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This audio version covers: Automated Compliance: A Step-by-Step Guide to Using AI (Fathom + Zapier) for BID-Ready Client Notes and Follow-Up
Automated Compliance: A Step-by-Step Guide Using AI (Fathom + Zapier) AND The Platforms Taking It to the Next Level
In the world of mortgage broking, the discovery call is where the magic happens. But what happens after? For most, it’s the **”admin avalanche”**—15, 20, or even 30 minutes of typing up notes, updating the CRM, and drafting a follow-up email.
In a previous guide, we’ve discussed how to build a powerful **”DIY” automation** using tools like **Fathom** and **Zapier**. This system automatically transcribes your calls, uses AI to create BID-ready notes, and drafts your client follow-up email. It’s a game-changer for reclaiming time and building an objective, high-fidelity audit trail.
The Evolution: Why DIY is No Longer Enough
The DIY solution solves the *post-call admin* problem. But as your business grows and deals become more complex, you face new challenges: instant policy matching, deal workflow management, and the countless micro-tasks that consume your day.
The Broker’s Next Challenge
The critical strategic benefit of automation is not just saving 20 minutes, but automating the creation of objective, high-fidelity records that fundamentally strengthen your **Best Interests Duty (BID)** audit trail. Modern platforms integrate this record-keeping directly with policy matching.
Platform Showcase: The Australian AI Hubs
This is where the next evolution of broker AI comes in: dedicated, all-in-one Australian broker platforms. These tools are being built to run your entire business, integrating the “note-taking” concept into a complete “operating system.”
1. The “AI Operating System”: CreditPolicy.com.au
Pitched as “The Complete Mortgage Broker Platform.”
This platform acts as the central hub for your entire business. Its standout feature is an **AI Policy Engine** that instantly matches your client’s complex scenario to the right lender policy using natural language search.
- Core Function: AI Policy Engine, instant policy comparison, real-time updates.
- Workflow: Automated client updates, document generation, and progress tracking.
- Management: Advanced CRM with a visual deal pipeline.
2. The “Specialist AI Team”: BrokerBuddie.ai
Think of it as your “AI-powered specialist team.”
This platform provides a suite of specialized **AI “Buddies”** trained for specific loan types (Resi, Commercial, SMSF) and tasks (Compliance, Marketing), filling all the gaps around your main workflow.
- Core Function: Specialist AI Assistants (ResBuddie, CommBuddie, ComplianceBuddie).
- Content Studio: Pre-built AI prompts for ad copy, social posts, and compliant client comms.
- Efficiency: Instant access to lender policies and document tools.
The ‘Hybrid’ Step-by-Step Guide: DIY Capture Meets Pro-Platforms
You don’t have to choose. Here is the ultimate workflow that combines the efficiency of your initial Fathom setup with the policy and management power of platforms like CreditPolicy and BrokerBuddie.
Step 0: The Compliance & Consent Check (Non-Negotiable)
You **MUST** inform your clients that the call is being recorded and transcribed. Obtain explicit verbal consent *before* Fathom joins the call. This is non-negotiable for privacy laws and professional obligations.
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Step 1: The Capture (Fathom)
Configure Fathom to automatically join your client discovery calls. Its job is to listen, transcribe, and create a raw record of the conversation.
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Step 2: The Summary (Zapier AI)
Set up a Zapier workflow (Zap) that is triggered by the Fathom recording. The Zap feeds the transcript to an AI (via Zapier’s AI Action or similar) using a detailed prompt to create your **BID-ready notes and draft a client follow-up email.**
Actionable Prompt Focus: Mandate the extraction of BID-critical information, including current housing situation, household income, deposit, target price, timeline, loan preferences, and existing debts. -
Step 3: The “AI Policy & Scenario Test” (The New Pro-Step)
Use the key variables (e.g., “self-employed, 1-day ABN, 85% LVR”) extracted in Step 2 as your briefing. You now move from admin automation to deal structuring:
- → Drop the scenario into a specialist policy engine like **CreditPolicy.com.au**.
- → Ask a specific question to an AI assistant like **BrokerBuddie.ai** (e.g., “ResBuddie, which lenders allow 1-day ABN for a low doc loan at 85% LVR?”).
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Step 4: The Automated Workflow (The All-in-One Hub)
Once a lender is short-listed, move the deal into your central platform. The AI-generated notes become the perfect initial entry in your client file. Your platform’s workflow automation and CRM features now manage the process from application to settlement.
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Step 5: The “Day-to-Day” Assistant (The AI Co-Pilot)
Use your specialist AI tools to handle the volume of daily micro-tasks: writing BDM follow-ups, generating marketing copy, answering complex policy edge-cases, and managing document checklists (**ComplianceBuddie**).
Your Takeaway: Stop Doing Admin, Start Managing AI
The automation of post-call admin is a powerful, practical first step into AI. But to truly scale and strengthen your compliance, you must upgrade to an integrated approach.
Your challenge is to stop doing all the admin and start managing an AI-assisted process. Explore these platforms and see how you can apply this efficiency to your entire business today.
