Less admin. Fewer drop-offs. Better client experience.
Most brokers don’t need more software — they need better flow.
The highest-performing broker businesses aren’t built on complex automations or expensive tech stacks. They’re built on simple, connected workflows that remove friction at every stage of the client journey.
Below are the six foundational automations every broker should have in place — regardless of size, aggregator, or CRM.
1. Website Landing Page → Lead Capture (Without Friction)
Your website should do one thing well: turn interest into action.
A simple automated flow looks like this:
Visitor → Short form → CRM → Follow-up
Best practice:
- Minimal form fields (name, email, phone, purpose)
- Clear next step (“Book a chat” or “We’ll call you”)
- Automatic lead creation in your CRM
- Instant confirmation email or SMS
Why this matters:
If a lead sits in your inbox or email notifications, it’s already at risk. Automation ensures every enquiry is captured, tracked, and actioned.
2. Schedule a Chat (Calendar Embed That Just Works)
Stop the back-and-forth emails.
A calendar embed allows prospects to:
- See your availability in real time
- Book instantly
- Receive automated confirmations and reminders
Your workflow should:
- Sync with your main calendar
- Auto-create a CRM activity
- Send reminder notifications (email/SMS)
- Include a pre-meeting checklist if required
Why this matters:
This automation alone can reclaim hours per week and reduce no-shows significantly.
3. Lead Tracking in CRM (From Enquiry to Settlement)
Every lead should automatically move through clearly defined stages.
Example:
- New Enquiry
- Discovery Call Booked
- Fact Find Sent
- Documents Received
- Submitted
- Conditional Approval/Approval
- Settlement
- Post-Settlement Care
Your CRM should:
- Timestamp stage changes
- Trigger reminders when leads stall
- Provide visibility across all active deals
Why this matters:
If it’s not in your CRM, it’s not real. Automation prevents forgotten follow-ups and helps you forecast pipeline with confidence.
4. Document Collection Reminders (Without Chasing)
Document collection is where most deals slow down.
A simple automated setup includes:
- A clear document checklist
- Secure upload link or client portal
- Automated reminders (not awkward follow-ups)
- Status visibility for both broker and client
Why this matters:
Automation removes the emotional labour of chasing clients while keeping deals moving forward.
5. Post-Settlement Care & Client Engagement
Settlement shouldn’t be the end of the relationship — it’s the beginning.
A simple post-settlement automation might include:
- Thank-you email or SMS
- What happens next guide
- Referral prompt (automate it with Testimonial Donut)
- Annual check-in reminder
- Educational content drip (optional)
Why this matters:
Most repeat and referral business comes from brokers who stay visible without being salesy.
6. Interest Rate Reviews & Ongoing Value Touchpoints
Clients expect proactive reviews — not reactive apologies.
Automated triggers can:
- Flag review dates (6–12 months)
- Send “time for a check-in” notifications
- Create CRM tasks automatically
- Record outcomes for compliance and retention
Why this matters:
Rate reviews are one of the easiest ways to:
- Retain clients
- Demonstrate value
- Generate repeat business without new leads
The Golden Rule: Simple Beats Perfect
You don’t need:
- 50 automations
- Custom code
- A massive tech rebuild
You need 6–10 reliable workflows that:
- Reduce admin
- Improve client experience
- Protect your pipeline
- Scale without burnout
Final Thought
If you’re already using tools like a CRM, calendar, forms, and email — the goal isn’t adding more software.
It’s connecting what you already have into a clean, repeatable operating system.
💬 Not sure if your current setup is working the way it should?
Chat with the Broker Tools team to see whether you’re getting the most out of the tools you already use.
