BAEZ TECH SOLUTIONS

Overview

This workflow automates how new leads in Monday are prepared and submitted to Quantum. Whenever a lead is ready for financing, the system gathers their application and bank statements, organizes the documents, and sends a complete package to Quantum so underwriting can begin quickly and with fewer manual touchpoints.

Goal / Objective

• Ensure every qualified lead in Monday has a complete application and recent bank statements ready for Quantum.
• Eliminate manual emailing and file chasing when sending documentation to the lender.
• Create a repeatable, auditable process that can be reused for future lenders as needed.

Challenge / Problem

Before this workflow, sending applications to Quantum typically required:

• Manually confirming which leads were ready for financing in Monday.
• Downloading or requesting application forms and bank statements.
• Attaching files to emails or portals, increasing the risk of missing or outdated documents.
• Little visibility into which leads had actually been submitted.

The team needed a simple, automated way to turn “New Lead on Monday” into a complete application package for Quantum.

The Workflow / Solution

1. Lead flagged in Monday
   • A new or existing lead is marked as ready for Quantum financing in Monday.
   • Key lead details are stored in Monday for consistent data capture.
2. Application + bank statement collection
   • The borrower completes a Jotform application (or similar intake form).
   • Bank statements and supporting documents are collected and stored in a structured folder in Google Drive.
3. Automated packaging and checks
   • Zapier watches for leads marked for Quantum and pulls together:
     • Core lead details from Monday.
     • Application data from Jotform.
     • Bank statements and documents from Google Drive.
   • OpenAI can be used to:
     • Summarize key financial details for quick review.
     • Flag obviously missing information that might delay underwriting.
4. Submission to Quantum
   • Once the package is complete, Zapier triggers the final delivery step (secure email, portal upload, or other agreed method) to Quantum.
   • Monday is updated to reflect that the application and bank statements have been sent.
5. Tracking and visibility
   • The team can filter or view leads in Monday by submission status to see:
     • Which leads are ready but not yet sent.
     • Which leads have already been sent to Quantum.
     • Any leads needing follow-up because documents are incomplete.

Results / ROI

This workflow is designed to:

• Reduce manual time spent preparing each application for Quantum.
• Lower the risk of missing documents or outdated statements.
• Improve lender experience by consistently sending complete, well-organized packages.
• Make it easier to scale lending volume without adding extra admin work.

(Quantitative metrics such as time saved per application or approval rate improvements can be added here once live data is available.)

Tools Used

• Monday – CRM and lead management.
• Jotform – Application and information capture.
• Google Drive – Secure document storage for bank statements and supporting files.
• Zapier – Automation layer connecting Monday, Jotform, Google Drive, and Quantum’s intake method.
• OpenAI – Optional summarization and quality checks on application data.