead forms.
Mobile & offline-friendly
A responsive app for brokers on the road - capture a lead, scan an ID, log a file note or approve a document from a phone at the kitchen table.
Every deal on one Kanban board - nothing falls through
Stop tracking loans in a spreadsheet and a memory. Drag a deal between stages and the CRM does the rest: tasks generated, client notified, compliance evidence stored, clock started.
Your stages, your names, your rules - the board is configured to match your process, not a vendor's template.
Stage SLAs & ageing
Cards change colour when a deal sits too long. See at a glance which files are stalling with the lender and who needs chasing today.
Checklists per stage
A deal can't move to Submitted until the required documents, consents and notes exist. Compliance built into the workflow, not bolted on afterwards.
Team & referrer views
Filter the board by broker, processor, lender or referral partner - and give referrers a read-only view of only their own deals.
Kill the filing cabinet. Kill the seven logins.
Most broker practices run on a fact find PDF, a shared drive, a scanner, an email inbox, a spreadsheet and three subscriptions that don't talk to each other. We collapse all of it into one system your team actually enjoys opening.
- No printing, no scanning. Documents are collected, signed and stored digitally from first contact to settlement.
- One source of truth. Client, deal, documents, notes, tasks, commissions and compliance in a single record.
- Structured document vault. Auto-named, auto-filed, version controlled, with expiry dates on IDs and payslips.
- Role-based access. Brokers, processors, admin and referrers each see exactly what they should - and nothing else.
- Find anything in seconds. Full-text search across notes, emails and the content of uploaded documents.
Before
- Printed fact finds
- Docs chased by email
- Spreadsheet pipeline
- Commission guesswork
- Audit = a weekend
After
- Digital fact find
- Portal uploads
- Live Kanban board
- Auto-reconciled
- Audit = one export
Clients sign and upload themselves - you just watch it complete
The two things that slow every loan down are unsigned forms and missing documents. Both are solved on the client's phone, at 9pm, without you sending another follow-up email.
Sign to continue
3 documents ready for your signature. Sign once - we'll apply it to all three.
Every signature is timestamped, IP-logged and sealed with a tamper-evident audit certificate.
Welcome back, Sarah
Your refinance is 80% complete. Two items left.
Photo-to-PDF capture, drag-and-drop, bank-grade encryption, and automatic filing straight onto the deal.
Smart forms, pre-filled
Conditional fact finds that only ask what's relevant, pre-filled from data you already hold, saved as the client goes and resumable on any device.
Secure by design
Encrypted at rest and in transit, MFA on every login, Australian-hosted data, granular permissions and a complete access log.
Automatic chasing
Polite, branded email and SMS reminders on your schedule until the last document lands - and a nudge to you if the client goes quiet.
An AI layer that does the admin, so brokers can broke
AI isn't a bolt-on gimmick here - it's wired into the pipeline, the documents and the client conversation, with a human approving anything that matters.
Document reading & extraction
Uploaded payslips, IDs and bank statements are read automatically - income, employer, expiry dates and account details extracted straight into the file for you to confirm.
Deal triage & next best action
The CRM ranks your pipeline each morning: which file is at risk, which client is ready to convert, and the single next action that moves each deal forward.
Drafted emails & file notes
Client update emails, lender follow-ups and Preliminary Assessment notes drafted in your tone from the actual deal data. You read, tweak, send.
Ask your loan book
“Which fixed rates roll off before December?” “Who hasn't been contacted in 90 days?” Plain-English questions answered instantly across your whole database.
Compliance checks before submission
AI reviews the file against your checklist and flags gaps - missing consent, stale payslip, unexplained expense, thin BID rationale - before it reaches the lender.
Retention & repricing signals
Spots clients likely to refinance away, fixed terms expiring and equity build-up - so your annual review calls are pointed at the right people at the right time.
From first call to live CRM - without disrupting your settlements
Discover
We sit with your brokers and processors, map the real workflow, and document every form, stage and bottleneck.
Design
Clickable prototypes of the board, the client portal and the key screens - signed off before a line of code is written.
Build & migrate
Agile sprints with fortnightly demos, plus clean migration of your existing clients, deals and documents.
Launch & support
Team training, a parallel-run week, then ongoing Melbourne-based support, hosting and continuous improvement.
You own it. It fits. It keeps growing with you.
Subscription CRMs charge per user forever, own your data, and change the roadmap without asking you. A custom build from Digital Rabbit is your asset - extended whenever your process changes, integrated with whatever you already use, and priced as a project, not a rising per-seat tax.
- Your data, your hosting - exportable at any time, no lock-in.
- No per-seat penalty - add processors and referrers without a bigger bill.
- Built to integrate - aggregator, accounting, marketing and website all connected.
Connected to the tools your practice already runs on
Mortgage broker CRM questions, answered
What is a custom CRM for mortgage brokers?
A custom CRM is software built specifically around your brokerage's workflow rather than rented off the shelf. It holds your clients, deals, documents, tasks, commissions and compliance evidence in one system, with the stages, forms and rules configured to match how your brokers actually work.
Are digital form signatures legally valid in Australia?
Yes. Electronic signatures are recognised under the Electronic Transactions Act. Every document signed in the CRM is timestamped, IP-logged and sealed with a tamper-evident audit certificate, so you can evidence exactly who signed what and when.
Can the CRM integrate with my aggregator platform?
Yes. We integrate with aggregator platforms, bank statement services such as Illion and Equifax, valuation providers, DocuSign, Xero, Outlook and Gmail, SMS gateways and your website lead forms, wherever an API or file export is available.
How long does it take to build a mortgage broker CRM?
A focused first release typically takes 10 to 16 weeks, covering discovery, design, build, data migration and training. We deliver in fortnightly sprints so you see working software early and settlements are never disrupted.
Where is my client data stored?
Your data is hosted in Australia, encrypted in transit and at rest, protected by multi-factor authentication and role-based permissions, and exportable at any time. You own the system and the data outright.
How does the AI in the CRM work?
AI reads uploaded payslips, IDs and bank statements to extract data into the file, ranks your pipeline by risk and readiness, drafts client emails and file notes, answers plain-English questions about your loan book, and flags compliance gaps before submission. A human approves anything that matters.
Tell us how you broke. We'll show you the CRM that fits.
Book a free 45-minute scoping call with our Melbourne team. We'll map your current pipeline, show you a working demo of the Kanban board, e-signature flow and client portal, and give you a fixed-price proposal - no obligation.
- Fixed-price proposal
- Melbourne based
- No lock-in contracts