Mach Lilies
Complete case files, without the payslip ping-pong.
Every case needs the same slow chase: payslips, three to six months' bank statements, ID and proof of address, proof of deposit — and every lender's requirement list is slightly different. Mach Lilies builds a helper that runs that chase for you, case by case. It asks each client for exactly what their lender needs, files what comes back, and shows you what's still missing.
Works with Smartr365, Intelligent Office and XplanEvery action loggedYou approve what goes out
The problem, as your team knows it
A mortgage case lives or dies on its paperwork. Every lender wants a slightly different list — one asks for three months' bank statements, another wants six; one takes a gift letter by email, another wants it signed and witnessed. Your client sends four of the six documents, promises the rest "tonight", and goes quiet. Someone in your team ends up holding a mental list of who owes what, on every case on the book.
Then the submission bounces because page two of a bank statement never arrived, or a payslip has gone out of date while the file waited. The adviser — the person whose time actually earns the fees — spends the afternoon re-chasing documents instead of advising. Fact-finds sit half-finished. Offers slip. Not because the advice was wrong, but because the file wasn't complete.
What the helper actually does
A working week, in order:
- Opens a checklist for every new case — payslips, bank statements, ID and proof of address, proof of deposit or gift letter — matched to that lender's requirement list.
- Emails each client — from your firm's address, in your tone — asking for exactly what their case still needs, and nudges politely on the schedule you set.
- Reads what comes back. Files payslips, statements and gift letters against the right case, and keeps a live "what's still missing" view your whole team can see.
- Runs a completeness check before submission — every page of every statement present, dates in range, names matching — so the file goes to the lender once, not three times.
- Drafts a client status update at each milestone — application in, valuation booked, offer received — for the adviser to approve and send.
- Gathers the paperwork for annual reviews too, so advisers walk into review meetings with the file already up to date.
- Flags judgement calls to a person — the client who replied with a question, the statement that doesn't add up — and sends you a Friday summary: files complete, documents outstanding, chasing hours your team didn't do.
You choose the autonomy level. Most firms start with every client email requiring one-click approval, then loosen it as trust builds. Nothing is sent that you haven't allowed.
Works with what you already use
The helper works alongside Smartr365, Intelligent Office and Xplan, and chases through Outlook or Gmail from your firm's own address. It connects to what you run today rather than replacing it — and most advice-firm tools fit. We confirm your setup in the free chat.
What it costs
Setup
from £3,500 fixed
The chasing helper connected to your email, files and case tracker, tested on a pilot batch of your real cases.
Run
from £600 per month
Monitoring, improvements, the Friday summary, and support.
Rule of thumb
Five active cases per adviser usually means a day a week of document chasing. Get that day back and the helper has paid for itself.
We're taking on two founding clients this quarter with no setup fee
— in exchange for honest feedback and a case study.
Questions brokers and advisers ask
Is client data safe and GDPR-compliant?
Yes. We sign a data processing agreement, the helper only touches the mailboxes and case folders you authorise, your clients' data is never used to train AI models, and every action is logged. Full details are on our data safety page — written so you can forward it to your compliance officer or IT adviser.
Do we need to change software?
No. The helper works alongside what you already run — Smartr365, Intelligent Office, Xplan, Outlook, Gmail and most advice-firm tools. We connect to your setup rather than replacing it.
How long until it's working?
Two to three weeks from our first proper conversation, including a pilot on a batch of your real cases. During the pilot you approve everything the helper sends, so trust is earned before autonomy is.
Is this compliant for a regulated firm?
The helper does admin, never advice. It chases documents, files them and drafts status updates — it never recommends a product or gives an opinion. Every action is logged, so your compliance file shows exactly what was sent, when, and who approved it.
Can clients upload securely instead of emailing?
Yes. If your firm uses a client portal or a secure upload link, the helper chases clients into that route instead of asking for attachments. It works with whatever secure route you already use — and still checks what has actually arrived.