Stop chasing pay stubs in email
Stop chasing pay stubs in email
The income document chase
Ask any Ontario mortgage agent what they re-request most often. Pay stubs top the list.
They arrive as phone photos. They are cropped. They cover the wrong pay period. The employment letter says full-time but the stubs show irregular hours. Self-employed borrowers send a T4 from a side job instead of two years of T1 General.
Email has no way to flag these problems until you open each attachment manually.
What lenders expect for salaried borrowers
A typical salaried income package includes:
- Recent pay stubs (commonly 30 days)
- Employment letter confirming role, tenure, and compensation type
- T4 or tax slips if the lender requests them
- Notice of Assessment for some programs
The employment letter and pay stubs must tell a coherent story. Underwriters reconcile dates, employer name, and income amounts across documents.
Self-employed is a different checklist
Self-employed and BFS borrowers need a separate template:
- T1 General — last 2–3 tax years
- Notice of Assessment matching each T1 year
- Business financial statements where required
- Business bank statements — often 6–12 months
- GST/HST returns where applicable
Trying to collect BFS income through a pay-stub checklist guarantees a second chase.
Approve or reject before submit
Hivi-X lets you reject a blurry pay stub or mismatched employment letter with a reason. The borrower resubmits via a secure guest link (no account needed) or the my-id.ca portal instead of starting a new email thread.
Missing-item tracking shows whether the income section is complete before you upload to your LOS.
Hivi-X does not verify income, calculate ratios, or submit to lenders.
Build your income checklist once
Create separate templates for salaried purchase, salaried refinance, and self-employed BFS. Reuse them on every file.
Start a free trial or see the income verification guide.
Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.
Frequently asked questions
- Why do pay stubs cause so many follow-ups?
- Borrowers send photos instead of PDFs, omit pages, or send stubs that do not match the employment letter dates. Without a checklist, the agent discovers gaps only at submission.
- What income documents do Ontario lenders typically require?
- Salaried employees: recent pay stubs (often 30 days) and employment letter. Self-employed: 2–3 years T1 General and NOA plus business financials. Requirements vary by lender.
- Can Hivi-X verify income?
- No. Hivi-X collects and organizes income documents. Income verification and underwriting remain with lenders and your brokerage.
Build complete borrower files without the email chase
Hivi-X helps Ontario mortgage agents collect ID, income proof, down-payment evidence, and lender conditions with reusable checklists, a secure guest link (no account needed) or my-id.ca portal, self-hosted AI summaries, and exportable PDF packages for Finmo, BOSS, or Filogix.
More Mortgage guides
- Email is not document collection for mortgage brokersOntario mortgage agents lose time collecting borrower files through email, text, and shared drives. A checklist-first workflow keeps files complete before lender submission.
- Missing documents cost mortgage agents closingsIncomplete borrower files delay lender submission, trigger PTD condition chases, and erode client trust. Checklist tracking shows gaps before you submit.
- Better borrower document collection for mortgage agentsA repeatable checklist workflow replaces ad-hoc email requests and gives Ontario agents a complete view of every borrower file before lender submission.
- Why a mortgage LOS alone does not fix the document chaseFinmo, BOSS, and Filogix handle origination and lender submission — but pre-LOS intake often still lives in email. Hivi-X fills that gap without replacing your LOS.
- Ontario mortgage application document checklistA practical checklist of common borrower documents for Ontario mortgage applications — ID, income, down-payment proof, and lender conditions.
- Mortgage pre-approval document workflowWhat Ontario agents typically need for pre-approval — ID, income, employment, down-payment proof — and how to package a complete file before lender submission.
- Income verification for Ontario mortgage applicationsWhat lenders scrutinize for salaried and self-employed borrowers — pay stubs, employment letters, T1, NOA — and how agents track income docs before submission.
- Self-employed borrower documents for Ontario mortgagesWhat Ontario lenders scrutinize for BFS borrowers — T1, NOA, business financials, bank statements — and how agents track the longer document list.
- Purchase vs refinance mortgage documentsSide-by-side Ontario checklist for purchase vs refinance/renewal files — APS, down-payment proof, mortgage statements, and updated income.
- Mortgage renewal and refinance intake workflowUpdated income, mortgage statements, and property tax dominate renewal files. A reusable checklist template saves re-building the list every time.
- First-time home buyer mortgage documents in OntarioFTB purchase files need standard ID and income plus APS, down-payment proof, and gifted down-payment documentation when applicable.
- FINTRAC KYC for Ontario mortgage brokersSince October 2024, mortgage brokers are FINTRAC reporting entities. What changed, ID verification, record-keeping, and how checklists support evidence.
- FSRA mortgage broker compliance fileWhat FSRA supervision expects in borrower files — principal broker accountability, fraud prevention, Form 1 support docs — and how agents organize evidence.
- Ontario mortgage broker record retentionFSRA and FINTRAC impose parallel record-keeping obligations. Organized borrower files with timestamps support retrieval during supervision or audit.
- Principal broker borrower file oversightPrincipal brokers need consistent intake across agents. Checklist-driven files with exportable indexes support supervision and fraud-prevention review.
- Form 1 disclosure documentation for mortgage filesForm 1 and related disclosures must be supported by borrower evidence — income, employment, property value, credit. Organized intake strengthens the file.
- Gift letter and down-payment documentation in OntarioGifted down payments require a gift letter, donor ID, and donor proof of funds. Multi-party document collection needs checklist tracking.
- PTD lender conditions document workflowPost-approval prior-to-funding conditions trigger a second document chase. Reuse checklists to track outstanding lender conditions per deal.
- Lender submission package workflowIntake, review, principal broker sign-off, then LOS upload. Hivi-X owns intake through export — not lender connectivity.
- Private and alternative mortgage documentationPrivate and alternative deals often need enhanced source-of-funds docs, investor disclosures, and authentication trails. Standardized intake supports principal review.
- Co-agent workflow for mortgage teamsMicro-brokerages with two or three agents need consistent intake across the team. Co-agent workflows share borrower files and checklist templates.
- Exportable PDF package for LOS uploadWhen the borrower file is complete, export an organized PDF for principal broker review or manual upload to Finmo, BOSS, or Filogix.
- Canadian-hosted document collection for mortgage brokersBorrower PII deserves Canadian hosting, encryption at rest, and self-hosted AI — not scattered email attachments on US cloud drives.
- Secure client portal for mortgage documentsBorrowers upload ID, income, and down-payment proof via secure guest link (no account needed) or the my-id.ca portal.
- Small mortgage brokerage document standardizationSolo agents and 2-person teams benefit from reusable checklist templates and consistent export formats principals can review.
- Agent document collection workflowA practical five-step workflow for Ontario mortgage agents — template, borrower file, collect, review, export — before LOS submission.
- Voice notes for mortgage advice documentationCall recaps against checklist lines help document borrower conversations on the agent-controlled file — self-hosted AI, not third-party providers.
- AI summaries for mortgage borrower filesSelf-hosted AI summarizes voice notes on borrower files — not third-party providers, and not automated upload classification.
- DocuSign vs document collection for mortgage agentsE-signing and document collection solve different problems. Hivi-X collects borrower evidence; DocuSign executes signatures on forms you already have.