“What you guys are doing in the legal field, in the financial services field – this should be installed on everyone’s computer, especially if you’re offering privacy.”
— Shannon August, Co-Founder, AAREA Private Lending Inc.
At a Glance
- Client: AAREA Private Lending Inc. (Canada)
- Use case: Mortgage package paperwork (commitment letters, lender disclosures, conflict of interest, management agreements, legal instructions)
- Forms automated: 5 regulatory disclosure forms for BC and Ontario private mortgage lending
- Email Handler deployment: Turned existing email traffic into filled, ready‑to‑send PDFs using Instafill.ai’s Email Handler
- Document conversion: Converted Word documents into structured fillable PDF forms
Client Overview
AAREA Private Lending, a mortgage lending and loan administration firm serving British Columbia and Ontario, sought to improve the efficiency and accuracy of their mortgage lending documentation processes.
Business Challenge
The team was manually completing recurring lending documents – residential commitment letters, conflict-of-interest disclosures, management agreements, and related lender packages – often starting from static PDFs or Word files with no fillable fields. This meant slow, error-prone copy-paste work.
The information needed to complete each package lived across multiple sources: emails, commitment letters with loan terms, and 30–40-page property appraisals containing valuations and legal descriptions. Staff had to reconcile these inputs and place the right details into borrower/lender sections and signature blocks, which introduced mistakes and could delay transactions or raise compliance concerns.
AAREA Private Lending needed an automated, scalable solution to reduce manual effort while maintaining regulatory compliance.
Solution
Instafill.ai provided a comprehensive solution featuring two core innovations:
- Converting Word Documents to Fillable PDFs:
Key loan documents were converted from flat (without interactive fields) PDFs and Word files into fillable PDFs that can be filled automatically with AI. - Email Handler Automation:
Dedicated email addresses were assigned to each form, allowing AAREA Private Lending staff to submit form-related data via email. The Email Handler reads emails and attachments, automatically fills out form fields using AI, and returns completed PDFs via email. This eliminated manual entry and integrated seamlessly with the team’s existing email workflows without additional software.
Process and Implementation
The AI model for each form was fine-tuned using examples of filled and blank forms to enhance data recognition and extraction accuracy. During implementation, field mapping issues, were identified and resolved through close collaboration with AAREA Private Lending’s team.
Outcomes and Benefits
- The AI-powered Email Handler reduced form completion time by automating data capture and PDF generation directly from emails.
- Conversion to fillable AI-understood forms improved data accuracy and reduced error rates.
- The automated workflow scaled easily to handle large volumes of mortgage documentation.
- The solution integrated with existing processes, ensuring minimal disruption while reinforcing data privacy – a critical concern in financial services.
- The collaborative approach fostered continuous improvement to meet operational and regulatory needs.
How the Workflow Works Now
Staff send an email with the necessary form data the corresponding form address. Instafill.ai’s AI automatically reads the email, extracts the relevant information, fills out the correct form fields, and creates a completed PDF. The filled form is then sent back by email along with a link to review and make any final changes if needed. The day-to-day work stays the same – people continue using email – but the paperwork gets done faster and with fewer mistakes.
Results and Operational Impact
AAREA Private Lending now processes private mortgage documentation through a streamlined, automated workflow:
1. Form Availability: Five core forms operational and accessible through both web interface and Email Handler.
2. Email-Based Processing: Team members send documents via email to form-specific addresses, receiving completed forms back without the need to go to the platform.
3. Conversion Success: Word template documents transformed into fillable PDFs with interactive fields.
4. Data Extraction: System successfully pulls information from multi-page commitment letters and 30-40 page property appraisals.
5. Accuracy Standards: Forms populate with >99% field accuracy after iterative refinements addressing borrower/lender confusion, field mapping errors, and missing data handling.
The workflow particularly benefits from Email Handler’s simplicity. Rather than training team members on software interfaces, the process integrates into existing communication patterns. Email documents, receive forms – a two-step process requiring minimal training or workflow adjustment.
Takeaway
By supporting AAREA Private Lending’s existing email workflows, the process transformed from manual retyping to an email-first, AI-assisted flow. The outcome is faster preparation of regulator-ready PDFs without adding new portals or changing established routines.