Overview
Portfolio shows every mortgage file in your book — active deals, completed (funded) files, files past maturity, and homeowner-tracked mortgages — with balances, months left in term, estimated prepayment penalties, and the net opportunity of refinancing at your obtainable rates. Use it to spot renewals coming up, size the opportunity on each file, and turn on monthly homeowner reports for funded clients.
Also called: book of business.
Brokers use it to work their own renewals; admins use it to see the whole organization's book. Renewal timing is calculated from each file's closing date and term. There are no renewal notifications or emails: the Expiring soon card and the red Months left values are the renewal signals.
At a glance
Portfolio is where you see your book, find renewals, and turn on monthly homeowner reports.
Tabs are Active, Completed, Tracking, and Expired. Stats cards, including Expiring soon, are not shown on Tracking.
Expiring soon counts files with one to six months left. Months left turns red at 6 or fewer. Nothing emails you when a file nears maturity.
Monthly homeowner reports send on the file's closing-date day of the month until the term ends or the file is marked expired. You can also CC co-borrowers.
Obtainable rates are three personal rates between 0.01% and 30%. An admin can apply one set to every team member.
Before you begin
You need portfolio access, a closing date and term on each file, and obtainable rates before penalty figures or monthly reports will work.
You need a role that can see portfolio files. In Settings > Roles & Permissions, under Conditions, Portfolio & Checklists, the permissions are View portfolio files they own or advise and View all portfolio files. With only the first one, you see just the files you own or advise, and the advisor filter is locked to you.
Portfolio requires an active subscription.
Months left is only calculated when the mortgage file has a closing date and a term. Files missing either show no months left and can't count toward Expiring soon.
Penalty and net opportunity figures need your obtainable rates. Set them once with Configure obtainable rates (see below).
A file appears under Completed only after it is marked completed in the pipeline or from the file header.
Step-by-step instructions
These steps cover the tabs, renewal sorting, rates, monthly reports, expiry, and export.
Open Portfolio and choose a tab
Opening Portfolio shows one of four status tabs. Pick the tab for the files you want to work.
In the left sidebar, select Portfolio.
Use the Portfolio status tabs at the top. Active shows mortgage files that are not completed yet. Completed shows funded files marked completed that haven't expired. Tracking shows mortgages homeowners submitted through your mortgage track page (read-only here; see Mortgage tracking page). Expired shows completed files past maturity, or files you marked expired.
Review the stats cards (not shown on Tracking): Total files, AUM balance (sum of current balances), File volume, and Expiring soon (files with one to six months left in term).
Archived and merged files never appear in Portfolio.
Find renewals coming up
Renewals coming up are completed files with a low Months left value, highlighted in red at 6 or fewer.
Select the Completed tab.
Look at the Months left column. Values of 6 or fewer show in red.
To sort, switch the view to Compact, open Sort by, and choose Months left — soonest. Other sorts: Net opportunity — high to low, Net opportunity — low to high, Penalty — high to low, Balance — high to low.
Select Details on a row to open the side drawer with the penalty range, net opportunity range, a scenario table (posted rate, penalty, break-even rate, break-even per month, obtainable rate, net), and a "How to read this" explanation.
Select the client name to open the mortgage file.
Search and filter the portfolio
Search and filters narrow the Portfolio table to the files that match.
Type in the search box ("Search client, address, lender..."). It matches loan code, property address, lender, and contact names.
Select the filter icon to open the filters panel. You can filter by transaction type, deal type, mortgage type, payment frequency, lender, realtor, lawyer, advisor, closing year (on Completed and Expired), and a rate range.
Change Rows per page (10, 25, 50, or 100) at the bottom of the table.
If nothing matches, you'll see "No portfolio files found matching your criteria."
Set your obtainable rates
Obtainable rates are the three rates Portfolio uses to estimate penalty and net opportunity.
Penalty and net opportunity figures compare each file against the rates you can actually get today.
Select Configure obtainable rates (not available on Tracking).
Enter three rates. Conventional rate (%) is for uninsured files: LTV above 65% or high-value properties. Insurable rate (%) is for LTV of 65% or less and property value under $1M. Insured rate (%) is for LTV above 80% (high-ratio or insured).
Admins only: tick Apply these rates to everyone in the organization to copy the same rates to every team member.
Select Apply to portfolio.
Before you continue: if you tick Apply these rates to everyone in the organization, every team member's personal rates are overwritten.
You'll see "Obtainable rates saved" (and "Rates applied to N team members" if you applied them to everyone). Each rate must be between 0.01% and 30%.
Override the obtainable rate on specific files
An override replaces the obtainable rate on the files you tick, instead of using your three saved rates.
Tick the checkbox on one or more rows.
In the bar that appears, select Override obtainable rate and enter the rate to use for those files.
Turn on monthly homeowner reports
Monthly homeowner reports email each selected borrower a report every month from the Completed tab.
Select the Completed tab.
Tick the files you want.
In the bar that appears, select Monthly reporting on. To copy the other borrowers on the file, also select CC co-borrowers on.
Before you continue: this sends email to your clients. Each file sends a homeowner report automatically every month on its closing date's day of the month, until the term ends or the file is marked expired.
Broki checks each file before turning reporting on. The file owner must have obtainable rates configured, the file must have a borrower email, and the file data must be complete. If a check fails you'll see a message such as "Cannot enable: missing Borrower email". An amber ⚠ on a row means the file owner can't send reports yet.
To stop reports, select the files and choose Monthly reporting off (or CC co-borrowers off to stop copying co-borrowers).
Mark a file as expired
Marking a file expired moves it to the Expired tab and stops its monthly homeowner reports.
On the Completed tab, switch to Full grid, open the row's ⋮ menu, and select Mark as expired. Or, on the Active tab, tick files and select Mark as expired in the bar.
Confirm with Mark as Expired (single file) or Mark as expired (several files).
Before you continue: the file moves to the Expired tab and is also marked completed. Expired files stop sending monthly homeowner reports.
Export your portfolio
Export downloads the files in the current view as a CSV, or opens a custom report.
Open the ⋮ menu ("Export and reports").
Select Export to download a CSV of the files in the current view, or Custom report to build your own report.
You'll see "Portfolio exported successfully (N files)". The CSV includes client name, loan code, property address, lender, original and current balance, rate, mortgage type, payment frequency, payment, term, amortization, years and months remaining, transaction type, deal type, realtor, lawyer, discount, and closing date.
Practical examples and other ways to use it
These examples show a monthly renewal sweep, an admin book review, monthly reports, and marking a lost renewal expired.
Monthly renewal sweep. One way to use this: on the first of each month, open Completed, sort by Months left — soonest, and open Details on every red row to decide whether to call about an early renewal or a refinance.
Book review for an admin. An admin filters by advisor to see a team member's files, then exports the view to CSV for a quarterly review.
Stay in touch after funding. After Alex Sample's $450,000 purchase funds, you mark the file completed, then turn on Monthly reporting on and CC co-borrowers on so both borrowers get a monthly update until renewal.
Clean up lost renewals. When Jordan Example tells you they renewed with their bank, you mark the file expired so it stops counting toward Expiring soon and stops monthly reports.
Common mistakes and how to avoid them
These mistakes hide a file from renewal lists or block monthly reports.
Leaving a funded file active. It stays on Active, never shows Months left, and can't get monthly reports. Mark it completed from the pipeline card or the file header status badge. Make "mark as completed" part of your funding checklist.
Missing closing date or term. The file shows no months left and is skipped by Expiring soon. Add the closing date and term on the mortgage file. Fill both in before funding.
Not setting obtainable rates. Penalty and net opportunity columns are less useful, and monthly reports can't be turned on for your files. Select Configure obtainable rates and save all three rates. Update them when rates move.
Expecting a renewal reminder email. Nothing is sent to you when a file nears maturity. Check Expiring soon and Months left on a regular schedule, or build an automation with the Maturity Date trigger (see Automations and workflows overview).
Troubleshooting
Use these checks when a file is on the wrong tab, rates won't save, or monthly reporting won't turn on.
A funded file isn't on the Completed tab
A funded file stays off Completed until it is marked completed and is not expired, archived, or merged.
Possible causes
The file was never marked completed.
The file is past maturity, so it's on Expired.
The file is archived or was merged into another file.
Your role only shows files you own or advise.
Check first
Search for the loan code on Active and Expired.
To fix
If it's on Active, open the file, select the status badge in the header, and choose Mark as completed.
If it's on Expired by mistake, select it in the pipeline and use Unexpire.
Confirm it worked
The file shows on Completed with a Months left value.
Contact support if
The file still doesn't appear. Include the loan code, which tab you checked, and a screenshot with personal data hidden.
"File owner X hasn't configured obtainable rates in Portfolio"
This message means monthly reporting is blocked because the file owner has no obtainable rates.
Possible causes
The file's owner hasn't saved obtainable rates.
Check first
Who owns the file (shown on the mortgage file).
To fix
Ask the owner to open Portfolio and save rates with Configure obtainable rates, or have an admin apply rates to everyone in the organization.
Try Monthly reporting on again.
Confirm it worked
The amber ⚠ disappears and reporting shows as on.
"Cannot enable: missing Borrower email"
This message means monthly reporting can't turn on because the primary borrower has no email.
Possible causes
The primary borrower on the file has no email address.
Check first
The borrower's contact record.
To fix
Add the borrower's email on the contact.
Return to Completed and select Monthly reporting on again.
Confirm it worked
No error appears and reporting is on for the file.
"This file has no owner — assign an owner first" or "File owner is deactivated — reassign the file"
These messages mean monthly reporting needs an active owner on the file.
Possible causes
The file has no owner, or its owner is a deactivated team member.
To fix
Open the mortgage file and assign an active team member as owner.
Turn monthly reporting on again.
Confirm it worked
Reporting turns on without an error.
"Enter a valid rate between 0.01% and 30% for each field."
This message means one of the three obtainable rates is blank or outside 0.01% to 30%.
Possible causes
One of the three obtainable rates is blank, zero, or above 30%.
To fix
Enter a value in all three fields, for example 4.89.
Select Apply to portfolio.
Confirm it worked
You see "Obtainable rates saved".
Tips and best practices
These habits keep Expiring soon and the penalty figures useful.
Sort the Completed tab by Months left — soonest before your weekly planning, because renewal outreach works best well before the six-month window closes.
Keep obtainable rates current. Every penalty and net opportunity figure, and every monthly homeowner report, uses them.
Mark lost renewals as expired promptly so Expiring soon only counts files you can still win.
Treat penalty figures as estimates. The on-screen disclaimer says they use standard IRD or three months' interest logic with posted rates — always confirm the exact penalty with the lender before advising a client.
Limitations and important behavior
These rules control months left, automatic expiry, rates, and what the Tracking tab leaves out.
How months left is calculated: closing date plus the term, compared with today. If a remaining-term value has been stored on the file, that value is used instead. Months left never goes below 0.
When a file becomes expired automatically: a completed file moves to Expired when its maturity date has passed or its remaining term is below zero, unless someone used Unexpire on it. You can also mark it expired by hand.
Expiring soon counts files with one to six months left. Files at 0 months are not included.
Renewal alerts are visual only (the card and red values). Portfolio sends no reminders to you.
Obtainable rates are personal. Each team member's files use that team member's rates unless an admin applies one set to everyone or you override a file's rate.
Editing amount, mortgage type, payment, frequency, term, amortization, or transaction type on a file triggers a recalculation of the portfolio figures.
Rows on the Tracking tab are read-only and self-reported by the homeowner. They don't count toward the stats cards.
AUM balance is shown in Canadian dollars.
Frequently asked questions
These questions are about the renewal window, when reports send, and bringing an expired file back.
Can I change how far out Expiring soon looks? No. It's fixed at one to six months.
Does monthly reporting send a report the moment I turn it on? Reports go out on the day of the month that matches the file's closing date, so the first one goes out on the next matching day.
How do I bring an expired file back? Select it in the pipeline and use Unexpire. It returns to Completed and won't move back to Expired automatically, even if its maturity date has passed.
Why don't I see the Penalty & opportunity columns on the Active tab? Those columns only apply to funded files, so they show on Completed and Expired.
Related articles
These articles cover tracked mortgages, pipeline stages, permissions, and renewal automations.