MBMS
Getting Started Guide

How MBMS actually works

One loan file followed from the first invite to settlement, in the order you'll click through it — plus documents, emails, the dashboard and who can do what.

01 · Invite to Settlement

The journey, start to finish

Every file moves through the same pipeline stages. Most of the moves happen on their own as the client and you complete each step.

Lead

Invite sent — the client hasn't finished onboarding yet.

New

Onboarding completed. Awaiting your review, or approved and ready to start.

In Progress

Documents requested from the client — waiting for them to upload.

Docs Received

Every requested document is in. Moves here automatically.

Lodged

Sent to the lender.

Approved

Conditionally approved or approved by the lender.

Settled

The loan has paid out.

  1. 1
    You (broker)

    You invite the client

    You don't need any of their details yet. Send an invite and they fill in their own information, on their phone or computer. The file appears in the Lead column straight away.

    Click Invite Clienton the Dashboard or Pipeline. If you'd rather enter their details yourself, use New Client → Manual Entryand send a shorter link that's just for signing.
  2. 2
    Client

    The client completes onboarding

    They enter their details, address history (with address suggestions as they type), employment, the loan they're after, living expenses and liabilities, then read and sign the privacy consent. Consent documents can be opened and downloaded as PDFs on any phone.

    The file moves to New, marked as awaiting review. You, and every Broker and Manager, get a notification that onboarding is complete.
  3. 3
    You (broker)

    You review and approve the submission

    Check what they entered. Approve it and MBMS creates the client and the application for you, still in New. If something needs fixing, request changes and MBMS opens an email to the client explaining what to update.

    Open the review from the Newcolumn on the Pipeline, or from the Dashboard. Processors don't see onboarding reviews.
  4. 4
    You (broker)

    You request documents

    Tick what you need — ID, payslips, bank statements and so on — and send the checklist. Sending it moves the application to In Progress.

    From the application, click Request Documents. Driver's licences ask for front and back; choose how many payslips you need and each one gets its own upload.
  5. 5
    Client

    The client uploads their documents

    They use their own link at their own pace — taking photos or choosing files. Photos are combined into a single PDF per document. The application moves itself to Docs Received the moment everything requested is in.

    Moves automatically — nothing to check in on.
  6. 6
    You (broker)

    You review each document

    Open each file, check it's legible and correct, and approve it or ask for it again. When you ask for a document again, MBMS offers to email the client straight away with your reason and their upload link.

    Only approved documents can be sent to the lender — anything pending or rejected is held back from that step.
  7. 7
    You (broker)

    You complete compliance

    Ten quick checklist items — fact find, credit guide, privacy statement and so on — confirm you've met your obligations. You can also keep an optional best interests record: the client's objectives, the options you compared and why you recommended this one.

    Click the Compliance or Best Interests badge at the top of the application. A finalised best interests record is locked; later changes are kept as new versions.
  8. 8
    You (broker)

    You send the file to the lender

    Pick a lender and MBMS zips up the approved documents and sends the email from your connected mailbox (or opens it in Outlook). A full copy of the email is saved to the client's communications, and the application moves to Lodged.

    From the application, click Submit to Lender, choose the lender, review the pre-filled email and send it.
  9. 9
    Lender

    The lender assesses it

    This happens outside MBMS. When the lender responds, record the outcome: Conditionally Approved if there are conditions to meet first, or Approved, with the settlement date.

  10. 10
    You (broker)

    The loan settles

    Settlement day arrives and you record the final amount. The application moves to Settled. Throughout, the client can check where things are up to at ourdms.com/track.

    Done.

02 · What Else Can Happen

Not every file ends in Settled

These aren't failures — they're normal outcomes that can happen from almost any point in the journey above, not just at the end.

Pauses

On Hold

Waiting on the client or something outside your control? Put the application On Hold from New or In Progress. It sits there until you pick it back up, and documents arriving in the meantime won't move it on by themselves.

Client changes their mind

Withdrawn

The client decides not to proceed. This can happen at any stage, even from On Hold. The file stays on record, marked as withdrawn rather than deleted.

Lender says no

Declined

The lender turns the application down. Like Withdrawn, this can happen from any live stage, and the file is kept for the record.

Something changed after settlement

Reopened

A settled application can be reopened with a short reason. The reason is recorded in the audit log alongside the status change.

03 · At a Glance

Who does what

Client

Completes onboarding, signs the privacy consent and uploads documents — all through their own private links, no login needed.

Processor

Works the jobs and tasks assigned to them. Starts with no other access; a Manager switches on what they need.

Broker

Runs files day to day: invites clients, reviews onboarding, requests and reviews documents, completes compliance and submits to lenders.

Manager

Everything a Broker can do, plus every application org-wide, team management, permissions and organisation settings.

04 · The Day-to-Day Work

Jobs, Tasks & Documents

The work that happens inside a client or application — assigning work to each other, and the back-and-forth of collecting documents.

Jobs — work that produces a file

A Job is for anything where the finished output is a document — a valuation report, a signed form. Created from a client or application page and handed to someone on the team.

  1. 1
    Manager / Broker

    You create the job and assign it

    Give it a title, a due date, and pick who's doing it. They're notified straight away.

    From a client or application page, click Add Job.
  2. 2
    Assignee

    They start the job

    Marking it started changes its status so everyone can see it's underway.

    Open the job and click Start Job.
  3. 3
    Assignee

    They attach the finished file and submit it

    The completed document is uploaded to the job, then handed back for sign-off.

    Click Upload Document, then Submit for Review.
  4. 4
    Manager / Broker

    You check it and approve or reject it

    Approve and the job is done. Reject with a reason and it goes back to the assignee to fix and resubmit — no need to start over.

    Open the job and click Approve or Reject.

Rejected → assignee resubmits → back to approval, no restart needed.

Use a Job when…

  • The output is a document or file to attach
  • e.g. a valuation report, a signed disclosure form

Use a Task when…

  • It's a checklist-style action, tracked with notes instead of a file
  • e.g. “Call the client to confirm income”

Collecting documents from a client

Every client or application can have its own document request — a checklist you send them, that they complete from their own link.

  1. You build the checklist — ID (passport, driver's licence, photo card, Medicare card), payslips, statements, tax returns and more — and mark any as optional.
  2. The client uploads at their own pace, from a phone camera or files. Licences ask for front and back; each payslip is its own upload.
  3. You review each file and approve it or ask for it again.
  4. Asking again offers to email the client your reason and their upload link.
  5. Once everything requested is in, the application moves to Docs Received by itself.
Active — still waitingComplete — all approvedExpired — resend the link

05 · Talking to Clients

Emails & communications

Send emails from MBMS and they go out from your own address, look like they came from your business, and are kept on the client's file automatically.

Connect a mailbox

In Settings → Connected Mailboxes, connect Microsoft 365 or another mailbox. Choose My own mailbox and only you can send from it; choose Shared and the whole team can.

Clients get a branded email

Write in plain text. A link on its own line becomes a button such as Upload documents or Complete your details, with your logo in the header and your signature underneath.

Your signature

Your name, job title, mobile, email and website, one per line. Set your mobile in Settings → Team Members → ⋯ → Edit Mobile; a Manager or Broker sets job titles.

Everything is on file

Every email you send about a client — including lender submissions and invoices — is saved in full to their Communications. Client replies are picked up from your mailbox and you're notified.

No connected mailbox? MBMS opens the email in Outlook, already formatted, for you to send — then asks you to confirm it was sent before saving the copy.

06 · Where You Start Each Day

Your Dashboard

The first thing you see when you open MBMS — everything that needs your attention today, so you don't have to go looking for it page by page.

Today at a glance

Overdue items, what's due today, settlements this month, commission this month and your pipeline value across the top. Click a figure to show just those items.

Today and the next 14 days

Your jobs, tasks, reminders, settlements and finance deadlines in date order, with alerts when a settlement date or finance deadline has passed.

Pipeline

How many files sit at each stage, from Lead through to Approved, with the loan value at each. Click a stage to open it.

Waiting on lenders

Files that are lodged or conditionally approved, so you know who to chase.

Follow-ups

Applications that have gone quiet — the ones most likely to stall without anyone noticing.

Commission and recent activity

Commission expected, received and owed to brokers, plus the latest changes across your files.

Every list is yours to arrange

Drag a column to reorder it, drag its edge to resize, or right-click any column header for Choose Columns… and Reset Column Widths. Each list remembers your layout.

The desktop app updates itself

MBMS checks for a newer version when it opens and offers to install it. Download it once from the download page, then let the app keep itself current.

07 · Admin Reference

Permissions & access

Every account is Manager, Broker, or Processor. Broker and Processor are each configured permission by permission.

Full access

Manager

Sees and can do everything, including every application org-wide. Only Managers can override the compliance checklist requirement or promote someone else to Manager.

Own book

Broker

Sees applications assigned to them — new applications they create are assigned to them automatically. Can set their own and their Processors' job titles.

Own tasks

Processor

Works the jobs and tasks assigned to them. Onboarding reviews are hidden, and every permission below is off until switched on.

Settings→Team Members→⋯ → Permissionsnext to their name

Applications

View all applications

Off by default

See every application in the organisation, not just the ones assigned to them.

Edit applications

Off by default

Change details on an application — title, notes, status — for the ones they can see.

Change status freely

Off by default

Skip stages instead of following the normal order.

Force approve documents

Off by default

Approve or reject client-uploaded documents, and see the organisation-wide Documents queue.

Clients

View full client details

Off by default

See sensitive fields on a client's record — date of birth, home address.

Create and edit clients

Off by default

Add a new client manually, or edit an existing client's details.

Logs & Reports

View audit log

Off by default

See the organisation-wide Audit Log, written in plain English.

View upload logs

Off by default

See the Upload Logs page, tracking every client document upload.

View reports and analytics

Off by default

See the Reports page — leads, pipeline funnel, settled volume, lender and broker performance, commission.

Administration

Manage invoices

Off by default

Create, edit and email invoices, record payments and change the broker split.

Manage lenders

Off by default

Add or edit the lender list used across applications and submissions.

Manage team members

Off by default

Approve pending accounts, deactivate people and change roles.

Reset to defaults

The Permissions window has a Reset to Defaultbutton that clears every custom grant back to the role's starting point in one click.

Promoting to Manager

Gives unrestricted access to everything, and can only be undone by another Manager demoting them afterwards.

08 · Admin Reference

Organisation setup & branding

Your logo shows on every page a client sees, on your emails and PDFs, and in the desktop app's sidebar. Setting it up takes a minute.

Settings→Branding

Logo

PNG, JPEG, WEBP or SVG, up to 2MB. Any empty border is trimmed off when you upload, and the logo is shown in place of your organisation name. With no logo, your organisation name is shown instead.

Colours

Client pages, emails and PDFs all use the MBMS navy and gold, so there's no colour to set — your logo carries your brand.

Phone, website, address

Shown on client-facing pages, so a client can confirm who they're dealing with before they upload anything sensitive. Your website also appears on email signatures.

Save Branding

Applies everywhere immediately — no need to resend links you've already shared with clients.

Also worth setting up

Mailboxes

Settings → Connected Mailboxes. Each broker connects their own; add a shared inbox as Shared if the team sends from it.

Titles and mobiles

Settings → Team Members → ⋯. Job titles and mobile numbers appear on each person's email signature.