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Guide

How Ontario mortgage brokers collect client documents

Document collection for mortgage brokers is the process of requesting, tracking, and assembling the ID, income proof, down-payment evidence, and lender conditions a borrower must provide before lender submission. Hivi-X replaces email chasing with reusable borrower checklists, secure guest link or my-id.ca portal uploads, missing-item tracking with approve/reject review, and an exportable PDF package — without replacing Finmo, BOSS, or Filogix.

Why email and shared drives break down

Most Ontario mortgage agents still collect borrower files the same way: pay stubs in email, bank statements in text, gift letters in a shared drive. It works until a file gets busy — then nothing shows whether the package is complete before lender submission.

Email has no concept of "complete." PTD conditions arrive as a second chase. Solo agents at micro-brokerages spend hours re-requesting blurry photos and password-locked PDFs.

What a document-collection tool actually does

A purpose-built tool turns your intake list into a tracked borrower file. You attach a checklist to the client record; the borrower uploads each item through a secure portal; you approve or reject before packaging.

  • Reusable borrower checklists instead of re-typing the same email list.
  • A live dashboard of received vs missing items per deal.
  • Item-level approve, reject, or re-request for document quality.
  • An exportable PDF package for principal broker review or LOS upload.

How Hivi-X fits an Ontario agent workflow (honest v1)

Hivi-X is a document-collection layer alongside your LOS — not a replacement. You build reusable checklists for purchase, refinance, and self-employed workflows, attach them to borrower records, and borrowers upload via a secure guest link (no account needed) or the my-id.ca portal. You can also add files as they arrive from email.

Voice notes and self-hosted AI summaries help document call recaps on the borrower file. When the package is ready, export a PDF for principal broker review or manual upload to Finmo, BOSS, Filogix, or your lender portal.

Organize borrower intake without the email chase

Reusable Ontario checklists, secure guest link (no account needed) or my-id.ca borrower uploads, and exportable packages alongside your LOS.

FAQ

Use a reusable intake checklist attached to the borrower record. The client uploads each item through a secure portal, the tool tracks what is missing, and you approve or reject submissions before exporting a package. This removes the back-and-forth email thread that slows most files down.

Yes. In Hivi-X you build a template once — for example a purchase A-lender checklist — and reuse it for every borrower. Keep separate templates for refinance, self-employed, and PTD condition chases.

General information only — not legal, compliance, mortgage brokering, or FINTRAC advice. Hivi-X is document-collection software, not a licensed mortgage brokerage, FSRA registrant, KYC verifier, or AML screening service. FSRA/FINTRAC obligations remain with your brokerage. Consult your principal broker, compliance officer, and qualified counsel. Last updated 2026-07-09.

General information only — not legal, compliance, mortgage brokering, or FINTRAC advice. Hivi-X is document-collection software, not a licensed mortgage brokerage, FSRA registrant, KYC verifier, or AML screening service. FSRA/FINTRAC obligations remain with your brokerage. Consult your principal broker, compliance officer, and qualified counsel.

Document Collection for Mortgage Brokers | Hivi-X