How a private mortgage lender gets completed loan documents back from an email
A private mortgage lending and loan administration team prepares the same lending documentation for every transaction: disclosures, lending agreements and the paperwork around them, built from emails, Word templates, PDFs and appraisals. Instafill.ai now fills those documents from an email: staff send the details and attachments, and the completed PDF comes back for review instead of being assembled by hand. The customer's identity and some operational details are withheld to protect confidentiality.
At a glance
- Industry Private mortgage lending and loan administration
- Documents Disclosures, lending agreements and related paperwork
- Started as Word templates and flat PDFs
- Workflow Email in, completed PDF back for review
-
Results
1 email with the details and documents, one completed PDF back
2 formats made fillable: Word templates and flat PDFs - Form categories Mortgage forms, Loan forms
The challenge
Preparing a mortgage package meant moving information again and again between emails, lending documents, appraisals, Word templates and PDF forms. Some of the documents were static PDFs with no fields to type into; others existed only as Word templates.
The details for one transaction were spread across several attachments. Staff had to find the borrower, lender, property, financial and legal information in them before placing it in the right fields. That was repetitive copy and paste, and it left room for details in the wrong field, missing information and documents prepared differently from one deal to the next.
The team already had a working process built around email, and the goal was not to replace it with another portal. They wanted the repetitive preparation inside it automated, in a way that stayed familiar to the people doing it every day.
The solution
First, the lending documents that existed as flat PDFs or Word files were turned into structured, fillable PDFs with flat-to-fillable conversion and Word document conversion, so that Instafill.ai could fill them automatically.
The forms were then connected to Instafill.ai's Email Handler. An employee sends an email with the information and documents a form needs. Instafill.ai reads the email and its attachments, picks out the relevant details, longer lending and property files included, through filling from documents, fills the matching fields and returns the completed PDF for review and any final changes.
The work began with examples of the customer's existing documents and completed forms, which set out how each field should be filled and how the document types relate to each other. During testing, the field mappings and extraction rules were refined against real transactions, above all for documents with similar borrower and lender information, optional fields and details spread across several source files.
The results
| Before | With Instafill.ai | |
|---|---|---|
| Lending documents | Word templates and flat PDFs | Fillable PDFs, filled automatically |
| A transaction's details | Copied by hand between documents | Read from the email and its attachments |
| Where staff work | Across emails, templates and PDFs | In email, with the completed form sent back |
| Consistency | Varied from document to document | Standardized, with fewer field-mapping errors |
A large part of the lender's recurring document preparation moved from manual data entry to an AI-assisted workflow. The core lending documents can be filled both in the Instafill.ai interface and by email, and the automation was added around the way the team already worked rather than asking them to change it.
