Overview
You create a mortgage file from the pipeline toolbar, either by building it in Broki with Create in Broki or by importing an existing deal with Pull file from Velocity or Finmo. Create in Broki adds the borrowers as contacts and can also send the client journey welcome email, with an application link and a list of documents, in the same step.
Brokers and admins use this when a new deal starts. When you finish, the file is in your organization's default pipeline at its first stage, you are both the owner and the advisor, and Broki opens the new file for you.
At a glance
You create a mortgage file from the pipeline toolbar.
Start from the pipeline toolbar with Create in Broki or Pull file.
Create Mortgage File permission is required. Every contact needs a full name, email, and phone.
With Client journey on, Create file & send emails every contact. With it off, you enter the loan code and no email is sent.
The file goes to the default pipeline and its first stage. You are the owner and the advisor.
Before you begin
Before you create a mortgage file, check permission, contact details, the application link, and whether Velocity or Finmo is connected.
Your role needs the Create Mortgage File permission. If it doesn't have it, the page shows "Access denied" and "You don't have permission to create mortgage files."
Have the full name, email, and phone number for every person you add. All three are required for each contact.
To send the client journey email, at least one application link has to be available. The Broki Native link appears only when Show Broki application tab & link is on under Settings > Applications. Titled links (for example, a Velocity application URL) are added under Settings > Applications > Application Links.
The BC options (BC · Designated agency, BC · Brokerage agency) are available only after a BC brokerage licence is added in compliance documents settings. These options also ask you to confirm BC Form 1A before the file is created.
To use Pull file, your organization needs an active Velocity or Finmo connection. Set these up under Settings > Connections.
Document templates and batches for the client journey come from your organization's templates.
Step-by-step instructions
These steps cover creating a file in Broki and importing one from Velocity or Finmo.
Create a file in Broki with the client journey (default)
Create a file in Broki with the client journey when you want the welcome email to go out as the file is created.
In the left sidebar, select Pipeline.
In the pipeline toolbar, select Create in Broki. The new mortgage file page opens with three steps across the top: File setup, Documents, and Email preview.
In the Contacts card, fill in the first contact. Use the role drop-down to choose Primary Borrower, Co-Borrower, Guarantor, or Other. Fill in Full name, Email, and Phone.
To add more people, select Add contact or Add another contact. To remove an extra contact, select its trash icon.
Leave Client journey on. The description reads "Welcome email with app link and document list".
In Application link, choose the link the client will receive.
If you chose Broki Native, check the Your signature on this document row. Without changes, Broki uses your saved letter signature. If you don't have one, Broki writes your name in script. To draw a signature just for this file, select Sign this one myself.
Select Continue to documents. The loan code is filled in automatically with a temporary code marked "auto". You can change it later from the file header.
On the Documents step, pick who you're requesting from in Assigning to. Add requests with Templates (search or filter by category, then select Add next to each document; each one shows its priority of Required, If applicable, or Optional), with Batches (select Add batch to queue a whole set of templates at once), or with Custom request (enter a Title, an optional Description, and a Priority, then select Add to queue).
Review the queue on the right, then select Continue to email preview.
On Email preview, check the subject, the message, and the Send summary (recipients, documents, required count, and loan code).
Before you continue: the next step creates the file and emails every contact the application link and document list right away.
Select Create file & send. If you chose a BC option, the Confirm Form 1A before sending dialog opens first. Complete it and select Confirm & sign.
Broki shows "Mortgage file created with N document requests and Client Journey email sent successfully!" and opens the new file.
Create a file without sending anything
Create a file without sending anything by turning Client journey off.
On the new mortgage file page, turn Client journey off. The description changes to "Off — create the file and attach contacts only", and the steps disappear.
Fill in the contacts as above.
Enter a Loan code (required), for example
EXAMPLE-2026-001.Select Create Mortgage File. Broki shows "Mortgage file created successfully" and opens the file. No email is sent.
Import a file from Velocity or Finmo
Import a file from Velocity or Finmo with Pull file when the deal already exists there.
Also called: Import from Velocity or Finmo.
In the pipeline toolbar, select Pull file. The Import from Velocity or Finmo dialog opens.
Choose Pull from Velocity or Pull from Finmo. Only connected sources are shown.
Enter the Velocity loan code or the Finmo application ID. The Finmo ID is on your Finmo / Lendesk dashboard.
Select Sync. When the import finishes, Broki confirms with a message such as "Successfully created mortgage file from Velocity" and opens the file.
Practical examples and other ways to use it
These examples show other ways to create or import a mortgage file.
New purchase client. Alex Sample and Jordan Example are buying 123 Example Street with a $450,000 mortgage. You add Alex as Primary Borrower and Jordan as Co-Borrower, choose Broki Native, add an income and down payment batch, and send. Both receive the welcome email, and the file is ready for their uploads.
Deal already in Velocity. When the deal was started in Velocity, use Pull file instead of creating it again. The imported file is linked to Velocity from the start.
Paper or phone intake. One way to handle a client who will apply over the phone: turn Client journey off, enter your own loan code, and create the file. Send documents or a link later from the file.
Guarantor on the deal. Add the guarantor as a separate contact with the Guarantor role so they appear on the file. Use Assigning to on the Documents step so their requests go to them, not the main borrower.
Common mistakes and how to avoid them
These mistakes come up when creating a mortgage file, along with what happens and how to avoid them.
Leaving a contact's phone or email blank. The continue and create buttons stay disabled. Fill in Full name, Email, and Phone for every contact, or remove the extra contact card.
Expecting to choose a pipeline or stage. Every file created here goes to the organization's default pipeline and its first stage. Move the file from the pipeline board or the Application Status tab after it is created.
Creating the same deal twice. Using Create in Broki for a deal that already exists in Velocity or Finmo gives you a file that isn't linked to that deal. Use Pull file for those deals instead.
Sending the client journey email by accident. With Client journey on, Create file & send emails every contact immediately. Turn Client journey off if you only want to set up the file.
Troubleshooting
Use this section when creating or importing a mortgage file is blocked.
"A mortgage file with this loan code already exists in your organization"
This covers the message "A mortgage file with this loan code already exists in your organization".
Possible causes: loan codes must be unique within your organization, and another file already uses this one.
Check first: search for the loan code from the search bar at the top of the page. Archived and completed files use up loan codes too.
To fix:
Enter a different Loan code, or open the existing file instead.
Select Create Mortgage File again.
Confirm it worked: Broki opens the new file and shows "Mortgage file created successfully".
The Application link drop-down is empty, or Broki Native is missing
This covers an empty Application link drop-down, or a missing Broki Native option.
Possible causes: Show Broki application tab & link is off for you, and no titled application links are saved.
Check first: Settings > Applications > Application Links.
To fix:
Turn on Show Broki application tab & link, or add a titled link with Add link and select Save application links.
Reopen the new mortgage file page.
Confirm it worked: the link appears in Application link.
"Mortgage file and document requests created, but Client Journey email failed to send"
This covers the message "Mortgage file and document requests created, but Client Journey email failed to send".
Possible causes: the file and requests were saved, but the email couldn't go out. One reason is that the selected link isn't set up, which shows messages such as "Broki application link not set up. Generate your Broki application link in Account Settings." or "No application URL configured. Add a titled full application URL in Account Settings."
Check first: Settings > Applications. Confirm the Broki application link has been generated (Generate link) or that the titled link has a URL.
To fix:
Fix the link setup under Settings > Applications.
Don't create the file again; it already exists. Open it and send the link from there. For the Broki application, open the Application tab and select Actions > Application reminder. For a titled external link, select Actions > Email in the file header and paste the link into your message.
Confirm it worked: after a reminder, Broki shows "Application reminder sent". After an email from the file, it shows "Email logged to communications".
Contact support if: the message keeps appearing after the link is set up. Include the loan code, the exact message, and the approximate time.
BC options are greyed out in Application link
This covers BC options that are greyed out in Application link.
Possible causes: no BC brokerage licence is on file. The page shows "Add a BC brokerage licence under Settings › Compliance documents › Identity & licences to enable these links."
To fix:
Add the licence under Settings > Compliance Documents.
Reopen the new mortgage file page.
Confirm it worked: BC · Designated agency and BC · Brokerage agency can be selected.
"No pull integrations active. Use Create in Broki on the pipeline toolbar instead."
This covers the message "No pull integrations active. Use Create in Broki on the pipeline toolbar instead."
Possible causes: your organization has no active Velocity or Finmo connection.
To fix:
Connect Velocity or Finmo under Settings > Connections.
Select Pull file again.
Contact support if: the connection shows as active but this message still appears. Include the page, the button, and a screenshot with personal data hidden.
"Unable to determine your organization" or "No default pipeline found"
This covers the messages "Unable to determine your organization" and "No default pipeline found".
Possible causes: your account or your organization's pipelines aren't fully set up.
To fix:
Refresh the page. If you just joined the team, this updates your permissions.
Ask an admin to check your organization's pipelines under Settings > Pipelines.
Contact support if: the message stays. Include the exact message and the approximate time.
Tips and best practices
These tips keep the welcome email and the loan code accurate.
Add every borrower before you send. The welcome email goes only to the contacts on this page, so a co-borrower added to the file later doesn't receive it.
Use batches for repeat deal types. One Add batch queues the whole set, so requests stay the same from file to file.
Rename the temporary loan code once you have the real one. Edit it from the file header so search and file cards show a code your team recognizes.
Limitations and important behavior
These limits apply when you create or import a mortgage file.
You can't choose the pipeline, stage, owner, or advisor while creating a file. Change them after the file is created.
Broki matches contacts against existing ones by email, phone, and name, so a returning client may be linked to their existing contact record instead of a new one.
With Client journey on, the loan code is a temporary code and can't be edited on this page.
The Email preview step may show "Your Company" as the company name. The email that's sent uses your company name from settings.
If you choose a BC option, the file isn't created until you complete Confirm Form 1A before sending.
Pull file isn't available on a board shared with you by another organization.
Frequently asked questions
Customers ask these questions about creating a mortgage file.
Can I turn a lead into a mortgage file from this page? No. This page always starts a new file. For leads, see the leads article below.
Will Broki email the client before I choose to send? No. The welcome email goes out only when you select Create file & send.
Can I go back a step? Yes. Select Previous, or select a completed step name at the top.
Related articles
These articles cover opening the file, the pipeline, application links, and leads.