How Refinance Auto Outreach Works

refinance auto outreach is event-driven - it fires when a client qualifies - and paced by a daily send limit so we never send more than you can handle.

Who Gets Picked

a client becomes eligible for auto outreach when they appear on your refinance list, which happens when they meet your eligibility threshold (minimum monthly savings after penalty). see how candidates are detected.

we process the refinance list in priority order - strongest projected savings first.

One Outreach Per Property

if a client has more than one mortgage on the same subject property stored as separate records (say a first mortgage plus a separately-tracked second mortgage at the same address), refinance auto outreach only ever contacts them about one of those mortgages: the one with the latest closing date. a later second mortgage takes priority over the first.

HELOCs are never picked here. they're revolving prime-plus products, not amortizing mortgages, so they're left out of the comparison. if every record on a property is a HELOC, none is auto-contacted.
this is a hard rule. if the latest-closing mortgage isn't currently eligible (wrong deal status, too new for the minimum deal age, on the block list, and so on), you simply aren't contacted about that property - we don't fall back to the older mortgage.
single-mortgage properties (the common case) are unaffected, and a second mortgage stored as a debt line on the primary record stays a single outreach target. this rule only applies when the second mortgage is its own separate record on the same address.

Why We Ask For A Daily Send Limit

the auto sends per day slider in enable outreach runs from 1 to 5 (default 3). we use it to pace sends.

here's the logic:

we send up to that many refinance outreach emails each day, prioritizing the highest-savings opportunities first.
if your refinance list has way more candidates than the daily limit allows, the lower-priority ones simply wait for the following days (or until you raise the limit).
higher means we work through your list faster; lower keeps the trickle gentle.

this keeps you from being buried in replies you can't service.

each day's sends go out at 9am in each client's local timezone, set from their property address (province and postal). if a client's address isn't on file, we fall back to your own timezone.

Narrowing Which Statuses Qualify

next to the daily send limit, you'll see a check statuses dropdown. it lists the deal statuses found in your imported data and controls which of those statuses are eligible for refinance auto outreach.

By default, live application stages such as new, in progress, pre-qualified, live deal, broker complete, borrower control, submitted, and approved are excluded. Leads and terminal statuses such as withdrawn, expired, cancelled, and declined are excluded too.
you can override the defaults either way. uncheck a status to stop outreach for those deals, or check a normally-excluded status to force-include it.
the same dropdown appears in the post-payment and enable-outreach modals whenever refinance is toggled on, so you can set it up at the same moment you turn outreach on.
unchecking a status also dequeues any already-queued candidates with that status, so changes take effect immediately.
this control is refinance-only. renewal drip ignores it and continues to fire on its own schedule.

Minimum Deal Age

below eligible deal statuses in settings → outreach settings, minimum deal age sets how old a deal has to be (by its start date) before it can receive refinance auto outreach.

the default is 12 months, so a deal that started within the last year is skipped.
set it to any number of months, or 0 for no minimum.
raising it dequeues any already-queued candidate that's now too new.
a deal with no start date on file has an unknown age, so the minimum doesn't block it.

The Send Sequence

for each qualifying client:

initial email - sent on the next available send day.
day 7 follow-up - sent 7 days later if no reply.
day 21 follow-up - sent 14 days after the day-7 follow-up if still no reply.

all three use templates you control. see editing the ird email template.

When Follow-Ups Stop

the moment the client replies (positive or negative), all queued follow-ups for that client are cancelled. the client moves to interested or not interested on contacted.

follow-ups also stop when the client books time on your calendar through Calendly or Cal.com. we never see your calendar - we match the booking confirmation email in your connected inbox to the client by the invitee's email, so they must book with the email we have on file. they're marked interested with a meeting logged on their engagement history; cancellations and declined events don't count, reschedules do.

Respecting Send Days

we only send on the days you've allowed in the send-days picker. if you've only allowed tuesday-thursday, your daily sends only go out on those days; other days stay quiet.

Save As Draft Instead Of Sending

in enable outreach you can turn on save as draft for me to approve for refinance. when it's on, each refinance message that would normally be sent is instead saved as a draft in your connected email inbox (Gmail or Outlook). nothing goes out automatically - you review the draft and send it yourself from your own inbox.

a few things change when you draft instead of send:

the daily send limit and send-days schedule still govern how many drafts get created. draft mode only swaps the final step from "send" to "save as draft".
because the message leaves from your own inbox, we don't track delivery, replies, or the day-7 and day-21 follow-ups for drafted clients. the follow-up sequence does not run on anyone who was drafted.
only automatic refinance outreach is affected. manual sends and reports still send normally.
a drafted client shows a draft state in the refinance list instead of contacted.

When Auto Outreach Isn't Sending

common causes:

daily send limit already reached for today.
no clients qualify (threshold too high).
wrong send days picked.
the refinance toggle is off.
the candidate's deal status isn't checked in the status allow-list.
the deal started more recently than your minimum deal age.

full diagnostic: auto outreach isn't sending.

What To Do Next

tune the threshold and daily send limit to balance volume and quality: adjusting your eligibility threshold.
customize what your clients receive: what clients receive from auto outreach.