We are a mortgage company in Cincinnati, Ohio looking for a simple, easy to use web based system to manage our sales leads. It will have to run on our “in-house”, IIS web server and be a multi-user database system that only allows our sales people to see and manipulate the leads assigned to them. It will also require some basic reporting functions so that management can track the progress of a lead through the sales process.
The system needs to be easy to use and stable. The interface should be plain and simple.
The code does not need to be completely original as long there are no license restrictions on whatever template or open source, script that it is based on. There are several products listed at the end of this document which give a good example of what we need.
- The application must be web-based and accessible with a web browser, preferably Internet Explorer
- The backend database needs to be in Microsoft Access format or Goldmine/dbf
- The code should be well documented and easy to read
The application needs to include 3 basic elements. User management, contact management and scheduling. The users will be our sales force, management and an administrator. The contacts will be our mortgage leads and include contact info as well as basic information about their mortgage and home such as property value, current interest rate and desired loan amount. Once leads are in this system we need to schedule calls and or emails to them from the assigned sales person and track milestones in the sales process with a calendar.
Similar applications that did not meet our “must be hosted in-house” spec include:
Lead Sentry [url removed, login to view]
Leads 360 [url removed, login to view]
BorderdooCRM [url removed, login to view]
- This system needs to be a true “mult-user” app
- Each user should have profile in the database that includes their contact information and access level
- The administrator should be able to add, edit and delete users and their privileges
- The user should have his/her own private calendar of tasks
- The user should have his/her own private list of mortgage leads
Basic Field Layout for user table
- The contact records must contain contact info, basic loan info and fields to indicate the status of the contact/lead in the sales process and the User/salesperson that it has been assigned to
- Users without administrator privileges should not be able to delete leads/contacts
- There must be a field on each contact record to store notes or comments made by the salesperson
- There must be a set of administrative tools to assign new leads our batches of leads to a particular salesperson or change the assigned sales person
Basic Field Layout for contacts table
Current interest rate
Credit rating (poor, fair, good, excellent)
Loan Type (refinance, purchase, Home Equity)
- The calendar should schedule an initial phone call to the customer at the point a lead is assigned to a salesperson
- The calendar should also schedule or send a welcome email to the customer at the point of assignment
- The calendar should be noted when a call is made or a task is completed by the salesperson
- Managers and administrators should be able to view a list of calls and activities for each salesperson and see if calls and tasks have been completed in a timely fashion
Basic Field Layout for calendar table
Event (call, email….)
Status (open, completed..)
In addition to the basic requirements above
- The system should have the ability to send basic marketing emails that we already have written to the customer using the assigned sales persons return address and the address stored in the contact database for said customer.
- Export a lead to the standard Fannie Mae format for import to Calyx Point
Reporting should include
- Contact ratio (# of leads contacted/# of leads)
- Closing ratio (# of leads closed/# of leads)
- Application Ratio (# of leads with credit pulls or docs/ # of leads)
- Each report should have the ability to select salesperson (loan officer), teams or the entire company.
- We should also be able to separate the stats by each different lead provider (source)