BrokerEngine is the clearest mortgage broker CRM choice for Australian teams that want mortgage-specific workflows without designing a general sales platform from scratch. It combines deal tracking with task automation and document checklists. Before buying another CRM, compare it with the system your aggregator already supplies.
General CRMs suit brokerages that need a custom process and can maintain it. United States mortgage products need closer scrutiny of Australian lender connections and support hours. These 11 systems cover those different approaches. If you are new to the category, start with what a CRM does.
The 11 Mortgage Broker CRM Systems
1. BrokerEngine
BrokerEngine is built for Australian mortgage-broking workflows. Deal dashboards show where files sit, while automated tasks and deal-specific checklists help processors follow the next action. Client records and review emails support work after settlement.
Its mortgage templates reduce the configuration needed in a general CRM. Your team still needs to adapt workflows to its lenders and assign staff permissions. Fields for best interests duty evidence help retain the record, while the broker remains responsible for the recommendation.
BrokerEngine is our first choice for a brokerage buying mortgage workflow software separately. AFG brokers have BrokerEngine Plus inside Suite360, with direct ApplyOnline lodgement. Read the BrokerEngine guide for the distinction between the standalone product and the AFG platform.
2. Salesforce
Salesforce suits brokerages with defined processes that need custom records and workflows. It can track client interactions, assign tasks and report on pipeline movement. Implementation needs an owner who can maintain the mortgage data model and integrations.
Before Salesforce owns any fact, define which system is authoritative, which event changes a deal stage and who resolves an exception. Financial Services Cloud adds financial-services records, including mortgage application data. Marketing Cloud Engagement handles customer journeys and campaign communications, so it has a different job from storing the credit file.
A Salesforce implementation can spread a client record across several objects. Map those objects into the complete record your licensee needs to retrieve. Budget for the selected products, staff licences and ongoing administration as well as the initial configuration.
3. Oracle NetSuite
Oracle NetSuite connects CRM functions with an enterprise resource planning system. It suits a larger brokerage already using NetSuite for finance and wanting customer activity connected to wider business records.
NetSuite supports sales automation and marketing, with customer-service records and reporting. Its broader business scope means your team must design the lending fields and control who can see credit information.
Keep client credit records separate from payroll and general finance data. Scope the mortgage integrations explicitly. The annual licence structure includes platform and user costs, with implementation adding another cost before the team starts using it.
4. Creatio
Creatio suits a brokerage that wants to configure referral and sales processes. Its lead records track sources, and its process tools can automate qualification and hand-offs. Contact history gives staff a record of earlier interactions.
A broker can use those tools to build a referral pipeline around the brokerage’s own process. Record the referral source with the relevant consent and any fee disclosure.
Creatio’s configuration flexibility needs someone to maintain it. Design the credit fields and staff permissions before importing the book. A configured sales pipeline still needs a defined connection to the systems used for Australian lodgement.
5. Monday Sales CRM
Monday Sales CRM, now branded monday CRM, uses visual boards for sales pipelines and team hand-offs. Custom fields and automations suit a brokerage that wants to see outstanding work without building a large enterprise implementation.
Communication records and reminders can sit beside the deal. Define the stages that matter to your team and the task that follows each change.
Decide which client information belongs on the board and which stays in the approved document system. Configure permissions and consent before activating marketing. Treat a connection to an Australian aggregator as a separate integration to prove.
6. Apptivo
Apptivo suits a smaller brokerage wanting modular sales and contact management. Its lead and opportunity tools support pipeline tracking, while communication functions handle follow-ups and email sequences.
Custom fields and views let a team adapt the record to its own process. Select the apps and edition that cover the work you need, including the relevant workflow and integration limits.
The lending fields and document process require configuration. Keep the system used for origination clearly identified, and decide how the two systems exchange updates. Start with the modules staff will use each day.
7. Velocify
Velocify is ICE Mortgage Technology’s mortgage lead-management and sales-engagement product, previously associated with Ellie Mae. It suits teams managing a large lead queue. Automated distribution and lead prioritisation help assign enquiries to staff.
Its dialling and follow-up tools focus on moving prospects through a structured sales process. The product’s United States mortgage context matters when an Australian brokerage assesses its suitability.
Include Australian availability and support hours in the proposed implementation scope. Demonstrate the connection to your own aggregator and lenders before committing. A connection to a United States origination system does not establish that Australian workflow.
8. Jungo
Jungo is a mortgage CRM built on Salesforce, with a United States mortgage focus. It combines client records with loan milestone communications and referral management.
An existing Salesforce brokerage can assess whether its mortgage functions reduce custom work. The product also has integrations with origination platforms such as Encompass and LendingPad.
Those integrations need to match the systems your brokerage uses. Map the Australian credit record and demonstrate the required lender-status updates. Training helps staff use the configured product, while local compatibility remains a separate requirement.
9. Shape
Shape combines mortgage lead management with workflow automation and client communications. It suits a team handling a large prospect pipeline and wanting lead routing tied to follow-up work.
Its mortgage page describes borrower document collection and integrations with United States origination products, including Encompass and LendingPad. These can help teams operating in that market.
For an Australian brokerage, the implementation must cover local integrations and support hours. Budget from a quote for your proposed setup. Demonstrate how the required client records move between Shape and your aggregator before migrating them.
10. HubSpot
HubSpot has a free CRM tier for contact and pipeline management. It suits a brokerage starting with lead capture and follow-up tracking. Paid products add more automation and reporting controls.
A team can use HubSpot to connect marketing activity with its sales pipeline. Configure mortgage fields and staff permissions, then set retention rules for client information.
The free starting account can become a paid implementation when the team needs more seats or automation. Compare the intended setup with the CRM your aggregator includes.
11. Zoho CRM
Zoho CRM suits brokerages that want configurable lead and client management and can maintain their workflows. Leads from forms or referrals can enter one queue, then become contact and deal records. Custom fields let you record lender details and application stages.
Workflow rules can assign follow-ups and update records. Connections use APIs, marketplace integrations or middleware, so scope what moves between Zoho and your aggregator. Zoho lists Free, Standard, Professional, Enterprise and Ultimate editions, with different automation and developer limits.
Evaluate the chosen edition using a joint application, a duplicate contact and a failed integration. Test staff permissions and a complete export. Compass’s Navigate client portal runs on Zoho Creator, a separate product from Zoho CRM. That portal does not establish a ready-made mortgage workflow in a standalone Zoho CRM account.
Aggregator-Supplied CRMs
Most Australian brokers already have access to a CRM through their aggregator. Check what that arrangement includes before paying for a second system. The bundled workflow can keep client records closer to the brokerage’s lender and lodgement tools.
- Finsure supplies Infynity for client management and workflow.
- Connective supplies Mercury Nexus, included with its membership.
- LMG (Loan Market Group) supplies MyCRM for residential, asset and commercial finance.
- AFG includes BrokerEngine Plus in Suite360, its broader technology suite.
- Salestrekker powers branded platforms such as SFGconnect and ioutsource.
- YBR Aggregation (formerly Vow Financial) supplies Vownet, also based on Salestrekker.
Use the aggregator CRM directory to compare those platforms and find their sign-in help. Include the membership’s technology charges and any paid additions when comparing costs. A bundled CRM can be enough if it supports your team’s process.
Comparing the CRMs
Australian mortgage systems begin with local deal workflows. General platforms need a mortgage data model, while overseas mortgage products need their local connections assessed. Separate those setup questions from the number of features on the sales page.
| CRM | Main Strength | Setup to Allow For |
|---|---|---|
| BrokerEngine | Australian mortgage workflow and deal automation | Adapt templates and staff permissions |
| Salesforce | Custom records and workflows | Data ownership, implementation and administration |
| Oracle NetSuite | CRM connected to a wider business system | Lending fields and separation of credit data |
| Creatio | Configurable referral and sales processes | Credit workflow and referral consent |
| Monday Sales CRM | Visual pipeline and team hand-offs | Mortgage fields and document boundaries |
| Apptivo | Modular sales and communication tools | App selection and lending configuration |
| Velocify | Mortgage lead engagement | Australian availability and connections |
| Jungo | Mortgage functions on Salesforce | Local workflow and origination integration |
| Shape | Lead routing and mortgage communications | Local integrations and support coverage |
| HubSpot | Free starting tier for pipeline management | Mortgage fields and paid automation needs |
| Zoho CRM | Configurable lead and client management | Workflow design and API or middleware connections |
For a small Australian brokerage, compare the CRM against your actual loan-file workflow. Follow one client from enquiry to loan application, document collection and post-settlement review. Identify where consent is stored and how staff retrieve the complete file. A general CRM needs those fields and relationships configured. An Australian lender connection must move the required application or status data, with a named owner for failed updates.
Compare local support hours and response arrangements alongside the CRM your aggregator includes. Count every staff seat, including processors and administrators. Establish who can export the book. Include configuration work and ongoing maintenance in the operating cost. A simpler existing CRM meets the practice’s needs when it captures enquiries, assigns follow-ups and retrieves the full loan record without duplicate entry.
A new brokerage can start with one enquiry pipeline and a clear follow-up owner. First test that process in the aggregator-supplied CRM, including document access and a retrievable loan record. Buying a second CRM adds another set of permissions and a connection to maintain. Choose it when the existing system cannot handle a defined requirement and the brokerage can fund the configuration.
BrokerEngine remains the clearest standalone mortgage-specific choice here. The choice changes when an included aggregator CRM already meets the workflow, or the brokerage needs custom records and has an administrator to maintain them. Australian lender workflow and support coverage decide the fit for a small brokerage. A general small-business CRM ranking does not establish that mortgage suitability.
Keep CRM selection separate from the choice of loan origination and lodgement software. An integration must identify which system owns each record and how updates reach the other system.
Testing CRM Claims Before You Buy
Read reviews from brokerages using the same edition and a similar setup. Support feedback is more useful when it comes from your time zone. A United States lender’s experience says little about importing an Australian aggregator’s records.
During the demonstration, store consent on a sample client record and retrieve it again. Sign in as a processor with restricted access and check what they can view or change. Export the complete record, including its documents and activity history.
Use synthetic client details for the evaluation. Include a joint application and a changed staff role, then inspect whether the record still shows who did what. A demonstration that ends at a dashboard leaves those questions unanswered.
Changes in Mortgage CRM Products
AI functions can summarise notes or draft communications, while workflow tools connect more of the document and application process. Brokers need to review the output before it enters a client record or reaches a lender.
Document collection and identity services can reduce repeated entry. Staff must still check that a document belongs to the applicant and that an identity result meets the required process. Test permissions around the connected files.
Lender connections help only when they reach your appointed lenders and preserve consent. Test a failed update and assign someone to resolve it. An integration listed in a marketplace needs to work within your Australian workflow.
When credit or privacy requirements change, an administrator must review the vendor’s update against the licensee’s process. Preserve the audit trail when fields change. The brokerage remains responsible for the evidence it retains and retrieves.
An AI CRM feature automates a defined task within the system’s permissions. For example, HubSpot describes AI that finds duplicate records and suggests record updates. Test those actions on synthetic records and require human review before changed financial details enter a loan file. A lead score or generated summary does not establish a borrower’s credit position.
A self-hosted open-source CRM gives the brokerage responsibility for its server and database, including security updates, backups and recovery. Someone must maintain the mortgage configuration and integration code as well. Include that work in the budget before comparing it with a hosted subscription. The open-source label alone does not supply an Australian lender connection.
Support, Training and Migration Costs
Compare the total cost of running the CRM, including configuration and training. Establish when support is available and who maintains integrations. Give new staff a documented way to learn the workflow.
Separate the subscription from implementation, ongoing support and role-based training. For a three-person brokerage, Zoho’s Free edition supports up to three users. Salesforce’s Starter Suite pricing is per user, with monthly or annual billing. Add the subscription for all three seats and applicable transaction fees to the labour budget. Salesforce’s Main Services Agreement excludes taxes from its fees.
For an illustrative labour budget, assume 12 setup hours and two training hours for each of the three staff members. At an assumed $100 per hour excluding GST, those 18 hours cost $1,800. One administration hour each month adds $1,200 a year at the same rate. The illustrative first-year labour budget is $3,000 excluding GST, before subscriptions, transaction fees or paid additions.
These labour assumptions are budgeting examples, not vendor service quotes or a claim that the editions have equivalent mortgage functions. Add any separately charged support and integration fees. Compare the same work and seats with your aggregator’s included system and technology charges. A free subscription can still cost more to configure than an existing system needs.
HubSpot CRM pricing needs the same like-for-like comparison. Its free CRM covers up to two users and 1,000 contacts, so a three-person team already needs paid seats. Paid editions are priced per seat. HubSpot lists permission sets from Starter, duplicate management and custom reporting from Professional, and field-level permissions from Enterprise. Price the edition that holds your required fields and access controls for every seat, then add implementation and administration time. HubSpot’s pricing page shows the current amounts.
Before signing a contract, export a small sample from the old system and import it into the finalist. Retrieve the same record again. Confirm that notes and documents survive, then inspect permissions and activity dates. Keep a tested exit path for recovering the book.
Use the mortgage broker CRM migration guide after choosing a replacement. It covers field mapping and trial imports, then cutover and recovery. Keep the pre-contract sample test focused on whether the proposed setup can preserve and retrieve your records.
Pilot one pipeline with one user group before expanding. Train brokers on lead and deal views, and processors on document requests and tasks. Give marketing staff separate training on consent and campaign tools. Measure whether new enquiries reach the CRM within a day, then fix missed capture before adding more features.
Review permissions whenever staff leave or change roles. Check that backups restore, and apply patches promptly. Give each account access to only the files its role needs, so one exposed login cannot reveal every client file.
Choosing a CRM for an Australian Brokerage
BrokerEngine is the clearest mortgage-specific Australian option in this list. First compare it with the CRM your aggregator supplies and identify the workflow that the existing platform cannot handle.
A general CRM makes sense when your brokerage needs a defined custom process and has someone to maintain it. An overseas mortgage product needs a proven Australian connection. Before moving the book, require a successful sample export, import and full-record retrieval from the chosen setup.
HubSpot’s free CRM lets a small team try contact and deal tracking at no cost. Required fields, permission sets and automation sit in paid editions. If your loan workflow depends on them, compare the paid setup, not the free account.
Other general CRMs fill the same role as the ranked general platforms. Dynamics 365 Sales manages pipelines inside Outlook and Microsoft 365, so it fits a brokerage that already works there. Odoo CRM is one module in a wider open-source business suite. Pipedrive centres on a visual deal pipeline and the activities that move each deal. Each is a general sales CRM, so your team builds the client, loan and document fields and runs the same sample-import test.
Take a hypothetical new brokerage with one broker and a part-time assistant. A shared client register and the aggregator’s CRM can hold its first clients, enquiries and follow-up dates. A dedicated CRM becomes worth its cost when one of three things happens. The client list grows past what one person can review for follow-ups each week. Files pass between broker and processor, and tasks go missing in the handoff. Staff need different access to the same records.
Test mobile CRM use before relying on it. On a phone, log notes from a client visit, send a missing-document follow-up and open a record as a staff member with restricted access. Some vendors tie the mobile app to an edition. Microsoft lists its unified mobile sales experience under Dynamics 365 Sales Premium.
AI CRM Features for Mortgage Brokers
Salesforce and HubSpot add AI features that can reduce note-taking and follow-up work in a brokerage. Each feature needs its own data-access decision before it handles a client’s loan file.
Salesforce’s Call Summaries generates a summary and next steps from voice or video calls. HubSpot’s smart properties can derive record values from a selected PDF file property or recorded activities. Its AI email templates can supply a draft for follow-up messages. These functions prepare material for review. The broker must check financial details against the original conversation or document before using the result.
The AI input can include client-record fields, transcript text, selected document content and the instructions you type. A call about income or a PDF bank statement can therefore expose personal and financial details to AI processing. HubSpot’s AI settings control access to CRM data, customer conversations and files separately.
HubSpot’s AI infrastructure guidance says third-party AI providers process data on its behalf and cannot use that data for model training. Retention and processing location still need review for the selected service. HubSpot’s use of customer data for its own models has a separate model-training setting.
Salesforce’s Trust Layer documentation explains how CRM fields add context to prompts sent to a model. It also says data masking is disabled for agents. Establish which controls apply to the specific feature before allowing it to read sensitive client information.
Before switching on an AI CRM feature, complete these checks.
- Identify the fields, conversations and document content sent for processing. Record the AI provider, processing location, retention and deletion terms.
- Confirm the approved purpose and client notices, including permission to record a conversation where required.
- Restrict staff permissions and turn off data sources the feature does not need. Review model-training controls separately from ordinary CRM access.
- Use synthetic records to test a joint application and an incorrect financial figure. Check whether the reviewer can find the source and correct the result.
- Require a broker to approve follow-up drafts and changes to loan-file facts before they are saved or sent.
- Include the required edition, AI usage credits and configuration work in the operating budget.
Enable the smallest useful task first. Keep the original source available and assign a reviewer who can stop an incorrect update before it reaches the client or lender.
