The 5-minute lead
An online lead or a warm realtor referral reaches out while you're in a closing, on a call, or at your kid's game. By the time you reply, they've already talked to two other lenders.
● Vaivin for Mortgage Brokers & Loan Officers
Close more loans.
Close more loans.
Chase less paperwork.
Vaivin builds the AI follow-up system behind busy loan officers — so every lead gets answered in under a minute, every borrower knows what to send next, and every realtor partner gets an update before they have to ask.
- ✓Instant text + email to every new lead — Zillow, Realtor.com, referrals, your website
- ✓Polite, persistent document chase that keeps files moving to clear-to-close
- ✓Automatic milestone updates to borrowers and their agents
- ✓Past-client rate-watch & refi campaigns that bring old files back to life
Call or text (214) 744-3297 — talk to a real person about your pipeline. · mortgage.vaivin.com · Built for independent brokers, small teams & high-volume LOs · $499/mo + one-time $49 setup
Your pipeline — on autopilotExample workflow
New lead from realtor partnerText sent in 42 sec
Borrower missing pay stubsReminder #2 sent
File moved to underwritingBorrower + agent updated
Past client — rate now in rangeRefi check-in sent
Under 60 secondsto first touch on every new lead, day or night
No file left quietborrowers hear from you at every milestone
Agents stay loyalrealtor partners get updates without calling you
Your database workspast clients resurface when a refi makes sense
Where loans leak
It's rarely your rate. It's the follow-up around it.
Most lost deals don't die at pricing. They die in the gaps — a lead answered two hours late, a document request that sat for three days, an agent who sent the next buyer to the LO who kept them in the loop.
The stalled file
Pay stubs, bank statements, VOE, insurance binder — every day a borrower goes quiet is a day your closing date slips and your processor chases instead of processing.
The “any update?” call
When agents and borrowers don't hear from you, they assume the worst. Those check-in calls eat your day — and quietly cost you the next referral.
What Vaivin builds for you
Six systems, built around how a loan actually moves
Not generic chatbots. Specific follow-up workflows for the mortgage pipeline — written in your voice, approved by you, and connected to the tools you already use.
1. Instant Lead Response
Every inquiry — portal, website, social, or a realtor texting you a name — gets a personal-feeling text and email in under a minute, plus a booking link for a quick intro call.
Trigger: New lead lands · Then: 5-touch sequence over 14 days if they don't reply
2. Pre-Approval Accelerator
Guides new borrowers step-by-step: what to upload, what's still missing, and what happens next — so pre-approvals get finished instead of abandoned halfway.
Trigger: Application started · Then: Gap reminders until the file is complete
3. Document Chase
Friendly, escalating reminders for every condition — tailored to the document, with a one-tap upload link. You and your processor stop being the bad guys.
Trigger: Condition opened · Then: Reminders at day 1, 3 & 5 until the document is received
4. Realtor Partner Updates
Your referral partners get automatic milestone texts: application in, pre-approved, contract received, in underwriting, clear to close, funded. You become the easiest LO to work with.
Trigger: Loan milestone changes · Then: Borrower + both agents updated instantly
5. Rate Watch & Reactivation
Your past-client database stays warm: home anniversary notes, annual mortgage reviews, and rate-watch alerts when a refinance conversation is worth having.
Trigger: Anniversary / rate target hit · Then: Personal check-in + review booking link
6. Closing → Reviews & Referrals
Funded isn't finished. A timed sequence thanks the borrower, asks for a review at the happy moment, and makes the referral ask easy — for borrowers and agents.
Trigger: Loan funded · Then: Thank-you, review request & referral nudge
See it in the pipeline
Tap a stage. See what Vaivin sends — so you don't have to.
The borrower journey, automated end to end
Every message is drafted in your voice and approved by you before anything goes live.
First touch in under a minute
Text to borrower
Your time back
What is follow-up costing you each week?
Move the sliders to your real numbers. This is a simple estimate — your audit maps exactly where those hours go.
7 hrs / week
Estimated follow-up time Vaivin handles for you — roughly 30 hours a month you can put back into selling, agent relationships, and actual loan strategy.
At even one extra closed loan a quarter from faster response and fewer stalled files, the system pays for itself many times over at $499/mo.
Get my exact numbers in the audit →How it works
Audit. Build. Fund more loans.
01
Free Workflow Audit
We map your lead sources, CRM/LOS, pipeline stages, and where borrowers and agents go quiet. You get a plain-English plan — what to automate first and what it should return.
02
Build Sprint
We build your six systems, write every message in your voice, connect them to your existing tools, and test the full journey with you. You approve everything before launch.
03
Live & Tuned Monthly
Vaivin monitors, tweaks timing and wording, adds campaigns (rate-watch, agent co-marketing, annual reviews), and reports what moved. You just work the warm replies.
What's included every month
- ✓ Instant lead response (text + email)
- ✓ Pre-approval & document chase sequences
- ✓ Borrower milestone updates
- ✓ Realtor partner milestone updates
- ✓ Appointment booking & no-show reminders
- ✓ Past-client & rate-watch campaigns
- ✓ Post-closing reviews & referral asks
- ✓ Monthly tuning, reporting & support
Works alongside the tools loan officers already live in — your CRM, email, calendar, and loan pipeline. In the audit we'll confirm your exact stack and connect to it. Communication automations only: Vaivin never quotes rates, gives mortgage advice, or makes credit decisions — that's always you.
Pricing
One flat price. No per-loan fees. No surprises.
$499 /month
Everything above — build, hosting, messaging systems, tuning, and support — for less than the commission on a fraction of one loan. Plus a one-time $49 setup fee, so $548 is due the first month, then $499/month.
Start with the free workflow auditStart with the audit first. No payment due to see your plan. Questions? Call or text (214) 744-3297.
Vaivin service — build, management & tuning$499/mo
Setup fee — one-time$49 once
Due the first month$548
Then, every month after$499/mo
Same flat Vaivin pricing as every vertical — mortgage brokers get the mortgage-specific build-out, workflows, and message library at no extra charge.
Questions loan officers ask
Straight answers
Will this sound like a robot to my borrowers and agents?
No. Every sequence is written in your voice, uses your name and your style, and is approved by you before it goes live. Borrowers hear from “you” — just instantly, consistently, and at exactly the right moment.
What about compliance?
Vaivin handles communication follow-up only. It does not quote rates or APR, give mortgage advice, collect sensitive documents itself, or make any credit decision. Templates avoid rate/term claims, you approve all wording, and borrowers can opt out of texts at any time. Your company's compliance requirements are built into your audit plan.
I already have a CRM / loan officer assistant. Do I still need this?
Usually, yes — and it makes both work better. Most CRMs only help if someone runs them every day. Vaivin is the running: the triggers, timing, and follow-through. Your LOA stops chasing paper and starts working exceptions and relationships.
How fast can we go live?
After your audit, the build sprint connects your lead sources and pipeline stages, drafts your messages for approval, and tests the full journey with you before launch. Most brokers start with lead response and milestone updates first, then layer in document chase and reactivation.
I'm a solo LO, not a big branch. Is this sized for me?
That's exactly who it's built for. Independent brokers and small teams feel the follow-up gap hardest because there's no big marketing department behind them. The flat $499/mo pricing (plus a one-time $49 setup fee) is the same whether you're solo or a small team.
What if a lead or borrower replies?
The automation stops and you step in — with the full conversation in front of you. Vaivin's job is to start and sustain conversations, never to replace you in one.
Free workflow audit — mortgage brokers
Tell us where loans leak in your pipeline
Tap the ones that sound familiar, add your details, and send your audit request. We'll reply with your follow-up map and next steps.
Opens your email to [email protected] and [email protected] with your answers filled in — nothing is sent until you hit send in your own mail app.
Your choice — form, call, or text. All three reach the same Vaivin team at (214) 744-3297 / [email protected] / [email protected].
The funded file is the goal
Every closing starts with a conversation you didn't miss.
The LOs winning referrals right now aren't working more hours — their systems answer faster, update everyone automatically, and never let a past client forget them. That's what Vaivin builds for you.
Call or text (214) 744-3297 · [email protected] · [email protected] · mortgage.vaivin.com
Vaivin LLC — Frisco, Texas. Owner-operated. When you call or text (214) 744-3297, you reach the owner, not a call center. Nothing is ever sent to your customers until you've approved the exact wording in writing.