Lead follow-up and CRM automation for UK mortgage brokers

FlowGenix Automations is a UK AI automation consultancy based in Basingstoke, Hampshire, building follow-up, fact-find and case-tracking automation for independent mortgage brokers and small directly-authorised firms across England, Scotland and Wales.

This page is for the broker or firm principal whose portal leads (Unbiased, Mortgage Advice Bureau feeds, comparison sites) go stale in a shared inbox before anyone can call them, and whose case updates to clients are still being typed by hand. We deploy the systems that touch every lead in under 5 minutes and keep every case client informed without a broker at the keyboard.

Why do mortgage brokers lose portal leads?

MIT's oft-cited lead response study still holds up on UK mortgage leads: contact within 5 minutes is roughly 21× more likely to convert to an appointment than contact at 30 minutes. Most brokers are contacting portal leads at 2–6 hours because they are with clients when the lead arrives. The lead has already spoken to two other brokers by then.

What we build for mortgage brokers

Sub-5-minute lead response. New leads from Unbiased, MAB feeds, your website, Meta Lead Ads or wherever else land in n8n, trigger an AI SMS + email within 90 seconds, and book a fact-find call into your calendar without a broker touching a keyboard.
AI-guided fact-find pre-call. Before the broker's call, the AI collects income, deposit, property price, employment status and credit history via a friendly SMS or web form. The broker starts every call already knowing whether the case is placeable.
Case update automation. Status changes in your CRM (Intelligent Office, One Mortgage System, MOSaic, Salestrekker) trigger plain-English SMS + email updates to the client. "Application submitted", "valuation booked", "offer issued" — automated, branded, on-time.
Document chase. Missing payslips, ID, bank statements? The AI chases the client with escalating urgency, offers a secure upload link, and files documents against the case. Broker only intervenes on genuine blockers.
Product transfer and remortgage recall. Clients hit 4 months from fixed-rate expiry — automated re-engagement sequence books them for a rate review. Recurring revenue captured without diary chasing.

Which tools does this run on?

Orchestration on n8n. SMS and voice on Twilio. AI text on GPT-class models with UK prompt tuning for mortgage terminology and FCA-compliant language. Data in Supabase where the CRM cannot hold it. Direct integrations for Intelligent Office, One Mortgage System, MOSaic, HubSpot and Pipedrive; webhook or API bridges for anything else.

How much does mortgage broker automation cost?

Solo broker build: £1,500–£2,500. Small firm (2–8 brokers): £2,500–£4,500 depending on CRM depth. Monthly retainer covers hosting, message costs, model usage, and support. Most brokers we speak to are losing £2,000–£8,000 a month in stale portal leads — payback is fast.

Is this FCA and GDPR compliant?

Yes. All AI-generated client messages use language templates you sign off, avoid regulated advice, and include appropriate disclosures. Data stays in UK/EU regions. We provide a data processing agreement and a scriptable audit trail of every automated touch for your compliance file.

Frequently asked questions

Will the AI ever give mortgage advice?

No. It handles factual updates, fact-find data collection, and scheduling. Any question that requires regulated advice is routed to the broker with the client's context pre-populated.

Which CRMs do you integrate with?

Intelligent Office, One Mortgage System, MOSaic, Salestrekker, HubSpot, Pipedrive, and generic CRMs via API or webhook. If your CRM has no public API we build a mirror layer in Supabase during the free audit.

Can it pull leads from Unbiased and MAB feeds?

Yes. Portal leads arrive by email or webhook — n8n parses them, deduplicates against your CRM, and triggers the response sequence within seconds.

What about vulnerable customer flags?

The AI is scripted to detect trigger phrases (bereavement, redundancy, illness, cost-of-living distress) and route those cases straight to a human broker with a flag on the record — never automated further.

How long does deployment take?

Solo broker: 2–3 weeks. Multi-broker firm with deeper CRM integration: 4–6 weeks.

Book your free 20-minute automation audit

No slides, no obligation. We'll map where AI can save you hours every week and quote a fixed price if you'd like us to build it.

Book the free audit