# CallSmart: AI Call Notes and Follow-Ups for Mortgage Brokers

The iPhone app for Canadian mortgage brokers. Capture a client call, get the follow-up email and CRM notes drafted, approve before it sends.

## What is CallSmart?

CallSmart is an iPhone app that turns a mortgage client conversation into two drafts: a follow-up email in the broker’s voice and internal CRM notes. It works from a phone call, an in-person meeting, an imported recording, or typed and handwritten notes. The broker reviews and approves both drafts before anything goes out.

It’s built for independent and brokerage-affiliated mortgage brokers and agents in Canada, for the conversations they have all day: renewals, pre-approvals, refinances and HELOCs. It feeds your CRM rather than replacing it. A web app is also available.

## How it works

1. **Capture the conversation.** Make a live call, join a call you’re already on, record a meeting, import a recording, or type or scan your notes.
2. **CallSmart drafts.** It pulls out the client and deal details, checks for gaps, and writes the email and CRM notes. Drafting usually takes 20 to 60 seconds. A recording needs a minute or two for the transcript first.
3. **You approve, then send.** Read both drafts, edit or regenerate either one, and approve them. Then send the email and move your notes to your CRM.

## Ways to capture a conversation

- **Live call:** Start the call in CallSmart. Your phone rings, CallSmart dials the client and connects you, and the call is recorded.
- **Record a call I’m on:** Already on a call, or took one coming in? CallSmart joins it and records from that point. Your carrier plan needs three-way calling.
- **Record a meeting:** For in-person conversations. Keep your phone near the conversation.
- **Import a recording:** Bring in an MP3, MP4, M4A or WAV up to 100 MB, or paste a transcript.
- **Notes:** Type, dictate, or scan your handwritten notes.

## Features

- **Speaks mortgage:** Pulls names, property, budget, income, down payment and its source out of the conversation, along with risk flags and what the client wants to understand.
- **Asks what’s missing:** If a required detail didn’t come up, you get up to three quick questions before the draft is written. Answer them or skip them.
- **Sounds like you:** Choose your tone and greeting, add your signature, and send from your own email address.
- **Your number, not a stranger’s:** Verify your mobile once and clients see your number on live calls, so they can call you straight back.
- **A follow-up list, not an address book:** Clients who need something sit at the top of Clients, each with the one thing to do next.
- **Know the deal before you dial:** Each client page shows property, budget, down payment and income at a glance, plus what’s still needed.
- **No data entry:** Clients build themselves from your calls. Every call with a name, email or phone joins that client’s history.
- **Your week at a glance:** Calls opens with the follow-ups you’ve sent this week. Real numbers, with no streaks to keep up.
- **Notes for any CRM:** Push notes to WorkflowCRM when it’s connected, or copy and share them into any other CRM or broker platform.
- **A list that clears:** When no client is waiting on you, Clients says so.
- **Fix a detail, fix the draft:** Correct a client’s details and CallSmart offers to rewrite the drafts, so the old detail doesn’t go out.
- **Try it on a sample first:** Setup includes a sample conversation that runs through the real drafting steps. It can’t reach a real inbox.

## Your approval

- **Two approvals, every time:** Send stays off until you’ve approved both the email and the notes.
- **Edits reset the approval:** Change an approved draft and it needs a fresh look before it can go.
- **Your email, your signature:** Send from your own address, or have CallSmart send it for you.
- **Recording reminders:** The app reminds you to tell clients when a conversation is recorded.
- **Delete when you want:** Remove a call, or your whole account, from inside the app. Recordings also delete themselves after 90 days.

## How CallSmart compares

| Option | Works from phone calls | Drafts the client email | Picks out mortgage details | Notes ready for your CRM |
| --- | --- | --- | --- | --- |
| CallSmart | Yes | Yes, for your approval | Yes | Yes |
| Handwritten notes | You write as you talk | No | Only what you caught | You retype them |
| Voice memos | Not the call itself | No | No | You write them |
| Typing into the CRM | After the call | No | Only what you remember | Yes, by hand |
| General AI note-takers | Mostly built for video meetings | Varies | General purpose | Varies |

## Questions

### About CallSmart

**What does CallSmart do?**
CallSmart turns a mortgage client conversation into a follow-up email and CRM notes, ready for you to approve. You capture the conversation on your phone, CallSmart drafts both, and you review them before anything goes out.

**Who is CallSmart for?**
Independent and brokerage-affiliated mortgage brokers and agents in Canada who run client calls from their phone.

**Can I try it without a real client?**
Yes. Setup includes a sample conversation with Jordan, a first-time buyer. It runs through the real drafting steps and can’t be sent.

**Is CallSmart on Android?**
Not yet. CallSmart is available on iPhone and on the web.

### Drafts and sending

**Does CallSmart send emails automatically?**
No. Drafting is automatic and sending isn’t. You approve both the email and the notes before you can send, and editing an approved draft removes the approval.

**Can I send follow-ups from my own email?**
Yes. You can send from your own email with your usual signature, or have CallSmart send it with your CallSmart signature.

**Does CallSmart work with my CRM?**
From the app you can push notes to WorkflowCRM when it’s connected on the web. For any other CRM or broker platform, copy or share the notes in one step.

### Calls and recording

**Can an app record phone calls on iPhone?**
Not directly. iOS stops an app’s microphone when a phone call starts. CallSmart gets around this in two ways: you place a live call through CallSmart, or you merge CallSmart into a call you’re already on. You can also import a call you recorded on your iPhone.

**Can CallSmart record incoming calls?**
Yes, if your carrier plan has three-way calling. Use Record a call I’m on to merge CallSmart into the call. Recording starts from that moment, so nothing earlier is captured.

**Will clients see my number?**
Yes, once you verify your mobile in the app. On a live call clients see your number and can call you back.

**Do I need to tell clients a call is recorded?**
Tell clients when a conversation is recorded, and follow the rules that apply to you. CallSmart reminds you beside the record, call and merge actions.

**How long does a follow-up take?**
Drafting usually takes 20 to 60 seconds. For recordings and live calls, the transcript usually takes a minute or two first.

### Your data

**Where is my data stored, and who sees it?**
Your account data, recordings, transcripts and drafts are stored in the United States. To do its work, CallSmart also sends conversations to transcription and AI services, and uses calling and email services, which process them mainly in the United States. They can’t use your data to train their models.

**How long are recordings kept?**
Recordings and scanned note photos are deleted automatically after 90 days, or sooner if you delete the call. Transcripts, drafts and client details stay until you delete the call or your account.

## Get CallSmart

- [iPhone app](https://example.com/)
- [Web app](https://callsmart.usekima.com)
- [Privacy Policy](https://example.com/privacy/) · [Terms of Use](https://example.com/terms/) · [Support](https://example.com/support/)

Last updated 2026-11-11.