QARM Services
The operational layer
your brokerage needs.
QARM handles every component of your mortgage operations infrastructure — from CRM hygiene to compliance — so you can focus on origination and relationships.
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CRM & Pipeline Management
Your pipeline, accurate and current — always.
A disorganized CRM is a revenue leak. QARM manages your CRM in Filogix Expert, Finmo, Velocity, GoHighLevel, or HubSpot — ensuring every client record, deal status, and follow-up flag is current, correct, and actionable.
What's included
- Daily CRM updates across all active files
- Pipeline stage management and deal status tracking
- Lead record creation and deduplication
- Custom tag and filter organisation
- Task assignment and deadline tracking
- CRM health audits on request
Workflow Coordination
Structured systems that eliminate the chaos.
QARM implements and manages structured operational workflows that standardise how your brokerage handles every deal — from initial application to post-funding. Nothing falls through the cracks.
What's included
- Process mapping and SOP documentation
- Task and checklist management per deal stage
- Bottleneck identification and resolution
- Cross-team communication coordination
- Workflow optimisation using your existing tools
- Monthly operational review and reporting
Document & Condition Fulfillment
Complete files. Clean submissions. Faster closings.
Document chasing is one of the most time-consuming parts of a broker's day. QARM coordinates the collection, organisation, and verification of all required documentation — ensuring files go to lenders complete the first time.
What's included
- Client document request coordination (NOA, T4s, paystubs, IDs)
- Document completeness review against lender requirements
- Secure file organisation and naming conventions
- Condition fulfillment tracking and follow-up
- A-lender and B-lender specific preparation
- CMHC/Sagen document standards compliance
Client Communication Systems
Clients always informed. You never in the weeds.
QARM manages your outbound communication infrastructure — status updates, follow-up sequences, and milestone notifications — without compromising your professional voice.
What's included
- Proactive client status update emails
- Realtor and lawyer communication coordination
- Commitment letter and condition notification management
- Follow-up sequences for pending documents
- Post-approval client communication
- Communication templates built to your brand voice
Underwriting Preparation
Files submitted right the first time.
QARM prepares submission packages to lender specification — reducing conditions, accelerating turnaround, and protecting your lender relationships.
What's included
- Equifax and TransUnion bureau review and summary
- Deal structuring notes and liability breakdown
- Submission package compilation per lender requirements
- GDS/TDS ratio verification
- Employment and income documentation review
- Pre-submission completeness checklist
Scheduling & Lead Coordination
Qualified appointments. Not wasted calls.
QARM manages lead intake, conducts preliminary qualification, and books only qualified, prepared prospects into your schedule — ensuring your time is spent on conversations that move forward.
What's included
- Inbound lead intake and preliminary screening
- Appointment booking and calendar management
- Pre-call information collection from prospects
- Reminder coordination for scheduled appointments
- CRM integration of all lead touchpoints
- No-show follow-up and rescheduling
Compliance & Post-Funding Operations
Clean files. PIPEDA-compliant. Every time.
QARM handles post-funding file organisation, provincial compliance checklists, and data management to PIPEDA standards — protecting your brokerage and your licence.
What's included
- Post-funding file audit and organisation
- Provincial brokerage compliance checklist completion
- PIPEDA-compliant data handling and storage standards
- File archiving and retention protocol management
- Regulatory update tracking (FSRA, BCFSA, AMF)
- Compliance reporting support
AI-Enhanced Workflow Systems
Human expertise. AI-optimised efficiency.
QARM integrates AI workflow tools to enhance the speed and consistency of operational tasks — automating data entry, document categorisation, and routine follow-ups while keeping human oversight on every decision.
What's included
- Automated data entry verification and correction
- Document classification and routing
- Follow-up sequence automation configuration
- CRM workflow automation setup and management
- AI-assisted note-taking and summary generation
- Workflow analytics and performance reporting
Ready to offload your operations?
Book a discovery call and we'll identify exactly which services will have the highest impact on your business — whether that's mortgage, real estate, or insurance.