Working A Portal Submission

Once a borrower starts submitting through the portal, you work through their submission inside the session detail view. There are three core actions: approve, request changes, or request more info.

Opening A Submission

1. Go to Client Portals in the sidebar.
2. Click the client's row on the session board.
3. The session detail view opens with every tab they've filled and every doc they've uploaded.

Previewing Uploaded Documents

Click any uploaded doc to open the document preview. You'll see:

• The full doc rendered in-browser.
• Metadata (when uploaded, file size, type).
• Any flags we surfaced (validation warnings).
• Any rationale the borrower provided if they marked a flagged doc as correct.

Open as many docs as you need. The preview is full-fidelity.

Downloading Documents

You don't have to open a doc to save it. Each document card has a download icon next to its flag control, so you can pull a single file straight down with one click. The file keeps its filing-ready name (see below).

To grab everything in a column at once, use Download all at the top of any column that holds files - Pending, In Review, Verified, and Signed. That bundles every file in that column into a single zip, even when there's only one.

Document Names

Every doc the borrower uploads is renamed for you automatically. The borrower never sees this, they just upload a file, but in your documents view, and on any file you download, each one reads in a consistent, filing-ready style: a category up front, then the client, the doc and its period, and the surname at the end. A T4 comes through as Income - John - T4 2024 - Smith, a bank statement as Down - John - RBC Mar (1234) - Smith, a mortgage statement as Property - 12 Oak St - Mtg Statement - Smith, and a signed compliance form as Comp - KYC - Signed - Smith. Property docs include the subject address when the portal came from an opportunity that has one, and two of the same doc (say a second piece of ID) are numbered so nothing collides.

On each document card the filing-ready name is the heading, and just beneath it you'll see the request you sent the borrower (for example "Two Most Recent Paystubs") so you always know which ask a file answered. Hover the small info icon next to that line to see what the borrower's file was originally called before we renamed it.

Approving A Submission

When everything looks good:

1. Click Approve on the section (or the whole portal).
2. Confirm in the modal that opens.
3. The borrower is notified that their submission has been approved.

Approval is per-section by default, so you can approve Income while still working on Downpayment.

Requesting Changes

If a specific doc or field is wrong, use Request Changes to flag it and add a note on what you need instead. Request Changes is available in every state, whether the portal is still In progress, Awaiting review, Awaiting borrower, or already Approved.

1. Click Request Changes on the relevant section or doc.
2. Type a brief explanation (what's wrong and what you need instead). You can stage flags across several docs or sections before sending.
3. Click Send to borrower.

The portal moves to Awaiting borrower and the borrower is re-notified with a fresh secure link. The flagged items reopen in their portal so they can redo them and resubmit. Flagging a portal that's still In progress notifies the borrower right away, and flagging one you'd already approved reopens it and moves it back to Awaiting borrower.

Requesting More Info

If you need something the original portal didn't ask for, use Request Other Info:

1. Click Request Other Info at the session level.
2. Add one or more conditions (text answer, doc upload, etc.) - same format as custom conditions.
3. Send.

The new conditions show up at the top of the borrower's portal next time they open it.

Reading The Summary

Once a submission has enough on file, a one-page summary appears at the bottom of the session: income, down payment, purchase price and mortgage amount up top, then Stress-tested ratios, doc completeness, signing status, and the top anomalies.

The GDS and TDS figures are an estimate. The qualifying rate used is the greater of the contract rate plus 2.0% and 5.25%, per OSFI B-20, and the housing cost is principal, interest, property tax, and heat. TDS adds the borrower's other monthly debt payments on top.

Down Payment And Source Of Funds

The down payment section reads the bank statements and sorts each deposit - payroll, transfers, gifts, sale proceeds, and the like. Any deposit it can't tie to a documented source gets flagged for source-of-funds review so you can follow up before you submit.

The Account summary table shows a Seasoning column for each account. Seasoning is how long the down-payment funds have sat in the account: money held past its seasoning window - 90 days for most deposits, 30 days for gifts - generally doesn't need source-of-funds documentation, so there's nothing to chase. An account with no recent deposits reads All seasoned; an account with deposits that landed inside the window shows an amber "N unseasoned" chip you can click, and "History unknown" means there aren't enough dated statements on file to tell yet (upload statements covering the last three months to confirm). Hover the little (i) next to the column header for a quick refresher.

Clicking "N unseasoned" (or the warning triangle beside a source or an account's Verified figure) opens the Unseasoned deposits review: every not-yet-seasoned deposit across all accounts, with a search box and an account filter. Each row shows the deposit, its type, which account it's from, and how many days it has seasoned; click a row to jump straight to the statement it came from. Payroll and transfers between the client's own accounts are excluded, since those aren't unsourced money. The unseasoned total is subtracted from each account's Verified figure so it reflects only the seasoned funds, and the same read carries onto the document view and the down-payment verification report you hand to the lender.

By default, deposits of $5,000 or more are held for review. You can move that floor under Settings → Portal Settings → Large deposit review threshold (anywhere from $1,000 to $10,000) - lower it to catch smaller deposits, raise it to focus on the larger ones. Deposits of $10,000 or more are always flagged, in line with FINTRAC's large-transaction reporting threshold, regardless of where you set the floor.

The Deposits table has a CSV button in its header that exports the classified credits to a spreadsheet - whatever classification filter you have set is respected, so you can pull just payroll, just gifts, or the whole list. Each row carries its seasoning read too: the verification status, how many days the funds have been held, the seasoning window that applies, and whether the deposit is still unseasoned - so the source-of-funds picture comes across in the export, not just on screen. For a self-employed client, the Stated income verification section has its own CSV button next to the Net figure that exports every reconstructed transaction behind the calculation, handy for counting and totalling the business bank statements yourself.

Setting The Proposed Rate And Amortization

The ratios card is the Estimate marked card under Stress-tested ratios. To drive the numbers:

1. Click Adjust on the card.
2. Enter the proposed rate and the amortization (in years).
3. GDS, TDS, the qualifying rate, and the monthly housing cost update as you type.
4. Click Save to keep the figures. Reset discards your changes.

Until you enter a proposed rate, the ratios stay blank. Saved values stick to the file, so the estimate is there next time you open the session.

Filling Things In Yourself

If a client is stuck on a specific field or you already have the data, use Broker Fill Mode to fill it in on their behalf. See Broker Fill Mode.

What To Do Next

• See where every session sits at a glance: Tracking Portal Status.
• Fill on the borrower's behalf if they're stuck: Broker Fill Mode.