What Is Submission Intake?
Submission intake is the very first stage in the deal workflow. It’s where packets of documents (bank statements, IDs, applications, loss runs, and other supporting files) enter the system.
In the world of MCA brokers and funders, this step is often messy because submissions come from many sources: ISOs forwarding to shared inboxes, brokers uploading through portals, or partners sending via API.
Submission intake typically appears whenever a new deal is initiated, and it ensures every piece of information is captured and organized before underwriting begins. Operators use it to maintain a steady flow of deals into the pipeline while reducing bottlenecks in the inbox.
How Does Submission Intake Work?
At a neutral level, submission intake follows a universal process:
- Input: Submissions arrive in the form of emails, attachments, or uploads.
- Core action: Files are classified, organized, renamed, and checked for completeness.
- Output: A structured packet is assembled, with missing items flagged.
- Follow-on: The packet is either advanced for scrubbing, sent back for more documents, or archived if ineligible.
Inside Heron’s workflow, submission intake maps directly to the Intake → Scrub → Write-back → Next Action loop:
- Intake: Submissions arrive from shared inboxes, portals, or APIs and are automatically captured by Heron.
- Scrub/Checks: Heron scrubs the packet for completeness, duplicates, eligibility basics, and missing pieces.
- Write-Back: Clean submission data, such as applicant information, broker details, and timestamps, is written directly into the CRM.
- Next Action: If complete, the deal routes into underwriting; if incomplete, Heron automatically generates a missing-info email back to the broker.
This mapping makes sure that packets don’t pile up in email inboxes, and underwriting teams get only the deals that are ready to be worked.
Why Is Submission Intake Important?
For brokers and funders, submission intake is essential because it:
- Speeds up decisions: Packets are routed in minutes, not hours, shortening intake-to-decision time.
- Improves accuracy: Standardized file naming and checks reduce rekeying errors.
- Scales with volume: Teams can handle surges in incoming submissions without adding staff.
- Provides clarity: Clean CRM records mean less back-and-forth, fewer missed documents, and clearer audit trails.
In short: For brokers and funders, submission intake reduces inbox chaos and improves turnaround time while keeping operational costs under control.
Common Use Cases
Submission intake is used across lending teams and brokers handling high-volume deal flow. Common examples include:
- Capturing ISO packets that arrive in shared inboxes and automatically converting them into structured records.
- Normalizing submissions from different brokers into a consistent, standardized packet format.
- Auto-requesting missing items (IDs, pages, statements) when the system detects packet incompleteness.
- Routing fully complete packets directly to underwriting queues, bypassing manual checks.
- Flagging duplicate packets to prevent redundant work.
FAQs About Submission Intake
How does submission intake reduce manual work for brokers/funders?
Heron eliminates the need to download, rename, and re-upload documents manually. Submissions flow directly from email or portal into the CRM with clean fields and consistent naming, saving hours of repetitive effort.
Where in the Heron workflow does submission intake happen?
Submission intake is the very first stage in the Intake → Scrub → Write-back → Next Action loop. It feeds raw packets into Heron, ensuring that only structured and validated submissions move on to underwriting.
What happens when a submission is incomplete?
Heron flags missing documents or pages, creates an exception, and automatically triggers a missing-info request back to the broker. This prevents underwriters from wasting time on partial packets and keeps the pipeline moving.
Meta Description
Learn what submission intake is and how it works. Explore why it's important and discover how Heron can help you with clean, structured data.