The verdict in three sentences
For a London mortgage broker firm with 10 advisers, the best tool in 2026 is the one that keeps every case FCA file ready while cutting the days lost chasing documents from clients. A specialist mortgage broker CRM remains the safest choice for most firms up to around 200 live cases; a configured generic CRM fits firms that are mainly marketing led; custom software makes sense for multi office networks or a distinctive client portal. The deciding metric is how many manual document chasers an adviser sends per case.
What loan file tracking has to cover
| Case stage | Typical London volume (2026 estimate) | What the tool must do |
|---|---|---|
| Fact find and affordability | 100 to 300 live cases | Client record, income and outgoings, scenarios |
| Document collection | 15 to 30 documents per case | Secure upload portal, dynamic checklist, automatic reminders |
| Research and lender submission | 3 to 8 lenders considered | Sourcing results saved, suitability rationale recorded |
| Offer | 2 to 6 weeks depending on lender | Expiry alerts, valuation and underwriting tracking |
| Completion | Linked to conveyancing timeline | Solicitor contact, completion date, fee and procuration tracking |
| Compliance | FCA regulated advice | Suitability reports, Consumer Duty outcomes evidence, file checks |
FCA rules on mortgage advice, record keeping and Consumer Duty evolve, so check the exact obligations in the FCA Handbook and with your network or compliance consultant rather than relying on vendor marketing.
The 2026 ranking
We rank types of solutions and widely known public software, not named agencies. Figures are 2026 market ballparks in GBP excluding VAT; Kolonell's prices appear separately.
| Rank | Type of solution | Upfront cost | Running cost | Rollout | Exit terms | Best for |
|---|---|---|---|---|---|---|
| 1 | Specialist mortgage broker CRM (SaaS) | Setup 0 to 2,500 GBP | 50 to 150 GBP per adviser a month | 2 to 6 weeks | Medium, check document export | 3 to 20 advisers, standard process |
| 2 | Configured generic CRM (HubSpot, Salesforce type) | 7,000 to 22,000 GBP | Licences, public price varies by plan | 2 to 4 months | Good | Marketing led firms with lead generation focus |
| 3 | Custom tool with client portal | 30,000 to 80,000 GBP | Maintenance 250 to 1,000 GBP a month | 3 to 6 months | Full if code delivered | Multi office networks, distinctive process |
| 4 | Specialist CRM plus custom client portal | 8,000 to 25,000 GBP for the portal | Subscription plus maintenance | 2 to 4 months | Good for the portal | Firms wanting a branded client experience |
| 5 | Spreadsheets, email and shared drives | Near zero | High admin time and compliance risk | Immediate | Full | Sole trader starting out |
Over three years with 10 advisers, a specialist CRM at 100 GBP a head costs 36,000 GBP. A custom tool at 50,000 GBP plus 600 GBP monthly maintenance comes to 71,600 GBP: you own it, but you also own every regulatory update.
Where Kolonell fits
Kolonell is one nearshore option, mostly for option 4: a branded client portal for document upload and case tracking connected to your existing CRM. Kolonell's prices for custom applications are 3,810 to 6,100 EUR for a simple app, 6,100 to 10,670 EUR for medium complexity and 10,670 to 22,870 EUR and above for complex builds (2,500,000 to 15,000,000 FCFA and above), with maintenance at 53, 114 or 183 EUR a month.
Criteria that separate the options
| Criterion | Question to ask | Red flag |
|---|---|---|
| Client uploads | Can clients upload from their phone with legibility checks? | Documents arrive by email and are filed by hand |
| Reminders | Do chasers fire automatically from the missing items list? | Manual chasing only |
| FCA records | Are suitability reports and disclosures timestamped and retrievable? | No audit trail |
| Security | Where are documents hosted, who can access them? | Hosting not specified, no MFA |
| Lender workflow | Can you see time to offer per lender? | Static reports only |
| Exit | Full export of cases and documents at no cost? | Paid export |
Mini case study
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Illustrative example, fictional firm: James, managing partner of a mortgage broker firm in London, 10 advisers, 220 live cases. Each adviser spends about 5 hours a week chasing and filing documents. With a client portal and automatic reminders he targets 1.5 hours, freeing 35 hours a week across the firm.
If half of that goes back into client meetings and each adviser completes one extra case a month at an average 1,800 GBP in fees and procuration, the firm adds about 18,000 GBP a month. A 50,000 GBP custom portal pays back in about 3 months in this prudent scenario.
FAQ
What should a London broker firm budget for case tracking in 2026?
Plan 50 to 150 GBP per adviser a month for a specialist CRM, so 6,000 to 18,000 GBP a year for 10 advisers. A configured generic CRM costs 7,000 to 22,000 GBP to set up, a custom tool 30,000 to 80,000 GBP (2026 market ballpark).
Is a generic CRM enough for a mortgage broker?
It works for lead management, but you must add secure document collection and FCA record keeping, often 30 to 50 % of the configuration budget. Without them it does not replace a specialist CRM.
How long does a switch take?
A specialist CRM goes live in 2 to 6 weeks, a custom solution in 3 to 6 months. Migrate the 100 to 300 live cases before cutover.
What about UK GDPR for client documents?
Payslips, bank statements and ID are personal data under UK GDPR: identified hosting, restricted access and defined retention are required. Get all three in writing from the vendor.
How do we measure the benefit?
Track average days from fact find to offer and number of chasers per case. A realistic target is 1 to 2 weeks faster to offer.
Let's scope your project. Tell us your adviser count, live cases and current CRM, and we will price a client portal or a full tool with an indicative budget and timeline. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
