Agent Playbook

Handling Lender-Referred Leads on PolicyVera

Step-by-step guide for closing a lender-referred lead — from the first notification through final binder delivery. Total time on PolicyVera per lead: about 10 minutes.

7 phases~10 min on platformFree for agents and borrowers

The mental model

For lender-referred leads, your job is 3 things. Nail these and you'll get more referrals from the same lender because their closings hit on time. That's the flywheel.

⚡

1. Quote fast

Lenders refer to agents who close on time. Same-day quotes win deals.

✅

2. Bind cleanly

Upload the right doc, mark as bound on PolicyVera. The platform does the rest.

📬

3. Send to lender

Use Lender Messages. Attach binder + RCE in one shot. Don't make them chase you.

Jump to a phase

📲 1. You receive the lead 🔍 2. Review and quote ⏳ 3. Wait for client decision 🤝 4. Finalize with the client 📦 5. Mark as bound on PolicyVera 📬 6. Send the lender what they need 🏁 7. Closing happens

Phase 1

📲 You receive the lead

⏱ 0–5 min

You get notified

You'll see an email from noreply@policyvera.com and an in-app notification on your PolicyVera dashboard. Lender-referred leads show a closing date and may include a target premium from the lender — treat these as time-sensitive.

Go to policyvera.com/login → enter your email + password → you land on your Agent Dashboard at /agent.

Find the request

New requests appear at the top of the Quote Requests list with status 'Pending'. Lender-referred leads will show an estimated closing date.

Phase 2

🔍 Review and quote

⏱ Off-platform: variable. On-platform: 5 min

Open the request

Click the request to view full details — client name, property address, previous address (sometimes), household members, any uploaded docs (often empty for first-time home buyers — that's normal), and lines of business requested.

Run quotes in your carrier portals

Do what you always do — log into your carriers, run quotes, get the numbers. This part happens OFF PolicyVera. Make sure to get your RCE (replacement cost estimator) ready while you're at it — the lender will ask for it later.

Submit your quote(s) on PolicyVera

Back on the request page, scroll to 'Submit Quotes'. Fill in carrier, term, premium, coverage, deductible, liability limits, effective date. Optional but recommended: upload the quote PDF + record a 30-second video message explaining the quote. Borrowers love video and you'll stand out from competitors. Click Submit. You can submit up to 5 variations.

Phase 3

⏳ Wait for client decision

⏱ Hours to days

Client gets notified automatically

The moment you click submit, PolicyVera sends the client an email, an SMS (when Twilio is enabled), and an in-app notification. You don't need to chase them — the platform handles it.

Lender also gets notified

If this is a lender-referred lead, the borrower's lender also gets an email confirming quotes have arrived. They're tracking closing timelines, so this matters.

Client compares and accepts

The client reviews quotes from you (and possibly competing agents) and clicks 'Accept' on the one they want. If they accept yours: you get an email + the request status flips to 'Accepted'. You are now the chosen agent.

Phase 4

🤝 Finalize with the client

⏱ 1–24 hours

Reach out to the client

Once accepted, you can call, text, or email them (they granted contact permission with acceptance). Confirm final coverage selections, that effective date matches the closing date, any last-minute changes, and collect payment info.

Bind the policy with your carrier

Go to your carrier portal and bind. Get back: the binder (proof-of-insurance), the dec page, and sometimes a paid receipt.

Phase 5

📦 Mark as bound on PolicyVera

⏱ 2 min

Click "Bind Policy"

On the request page, scroll to the Bind Policy section (visible only after acceptance). Drag your bound policy doc (binder or dec page PDF) into the upload area. Click 'Bind Policy'.

Watch what happens automatically

Client's PolicyVera dashboard gets the policy doc as Current Policy. Client gets email + notification. Lender gets a 'Policy bound' email. Competing agents are auto-declined. Bind fee processes. AI extracts coverage details from the PDF. You did one thing — PolicyVera did ten.

Important: you MUST upload the policy doc to bind

If you click bind without uploading, it'll fail. The doc is required because that's what the borrower and lender see going forward.

Phase 6

📬 Send the lender what they need

This is where most agents drop the ball — PolicyVera makes it 3 minutes.

⏱ 3 min

Look for the post-bind banner

After binding, an indigo banner appears at the top: "Need to send the binder or RCE to the borrower's lender?" Click "Go to lender messages" — it scrolls you right where you need to go.

Open Lender Messages section

You'll see a section titled 📬 Lender messages (only visible because the policy is bound). Inside: the lender's prior messages including their mortgagee clause, plus an empty reply box at the bottom.

Use the Copy button on the mortgagee clause

The lender will have shared their mortgagee clause in the thread. Click 'Copy' next to it to copy to clipboard. Paste into your carrier's binder issuance form if you haven't already. This single button saves time and prevents typos that delay closing.

Reply with binder + RCE

In the reply box, type something like 'Binder + RCE attached. Effective [date]. Mortgagee clause confirmed.' Drag your binder PDF, RCE worksheet, and dec page onto the file drop area. You can drag MULTIPLE files at once. Check 'This fulfills a binder request'. Click 'Send reply (3 files)'.

Watch what happens automatically

Lender receives an email WITH THE PDFs AS REAL ATTACHMENTS — they can forward to closing without logging in. You get CC'd on the email for your records. All files also appear in the borrower's PolicyVera dashboard. Lender sees everything in their dashboard. One send. Everyone has what they need.

Phase 7

🏁 Closing happens

⏱ —

Lender has everything they need

Closing happens on the scheduled date. The borrower is your customer for renewal. PolicyVera keeps the relationship organized in the background.

Do's and Don'ts

✅ Do

✓Open Lender Messages the day of bind. Borrowers and lenders both expect movement that day.
✓Use the Copy mortgagee clause button. Saves typing and reduces errors.
✓Attach the RCE worksheet even if not explicitly asked. They'll eventually need it.
✓Reply to lender follow-up questions within 4 hours. That's the standard.

❌ Don't

×Forget to upload the policy doc when binding. The doc is required.
×Send the binder to the lender via outside email. Use Lender Messages so the audit trail is complete.
×Skip the video message. Borrowers cite it as the #1 reason they choose one agent over another.
×Wait days to submit quotes. Lender-referred leads have closing dates. Same-day quotes win.
×Promise things to the lender outside PolicyVera you wouldn't put in writing in the thread.

⏱ Total agent time per lender lead

5 min

Submit quote

2 min

Bind on PolicyVera

3 min

Send to lender

That's about 10 minutes of PolicyVera time per closed deal — vs. hours of back-and-forth email chasing if you handled it the old way.

Ready to handle your first lender lead?

Sign into your PolicyVera agent dashboard and review any open quote requests. If you have questions, reply to any PolicyVera email or contact Joshua directly.

Need help?

Reply to any PolicyVera email and Joshua will respond
Email josh@policyvera.com
Submit a ticket inside your PolicyVera agent dashboard