Rate Lock Tracking & Expiry Management

Q: Can the automation handle locks with different expiration windows?

Yes, you can customize the alert window for each lender or loan type; the system monitors all locks and triggers alerts based on your rules.

Q: Will existing lock data in my spreadsheet be preserved?

All current lock records are imported and mapped during setup; no data is lost, and the system continues to read and update your existing file.

Q: How does the automation know which clients and lenders to contact?

The system pulls contact details from your loan file and CRM; you define the alert recipients and message templates during configuration.

Q: What if a lock extension requires manual negotiation or special terms?

The automation alerts your loan officer immediately with all loan details; the officer handles negotiation while the system tracks and logs the outcome.

Tracking every active rate lock and alerting before expiry so files do not get repriced.

350 hrs

Manual time identified

Companies have mapped

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About This Automation

Rate lock tracking requires loan officers to manually scan spreadsheets daily, identify approaching expirations, and contact lenders for extensions. This manual process is error-prone, time-consuming, and often results in missed locks and incomplete documentation.

Automation monitors all active locks continuously, alerts lenders and clients automatically when expirations approach, and logs all communications in the CRM. the team focuses on negotiation and client service instead of administrative tracking.

Key features:

Monitor all active rate locks daily and flag those expiring within 7 days

Send templated alerts to lenders and clients automatically on a consistent schedule

Log all communications and lock status changes directly to your CRM

Update lock expiry dates and extension terms in your loan file without manual entry

Generate audit-ready reports of all lock extensions and communications

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual daily scanning Loan officers spend 15 minutes each morning reviewing spreadsheets by eye to find approaching expirations.	80%
2	Inconsistent lender outreach Lenders are contacted at different times or not at all, causing delays and missed extension windows.	67%
3	Incomplete CRM logging Communication records are often skipped due to time pressure, creating audit gaps and lost context.	53%
4	Duplicate data entry Lock updates are manually entered into both the spreadsheet and CRM, introducing errors and inconsistency.	40%
5	Missed lock expirations Locks occasionally expire without extension because they were overlooked during manual review.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.5/ 10

AI Fit Rating™

9.2/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.2/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Daily Lock Expiry Checktrigger

The automation platform scans the loan tracking spreadsheet every morning at 8 AM and identifies all locks expiring within 5 business days.

2. Send Lender Alert via Email

For each expiring lock, the automation sends a pre-formatted email to the lender requesting an extension, including the loan details and current lock terms.

3. Notify Broker

The automation sends a message to the broker with a summary of all locks requiring action, including client name, current rate, and lender contact.

4. Send Client Notification Email

A templated email is sent to the client confirming that the lock extension is being processed and they will receive an update within 24 hours.

5. Log Activity

The automation creates a task record for the broker and logs the lender contact attempt and client notification as timestamped activities.

6. Update Spreadsheet with Status

The automation updates the loan tracking spreadsheet with the alert date, lender contacted flag, and a follow-up due date for the broker to confirm the extension.