CASE STUDY: Integrating & Automating Simplenexus(ncino) to Follow Up Boss (FUB)Using Google Sheets
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The client is a large mortgage company (Primary Residential Mortgage, Inc. (PRMI))—a high-volume lender that works closely with referral partners, real estate agents, and a distributed network of loan officers. Their workflow depends on SimpleNexus(ncino) for loan applications, Smartsheet for referral tracking, and Follow Up Boss (FUB) for CRM—yet none of these systems communicated with each other, leading to major operational inefficiencies.
Overview
A leading mortgage lender—similar to PRMI—working with borrowers, real estate agents, referral partners, and a large network of loan officers.
They relied on three major platforms:
SimpleNexus (nCino): For loan applications, borrower data, and milestone tracking
Smartsheet: For funded-loan tracking and referral attribution
Follow Up Boss: For lead management and communication tracking
But none of these systems talked to each other—creating workflow delays, manual work, and a high risk of errors.
Project Goal
To automatically pull loan data from SimpleNexus(ncino), compare/map it with Follow Up Boss records, and generate a clean referral-source report that identifies:
Which referral partner brought the client
Which loan officer worked on the file
Whether a FUB person ID or relation ID exists
Whether the file needs agent assignment inside FUB
Data mismatches or missing referral source
Business Challenge
Unconnected Loan Data
- SimpleNexus didn’t sync with FUB, leaving borrower, co-borrower, agent, and referral details outdated or missing.
Split Referral Data
- Referral sources differed between Smartsheet and SimpleNexus, causing mismatches and incorrect partner attribution.
Manual Loan Officer Filtering
- Loans had to be manually filtered by LO name and email each time, slowing the workflow.
Incomplete CRM Data
- FUB mapping sheets weren’t updated, leading to duplicates, missing co-borrower links, and inaccurate agent associations.
Extra Team Needed
- An internal team was required to manually filter, match, and clean data across all systems, increasing cost and errors.
Our Solution
After analyzing the business’s unique needs and pain points, we proposed a custom solution that would automate and streamline the client’s operations using WooCommerce API integration and Google Sheets. The goal was to reduce manual intervention, lower costs, and provide greater scalability without relying on expensive third-party solutions. Here’s how we implemented the solution:
Pull All Loan Records from SimpleNexus(ncino)
Loan data is automatically imported, containing columns such as:
- Borrower
- Co-Borrower Info
- Loan Fields:
- Timeline Fields
- Property Details: City, State, Zip, Address
- Loan Officer Email & Name
- Referral Fields
- CRM Fields
This becomes the main loan dataset.
Filter Loans by Authorized Loan Officers
The client provided an Email List to Filter Sheet with:
- Loan Officer Email
- Loan Officer Name (exact match, case-sensitive as in FUB)
Rules we built:
- If loan officer is not in this list → loan is ignored
- If the officer name casing doesn’t match → flagged
- Blank names not allowed → flagged
This ensures only approved loan officers’ loans enter the workflow.
Match Referral Sources from Smartsheet
We pulled Smartsheet referral data and matched it with SimpleNexus to verify who referred each loan.
We compared referral fields, validated agent names/emails, and treated Smartsheet as the source of truth.
Result: Clear referral identification, agent details confirmed, and any mismatches or missing info flagged instantly.
Validate Borrower & Co-Borrower in FUB
We used mapping sheets to link loans with CRM records:
Person ID Sheet: Loan → FUB Person ID (checks if borrower exists)
Relation ID Sheet: Loan → FUB Co-Borrower Relation ID (checks co-borrower link)
The system flags:
Borrower Missing, Co-Borrower Missing, Needs Update, or Ready for Assignment — greatly improving CRM accuracy.
Create a Fully Combined, Validated Output
The automation merges data from SimpleNexus, Smartsheet, the Loan Officer Filter sheet, and FUB Person/Relation ID sheets.
Final output includes:
Loan details, borrower + LO info, referral partner, agents, funding date, FUB IDs, and a status field (Matched / Missing Referral / Needs FUB Contact)—all color-coded for quick review.
Result & Impact on Client Operations
Completely Eliminated Manual Filtering
The client no longer manually matches loans to officers. Data flows automatically based on their Officer Filter Sheet.
Accurate Referral Attribution
By combining SimpleNexus and Smartsheet, referral partners are correctly identified, agent mismatches are eliminated, commissions are accurate, and performance tracking becomes clear.
Clean CRM (FUB) Data
Borrowers and co-borrowers correctly mapped No duplicate contacts, Loan assignments accurate, Clean agent/loan history for long-term tracking
Better Management Insights
Leadership now gets clear visibility into top referral partners, best-performing officers, loans needing cleanup, funding bottlenecks, and overall CRM data quality.
Automated, Scalable, Repeatable System
What previously took 3–5 hours per day now takes Few seconds per data refresh, Zero manual reconciliation, Zero data-entry mistakes
Completely Eliminated Manual Filtering
The client no longer manually matches loans to officers. Data flows automatically based on their Officer Filter Sheet.
Client Testimonial
Conclusion
We delivered a fully automated workflow that:
- Connects SimpleNexus(ncino) loan data
- Syncs referral sources from Smartsheet
- Aligns contacts and relations in Follow Up Boss
- Filters only authorized loan officer loans
- Produces a single clean dashboard for operations and management
This system created a unified loan pipeline, reduced labor cost, improved data accuracy, and empowered loan officers and managers with reliable, real-time insights.
Let's Connect
Ready to Streamline Your Loan Workflow with Smart Automation?
Whether you’re managing loan applications, coordinating with referral partners, or keeping your CRM clean, Sutra Analytics helps mortgage teams eliminate manual work through robust SimpleNexus(ncino), Smartsheet, and Follow Up Boss automation. We create systems that are fast, accurate, and built to scale — so your team can focus on closing more loans, not fixing data.
We can help you:
Automatically sync loan data from SimpleNexus(ncino) into Follow Up Boss with accurate borrower and co-borrower details
Match and validate referral partners using Smartsheet to ensure proper attribution
Eliminate manual filtering of loan officers with automated email/name validation
Clean and map CRM records by updating Person IDs, Relation IDs, and agent assignments
Generate a unified, ready-to-review loan report that highlights mismatches, missing data, or required FUB updates
Let’s build a seamless, error-free workflow together.
Contact us today to automate your mortgage operations!
