Firm-specific workflows
Stages, terminology and handoffs shaped around your operating model.
Case preparation systems for mortgage firms
Case preparation infrastructure, built around your firm.
CaseHarbour designs and builds dedicated case preparation systems for mortgage firms. We map the way your team already works, then create a tailored environment that brings meetings, documents, follow-ups and case preparation into one structured workflow.
Built around your existing workflow
Dedicated to your firm
Adviser-controlled outputs
Example implementation
A CaseHarbour environment configured for a mortgage firm
CaseHarbour
Dedicated case environment
Case DetailsMeeting SetupUploadTrack & Follow UpFact FindIllustrationsExport
Active case
First-time buyer
Sarah Ahmed · Residential purchase
Client and case created
Sarah Ahmed · First-time buyer
Meeting captured
Transcript and adviser notes added
Documents organised
4 received · 2 still outstanding
Draft fact-find prepared
Missing information clearly flagged
6
Documents
24/31
Fields
2
Follow-ups
Example only. Workflows, fields, terminology and outputs are configured around each firm.
The operational problem
Case preparation gets complicated before the case even reaches submission.
Mortgage firms often prepare cases across a mixture of systems, documents, emails and manual checks. CaseHarbour starts by understanding that process before designing the system around it.
Preparation still happens manually
Meetings, notes and documents still need to be turned into structured casework before the case can progress.
Information sits across different places
Important case details can be spread across emails, notes, documents, CRM records and internal processes.
Outstanding information appears too late
Missing evidence and incomplete client information are harder to spot when preparation is fragmented.
The goal is not to force every firm into the same process. It is to build a cleaner preparation environment around the process the firm actually needs.
What we can build
One preparation system can connect far more of the case than a single workflow.
These are example capabilities rather than a fixed package. Each CaseHarbour implementation can combine, adapt or extend functionality around the firm.
Meeting & case preparation
Meeting setup, notes, transcripts and preparation in one environment.
Document handling
Case-linked evidence, status tracking and outstanding-item visibility.
Document analysis
Clearly stated information surfaced from evidence for adviser review.
Draft fact-find preparation
Editable draft content prepared from information already held in the case.
Case overview
A current view of case status, evidence and outstanding actions.
Follow-ups & communication
Document requests and client follow-ups prepared from the active case.
Illustrations & handoff
Structured illustration records and CRM-ready reviewed outputs.
Team access
A dedicated company environment with roles and shared case access.
The capabilities shown are examples, not the limit of a CaseHarbour implementation.
Discuss your workflowHow we work
From your existing process to your own CaseHarbour system.
Every engagement starts with understanding how the firm currently works.
01
Understand
We review how cases move through your firm and where preparation becomes inefficient.
02
Design
We define the workflow, information structure, permissions and outputs your system needs.
03
Build
Your dedicated CaseHarbour environment is configured and developed around that specification.
04
Implement
The system is tested, refined with your team and introduced into the live preparation process.
Built around the firm
The result is not a generic CaseHarbour account.
It is a dedicated environment configured around your firm's terminology, case stages, documents, controls, team structure and outputs.
Book a consultationExample implementation
See what a tailored CaseHarbour environment can look like.
This interactive example shows selected parts of one CaseHarbour implementation — from meeting setup and document handling through to case overview, fact-find preparation, tracking, illustrations and export.
This is deliberately not the full system.
A live implementation can include additional workflows, fields, controls, permissions, templates, integrations and firm-specific functionality beyond what is practical to demonstrate here.
Case overviewMeeting workflowDocument analysisDraft fact-findTracking & follow-upIllustrationsCRM-ready outputsTeam workflows
Selected workflow areas
Explore seven parts of this example configuration.
Example only · not full scopeInteractive
Active case
Residential Purchase
Eleanor & David Vance
Saved
Example case workflow
Draft fact-find prepared from case information
The configured workflow can bring together clearly stated information from meetings and documents, prepare an editable draft and make outstanding information visible.
24
Fields populated
2
Gaps flagged
4
Outputs ready
Meeting source
Consultation capture
Eleanor & David Vance consultation
42 min consultation audio source recording
Source extract
“...so we've saved about £35,000 for the deposit, and Eleanor's father is gifting another £10,000. David is on a basic salary of £48,000 at the design firm, and gets a performance bonus which fluctuates around £5,000 per year...”
Prepared output
Adviser case summary
Deposit Structure
- £45,000 total deposit proposed (£35,000 personal savings + £10,000 gifted deposit from Eleanor's father).
- Adviser note: Gifted deposit letter template to be sent to family for signature and proof of funds.
Employment & Income Details
- David Vance (Primary): £48,000 basic PAYE. Standard annual bonus approx. £5,000 (not currently guaranteed, requires historic proof).
- Eleanor Vance (Secondary): £36,500 basic PAYE (Secondary School Primary Teacher, Band M3).
Target Purchase Profile
- Residential purchase, looking at modern apartments in Greater Manchester region.
- Target price £310,000. Proposed LTV: 85.4%.
Adviser review required: CaseHarbour prepares administrative drafts only. It does not provide mortgage advice, recommend products, assess suitability or make lending decisions.
This walkthrough shows selected capabilities only. A full CaseHarbour implementation can extend beyond the areas shown here and is configured around each firm's own workflow, controls and technology.
Discuss your workflowGovernance & control
Technology should support professional judgement, not replace it.
A CaseHarbour implementation can organise information and prepare administrative outputs while review, judgement and approval remain with the firm.
Adviser review stays central
Prepared outputs remain subject to adviser checking and approval before use.
Preparation, not regulated advice
The system supports case preparation without determining suitability or making lending decisions.
Firm-specific access controls
Workspace structure, users and permissions can be configured around the organisation.
Visible review points
Outstanding actions and adviser review requirements can remain visible as the case progresses.
Implementation review
Access structure, permissions, data handling requirements and wider technology considerations can be reviewed during implementation.
Regulatory boundary
CaseHarbour supports administrative preparation. It does not provide mortgage advice, recommend products, assess suitability or make lending decisions.
Bespoke implementation
There is no off-the-shelf CaseHarbour plan.
Every project is scoped around the firm's workflow, team, functionality and technology requirements.
The first conversation is about how your firm operates today and what a better case preparation process would need to look like.
Pricing follows the scope of the implementation.
Team size, workflow complexity, required functionality, integrations and implementation support can all affect the project.
Frequently asked questions
What to expect from a CaseHarbour implementation.
CaseHarbour is not a fixed subscription product. The system is scoped, designed and implemented around the needs of each mortgage firm.
Adviser-controlled case preparation
The system can support preparation and review without replacing regulated advice or professional judgement.
CaseHarbour designs and builds dedicated case preparation systems for mortgage firms. Rather than offering one fixed software product, we work around the way each firm handles clients, meetings, documents, follow-ups, fact-find preparation and case handoff.
Yes. Each implementation is shaped around the firm's own process. Workflows, terminology, case stages, fields, document requirements, permissions, outputs and other functionality can be configured to suit the way that team operates.
The first conversation is used to understand how your firm currently prepares cases, which systems your team already uses, where information is captured and which parts of the workflow create unnecessary administration or inconsistency.
Depending on the firm's requirements, an implementation can include client and case management, meeting preparation and capture, document tracking and analysis, case overviews, draft fact-find preparation, missing-information checks, follow-ups, illustration workflows, team permissions and CRM-ready outputs.
Not necessarily. CaseHarbour can sit alongside an existing CRM as the case preparation layer, helping the team organise and prepare cleaner information before handoff. The wider technology setup and any required integrations are discussed during implementation.
No. CaseHarbour supports administrative case preparation. It does not recommend mortgage products, assess suitability, provide regulated mortgage advice or make lending decisions. Adviser review and professional judgement remain part of the firm's process.
Yes. The purpose of a bespoke implementation is to avoid forcing the firm into a generic software workflow. Case stages, labels, document requirements, internal handoffs, templates and outputs can be designed around the firm's existing operating model.
There is no public off-the-shelf price list because each implementation can have a different scope. Pricing is provided after the initial consultation and depends on factors such as workflow complexity, functionality, team requirements, integrations and implementation support.
Every implementation is scoped around the firm's requirements before build and rollout.
See how implementation is scoped