Enterprise Mortgage Automation Proposal

Transform Your Mortgage Pipeline with Zeus AI Agents

Intelligent WhatsApp AI agents that nurture renewals, reactivate historic leads, and upsell protection products - automatically converting more opportunities into meetings.

Option B Recommended 10-12 Week Delivery GBP 34,800 Fixed Build
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Three Specialised AI Agents

Each agent is purpose-built to handle specific scenarios in your mortgage pipeline, working 24/7 to convert opportunities into booked meetings.

Renewals

Re-mortgage and Renewals Agent

Automatically nurture re-mortgage and renewal opportunities through intelligent WhatsApp conversations.

  • Automated follow-up sequences
  • Meeting readiness detection
  • Personalised conversation flows
  • Smart timing optimisation

Reactivations

Historic Lead Reactivation

Breathe new life into dormant leads from house builders, estate agencies, PPC enquiries, and more. Reactivates non-responsive, no-show, and stalled post-DIP leads.

  • Multi-source lead integration
  • Stage-aware engagement
  • Objection handling
  • Re-qualification automation

Recommendations

Protection Upsell Agent

Intelligently identify and pitch additional protection products to existing clients, maximizing lifetime value through contextual recommendations.

  • Product matching intelligence
  • Cross-sell opportunities
  • Need-based recommendations
  • Conversion optimisation

Pilot Objective

Build a compliant, conversion-optimized automation layer that reduces duplicated admin work, nurtures low-intent leads over time, and only routes meeting-ready opportunities to advisers.

Operational Goal

Reduce avoidable per-case admin and keying friction.

Commercial Goal

Improve lead-to-qualified-call conversion from existing lead flow.

Compliance Goal

Maintain auditable controls for consent, disclosures, and AI updates.

Executive Summary

Mortgage Pathways is converting well but is operationally constrained by duplicate data entry and fragmented workflows across OnceHub, 3CX, eKeeper, Mortgage Brain, and Toolbox.

The program focuses on one core outcome: increase adviser capacity and conversion quality without immediate headcount growth.

Recommended package: Option B, fixed one-off build fee of GBP 34,800, with planned delivery in 10-12 weeks.

Business Context

~400

booked appointments / month

~150

mortgage completions / month

Primary Constraint

back-office admin and duplicate-keying

Existing reminders are partly in place. The highest-value improvement is end-to-end workflow automation and nurture quality across the current tooling stack.

Delivery Scope

Week 1-2

Phase 0: Discovery + Integration Blueprint

  • Confirm target process by role.
  • Validate API and webhook pathways.
  • Define canonical data model and source-of-record boundaries.
  • Define consent, disclosure, and transcription controls.

Outputs: Signed architecture, implementation backlog, KPI baseline and targets.

Week 3-4

Phase 1: Quick Wins

  • OnceHub booking events into orchestration.
  • Auto-create and update leads in eKeeper.
  • Standard source tags and status transitions.
  • Stale lead and no-show operational visibility.

Outputs: Reduced manual lead logging, improved queue hygiene and visibility.

Week 5-7

Phase 2: Adviser Efficiency Automation

  • Integrate feasible 3CX metadata and transcript pipeline.
  • Extract fact-find prefill candidates with AI.
  • Human approval checkpoint before write-back.
  • Auto-draft notes and tasks into eKeeper.

Outputs: Lower per-case admin burden, consistent post-call records.

Week 8-12

Phase 3 (Initial): Nurture Pilot + Rollout

  • Launch one 90-day estate/new-build nurture journey.
  • Add intent scoring and adviser-ready handoff.
  • Production hardening, handover, and KPI readout.

Outputs: Higher quality handoffs, reduced lead leakage.

Key Deliverables

Integration and Data

  • OnceHub event ingestion and eKeeper upsert automations.
  • Canonical field mapping and source-of-record rules.
  • Error queue and reprocess controls for reliability.

AI and Workflow Enablement

  • Transcript-assisted prefill and task draft generation.
  • Human approval checkpoints before write-back.
  • Nurture pilot for estate/new-build lead cohorts.

Commercial Proposal

Selected

Option B: Core Automation Program

GBP 34,800

one-off fixed build

  • Duration: 10-12 weeks
  • Includes Phase 0, Phase 1, Phase 2 + initial Phase 3
  • 40% kickoff / 40% phase completion / 20% go-live

Ongoing (Optional)

GBP 2,400

per month

  • Managed optimization and support
  • KPI reporting and tuning
  • Prioritized issue response

Variable Usage Estimate

GBP 600-1,200

per month

  • AI, messaging, and automation execution
  • Depends on live volume and message traffic
  • Vendor platform fees billed directly by providers

Expected ROI and Funnel Improvement

Based on comparable Zeus use cases, expected gains come from better lead qualification, lower lead leakage, and reduced adviser time spent on low-intent conversations.

25-40%

reduction in duplicate-keying effort per case

15-25%

improvement in nurture-to-qualified appointment conversion

20%+

reduction in stale leads older than 14 days

100%

auditability on AI-assisted updates

Assumptions and Exclusions

  • Client provides required admin, API, and sandbox access.
  • Third-party software and messaging fees are billed directly by vendors.
  • Full lender-portal automation via login credentials is excluded.
  • Migration-driven scope shifts are handled by agreed change control.

Suggested Next Steps

  1. Confirm commercial approval.
  2. Confirm discovery workshop slot.
  3. Assign technical owners for each platform.
  4. Complete API and access pack.
  5. Kick off Phase 0 and weekly steering.
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