What is the recommended single source of truth for loan status?

Pick one primary system (a CRM or LOS) that exposes webhooks or an API. Treat it as the truth for downstream tools and lists.

How can I keep tools and marketing systems in sync in real time?

Use webhooks/APIs plus a low-code layer or connectors (Power Automate, Make, Zapier) or a lightweight service (Python/AWS Lambda) to push milestone events and support two-way sync where needed.

What should each audit entry record?

Record immutable entries with timestamp, user ID, reason text and pipeline ID for every event so changes are traceable.

How do I trigger and track direct mail from loan milestones?

Mark milestones that trigger mail, push events to the vendor with a tracking code, and ingest delivery and response webhooks to attach back to the loan audit.

Which automation tools work best for different needs?

Power Automate is strong for Microsoft stacks; Make or Zapier are fast for common apps; use Python or AWS Lambda for precise control and validation.

What governance and security practices should I follow for integrations?

Use role-based API keys, rotate keys on a schedule, encrypt data in transit and at rest, limit scopes for service accounts and require approvals for business-rule edits with a runbook for exceptions.

What is a simple first-week rollout checklist?

Enable API/webhooks on the chosen source, map the six loan stages, build one end-to-end flow (event→audit row→CRM update→postcard trigger), run on a small sample and verify audit rows and tracking codes.

How should success be measured after implementing pipeline sync?

Track automation coverage, days-in-stage, overdue rate and mail-to-close latency. Targets from the playbook include shrinking status errors ~90% in 60 days and cutting manual reconciliation ~70%.

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