Lender Playbook

Using PolicyVera as a Mortgage Lender

Step-by-step guide for approved lender partners. From sharing your link to closing day with a binder in hand — the full PolicyVera workflow without the guesswork.

7 phases~5 min per borrowerRESPA-compliant by design

Jump to a phase

🎉 1. You've been approved — what's next 📤 2. Share your link with borrowers 📊 3. Read your dashboard 📋 4. Send a binder request to an agent 📬 5. Receive binder + RCE from the agent 🔄 6. Send follow-ups if things are slow 📊 7. Track your numbers over time

Phase 1

🎉 You've been approved — what's next

⏱ 2 minutes

You received two links by email

When PolicyVera approved your application, you got an email with two URLs. Save both somewhere safe (Notes app, bookmarks, etc.).

Link 1 — Your public landing page

Looks like: policyvera.com/lender/<your-slug>. This is what you share with your BORROWERS. It's a branded welcome page with your name and company. When borrowers click, sign up, and use PolicyVera, every action is tracked back to you.

Link 2 — Your private dashboard

Looks like: policyvera.com/lender/dashboard?token=<long-string>. This is JUST for you — never share. It shows all your referrals, their quote progress, and lets you message agents directly.

Phase 2

📤 Share your link with borrowers

Best practices for getting borrowers to actually click.

⏱ 1 minute per send

Add it to your closing email template

Edit your standard closing email template to include: 'For proof of insurance, please use this free tool I trust: policyvera.com/lender/<your-slug>'. Borrowers click and sign up in 30 seconds.

Add it to your email signature

Even better — put it in your signature as 'Insurance docs help: policyvera.com/lender/<your-slug>'. Every email becomes a soft pitch.

Text it directly

When a borrower is dragging on insurance, text them: 'Hey [name] — use this free tool to get your insurance organized for closing. Takes 5 min: policyvera.com/lender/<your-slug>'.

Print it on your closing packet

Add a QR code to your physical closing packet that points to your link. Take a photo of your screen on a free QR generator site like qr-code-generator.com.

💡 Tip: Use the same link every time — the more it gets shared, the more attribution you build. Don't shorten it through bit.ly (which obscures the domain and lowers trust).

Phase 3

📊 Read your dashboard

⏱ 2 minutes per check-in

Five counts at the top

Total referrals (all borrowers who came via your link), Awaiting quotes (no agent has quoted yet), Quotes in (at least one agent quoted), Bound (policy bound), Self-signups (borrowers who clicked your link and signed up but haven't yet requested quotes).

Pipeline table

Each borrower has a row showing their name, property, quote progress (like '2 of 3 quotes received'), last quote received timestamp, closing date, and when they were referred. Sort by closing date to see urgent ones at top.

What progress states mean

Awaiting assignment = no agents picked yet. Awaiting quotes = agents assigned, none quoted. X of Y quotes received = some agents quoted. Policy bound = closing-ready. Closed = no further action.

Refresh strategy

Check your dashboard once a day — usually morning. The pipeline updates in near real-time, so no need to refresh constantly.

Phase 4

📋 Send a binder request to an agent

This is the most powerful feature. Use it whenever a borrower binds a policy.

⏱ 3 minutes

Find a bound borrower in 'Message your bound agents'

Scroll down on your dashboard. You'll see a section listing borrowers who have bound a policy. Each row has a 'Send a message →' link.

Open the message drawer

Click 'Send a message →' for the borrower you need a binder from. A side drawer opens on the right showing the thread between you and the agent the borrower chose.

Check 'This is a binder request'

A structured form appears. This is the key — fill in your loan info ONCE and the agent doesn't have to ask.

Fill in the binder details

Closing date, Loan #, Loan amount (e.g., $385,000), and your full Mortgagee Clause (multi-line, paste your standard template). The agent can copy your mortgagee clause with one click to paste into their carrier's binder form.

Drag in supporting docs (optional)

If you have a loan estimate, closing disclosure, or anything else, drag them onto the dropzone. The agent will see them in the thread.

Write a short message + Send

'Hi [agent] — please send the binder + RCE when ready. Closing on [date].' Click Send. Agent gets an email immediately.

💡 Tip: The agent's reply will arrive as an email in YOUR inbox with the binder PDF + RCE worksheet attached as real attachments. You don't need to log back in.

Phase 5

📬 Receive binder + RCE from the agent

⏱ Variable — usually same-day or next-day

Email arrives with attachments

When the agent fulfills your binder request, you get an email subject 'Binder fulfilled — [borrower name]' with the binder PDF, RCE worksheet, and any other docs attached directly.

Forward to your closing department

From your inbox, forward the email like any other. Your closing team has everything they need without ever touching PolicyVera.

Audit trail is in PolicyVera

Every doc and message is also logged in your dashboard for the borrower's row — searchable, dated, and tied to that closing.

Phase 6

🔄 Send follow-ups if things are slow

⏱ 1 minute

Spot stalled requests on your dashboard

If a borrower's status is 'Awaiting quotes' for more than 2 business days, or 'Quotes in' but not bound 5+ days before closing, that's a yellow flag.

Reach out to the borrower first

Most delays are on the borrower side (haven't picked an agent yet). A quick text reminding them to check their PolicyVera dashboard usually unsticks things.

Message the agent if a borrower has bound but you haven't gotten the binder

Open the thread, send a polite nudge: 'Hi — closing's on [date], do you have the binder ready? Please send through PolicyVera when you can.'

Phase 7

📊 Track your numbers over time

⏱ Monthly review

Conversion rate matters more than count

Don't fixate on referral count alone. The number to track: of borrowers who clicked your link, how many ended up bound? That's your real conversion rate.

Bound count is closing efficiency

Higher 'Bound' counts mean your closings are hitting on time. If a high % of referrals end up bound, your insurance step is no longer a closing blocker.

Self-signups vs. lender-initiated referrals

Self-signups (borrowers who clicked your link) are passive — they happen because you shared the link. Lender-initiated referrals (where you proactively enter borrower details) are more direct. Both count.

Compliance & what to remember

PolicyVera is intentionally designed to be RESPA-compliant. Here's what that means for you.

PolicyVera doesn't pay you. You don't pay PolicyVera.

No referral fees, no kickbacks, no revenue share. This is intentional — RESPA Section 8 explicitly prohibits such arrangements for settlement services. PolicyVera is a free value-add tool you offer your clients, not an income stream.

You only see closing-relevant info

By design, you never see the borrower's premium amounts, carrier names, or specific quote details. That's their private business. You see status only (quotes in, bound, etc.) which is enough for closing tracking.

Everything is audit-logged

Every message you send, every doc you receive, every dashboard view — all logged with timestamps. This protects you legally and gives you an audit trail for compliance reviews.

Don't promise things to borrowers about the platform

Don't say 'PolicyVera will save you money' or 'PolicyVera will get you the best rate.' Just say 'It's a free tool to organize your insurance for closing.' Let the platform speak for itself.

Copy/paste templates

Quick wording to use in your closing emails, texts, and packets.

📧 Closing email template▾

Hi [BORROWER NAME],

Congrats on the upcoming closing on [PROPERTY ADDRESS]!

One thing we'll need before closing day: proof of homeowners
insurance. To make this painless, here's a free tool I trust:

→ policyvera.com/lender/<your-slug>

Click that link to set up your insurance docs in under 5 minutes.
You'll be connected with a local Idaho agent and we'll have
everything ready for closing automatically.

If you already have an agent, you can still use it to keep
your docs organized.

Any questions, reply here or call me directly.

[YOUR SIGNATURE]

📱 Text message template▾

Hey [name] — for closing, use this free tool I trust for your
insurance docs. Takes 5 min: policyvera.com/lender/<your-slug>

📨 Email signature blurb▾

[YOUR NAME]
[YOUR TITLE], [YOUR COMPANY]
[YOUR PHONE] | [YOUR EMAIL]

Need insurance docs for closing? Use my free PolicyVera link:
policyvera.com/lender/<your-slug>

Common questions

Why don't I see specific quote details (carrier, premium)?▾

By design. RESPA prohibits lenders from steering borrowers toward specific insurance carriers. PolicyVera shows you status only (quotes in, bound) — which is enough for closing tracking but doesn't expose pricing decisions.

What if my borrower picks an agent I don't usually work with?▾

That's the point of borrower choice. You can still send binder requests to the agent the borrower chose — PolicyVera handles the introduction.

Can I refer borrowers without sending them a link?▾

Yes — there's a planned lender-initiated referral flow where you enter borrower contact info and PolicyVera reaches out to them on your behalf. Ask Joshua to enable this for your account.

How fast do agents respond to binder requests?▾

Most respond same-day for active closings. If you don't hear back in 24 hours on a closing-week request, the platform allows you to nudge them in-thread. Joshua also has admin visibility and can escalate.

Can I disable my account temporarily?▾

Yes — email Joshua and your dashboard token will be deactivated. Your historical data stays intact. Reactivate anytime.

What happens if a borrower never signs up after clicking my link?▾

Nothing wrong — borrower drop-off is normal. You can re-share the link via text or follow up. PolicyVera doesn't pressure borrowers via marketing emails.

Need help?

Email Joshua directly: josh@policyvera.com
Reply to any PolicyVera email — Joshua responds personally
Lost your dashboard link? Joshua can resend it from admin