Full case pipeline
Track every mortgage case from initial enquiry through to completion. Switch between Kanban board and list view.
Case Management
Pipeline stages, your way
The stages most firms start with — Initial, Fact Find, Research, Recommendation, Application, Completion — are a starting point, not a constraint. Rename them, reorder them, add or remove stages, and the client portal progress strip updates to match. Run one workflow for the whole firm, or a different one for mortgage versus protection cases.
Priority action inbox
Every overdue form, missing document, and pending task surfaces in a single inbox, sorted by urgency. Nothing falls through the cracks.
Case notes and history
Record adviser notes against each case with a full timestamped history. Every entry is logged to the FCA-compliant audit trail automatically.
Multi-applicant support
Handle sole, joint, limited company, and SPV applications. Assign separate forms and document requests to each applicant individually.
A mortgage client record that carries across every case
The first time a client works with an adviser on Cleera, their personal details, address history, employment, and financial commitments are captured through the fact-find. When they return for their remortgage two years later, that information is already on file. The fact-find is pre-filled from the client record, and sections where things may have changed, such as employment, address, or income, are presented for confirmation rather than completed from scratch.
Protection cases managed alongside mortgage, on the same client record
Advisers who sell both mortgage and protection have historically needed two systems or a separate spreadsheet to track policy placement. Cleera handles standalone protection cases with their own pipeline and fact-find, linked directly to the same client. Commission, ERC schedule, sum assured, and placement status all live on the case. Nothing falls between the gaps.
Client Portal
Branded client portal
Your clients access a portal that bears your firm's logo, colours, and branding. Invite clients via a secure magic link. No app download required.
Live case progress tracking
Clients can see exactly where their case is in the pipeline at any time, which eliminates the "where's my mortgage up to?" calls.
Secure document upload
Clients upload documents directly into their case: payslips, bank statements, ID. Confirmation receipts and automatic notifications go to the adviser on receipt.
Client messages that live inside the case, not in your inbox
When a client sends a message, it goes into the case record rather than your email thread. Advisers and clients communicate directly through the case, with clients replying via the portal and receiving email notifications when a message arrives. Every exchange is timestamped and stored, so when you need to demonstrate what was communicated and when, it is already there.
Referral Partners
A login for the people who send you clients
Estate agents, solicitors, accountants — anyone who sends you business can get their own portal login. Add their details from your admin area, send an invite, and they're submitting leads within minutes.
Leads land in your pipeline, not your inbox
When a partner submits a lead, it's created as a case and assigned to an adviser automatically. No forwarding emails, no re-typing details from a referral form — it's already there, ready to work.
A message thread for every partner, on every case
Notes between you and the introducer sit on the case itself, clearly marked as visible to them. Your partner can check how things are progressing without ringing you, and without seeing anything they shouldn't.
Know which referral relationships are worth keeping
Per-partner conversion rate, revenue, and average time to completion, broken down on your insights page. Some relationships send a lot of leads that go nowhere. Others are quiet but reliable — now you can tell which is which.
Website Lead Capture
Capture leads before you even speak
Share a hosted link or embed a short enquiry form on your website so new leads can register before you speak. Their details land in Cleera automatically — so your first call starts with context, not chasing contact information.
An embed that looks like part of your site
Drop in a script snippet or a plain iframe, whichever your website platform supports. The form inherits your firm's logo and brand colour automatically, and resizes itself so there's no awkward scrollbar or dead space.
Locked to your domain, by design
Embeds only render on the website domains you allow-list. Pair that with a short, dedicated intake template — built with the same form builder you already use, but with only the fields you choose to ask a stranger before they've spoken to you.
Document Collection & E-Signatures
Document requests with deadlines
Request specific documents by category, covering identity, income, bank statements, and property documents, with due dates and automated email reminders sent to clients when they do not respond.
AI document analysis
Upload a payslip, bank statement, or ID document and get an instant AI verdict: valid, concerns to flag, or reject. Key facts are extracted automatically.
E-signatures
Compile completed forms into a PDF and send for digital signing. Track signature status in real time. Fully logged in the audit trail.
Form Builder
Custom form templates
Build your own fact find forms, income declarations, and preference questionnaires using a drag-and-drop builder with eight field types.
Conditional logic
Show or hide fields based on prior answers so clients only see questions relevant to them. Joint application fields only appear when needed.
Flexible assignment
Send any form to a single applicant, all applicants on a case, or the whole case. Track completion status at a glance.
Compliance & Audit Trail
FCA-compliant audit trail
Every action in Cleera is timestamped and stored automatically: document approvals, form submissions, status changes, and note additions. Your audit trail is always complete and FCA-ready.
Role-based access control
Advisers only see cases assigned to them. Organisation admins manage the full firm. Clients access only their own cases and documents.
Suitability letters drafted, sent for signature, and filed from one screen
Cleera builds a suitability letter from the case data and form responses already on file, structured across the six sections the FCA expects. Once you have reviewed and edited the draft, it goes to the client for digital signature. When they sign, the completed document is stored on the case record.
AI & Automation
AI risk flags
Cleera automatically flags high-LTV cases, adverse credit profiles, chain risk, buy-to-let thresholds, and missed deadlines on every case. Surfaces on the case record with no setup required.
Automated client reminders
Cleera chases outstanding forms and documents by sending timed email reminders to clients, so you do not have to follow up manually.
The client emails your firm should be sending, sent automatically
When an offer comes in, the client should hear that day. When a case completes, a brief congratulations goes a long way. Six months later, a check-in keeps the relationship warm ahead of the annual review conversation. Cleera triggers each of these from case events under your firm's branding, with controls for advisers who prefer to manage their own outreach.
A case assistant that has already read the whole file
The AI assistant on each case has access to the documents, form responses, notes, status, and risk flags for that specific case. Ask what is still outstanding before submission, whether anything looks unusual, or what the next step should be. It answers based on what is actually on the case record, not generic guidance.
Client Retention
Renewal reminders that fire before the lender's letter arrives
Most remortgage clients get contacted by their lender about switching products before their broker does. Cleera prevents it. When a case completes with a placed product end date recorded, a renewal reminder is scheduled automatically. Four months ahead by default, adjustable per firm. As the date closes in, the client surfaces at the top of the list.
Check-in tasks created the moment a case closes
Six weeks after completing, the adviser should be calling to check everything went smoothly. Six months after, another call keeps the relationship warm before the annual review. Both rely on the adviser remembering. Cleera creates both tasks automatically when a case moves to completed, named with the client and dated correctly, and they appear in the task list when the time comes.
Integrations
Push a case straight into Intelliflo Office
Send client details, joint applicants, and case documents to Intelliflo with one action — no exporting, re-keying, or duplicate filing. Joint applicants are created and linked as a joint client on the Intelliflo side, not just noted in passing.
Documents arrive ready to use
Files pushed to Intelliflo carry the right category and status automatically, so they land ready to review rather than sitting as an unsorted pile for someone to tidy up later.
Team & Firm Management
Multi-adviser team management
Invite advisers to your organisation, set their roles, and reassign cases between team members. Suitable for sole traders through to large DA networks.
White-label branding
Apply your firm's logo, brand colours, and tagline. Clients see your brand throughout, from the portal to every email reminder.
Firm performance at a glance
See how your business is performing across any time period without pulling reports manually. Cases opened, cases completed, conversion rates, and a breakdown by case type are all in one view. The adviser performance table shows caseload and activity per adviser so you always know where things stand.
Export and reporting
Export case data and completed forms as structured HTML or PDF for your records and compliance reporting.