Summary
When Encompass LOS is integrated with HubSpot CRM, the most useful reports are the ones that connect loan activity, pipeline visibility, borrower engagement, and team execution in one place. A strong reporting plan helps mortgage teams understand where deals move, where they stall, which tasks need attention, and how marketing and sales activity connect to loan movement.
This article focuses on the report types that are most practical to build for daily use. The goal is not to create reports for the sake of reporting. The goal is to create clear views that support originators, processors, managers, marketers, and operations leaders. When these systems are connected well, reports can help teams work from the same facts, reduce manual checking, and respond faster to borrower needs.
If you are planning a reporting setup for your team, it can help to start with the workflows first and the dashboards second. That approach keeps the reports tied to actual decisions rather than vanity metrics. If you want help planning the setup across CRM, automation, and data flow, see/servicesor reach out through/contact.
Key Takeaways
- Build reports around loan stages, task completion, borrower engagement, and handoff points.
- Use HubSpot CRM to track interactions, lifecycle movement, and communication history.
- Use Encompass LOS data to measure file progress, milestone status, and operational bottlenecks.
- Keep reports simple enough for daily review and detailed enough for follow up action.
- Create shared definitions for stage names, date fields, and ownership so teams read reports the same way.
- Review dashboards regularly and remove reports that do not support a decision.
Why Reporting Matters After Integration
Encompass LOS and HubSpot CRM serve different but connected parts of the mortgage process. Encompass is usually where the loan file lives, while HubSpot is often where contact history, pipeline activity, and communication workflows are managed. Once the two are integrated, reporting becomes the bridge between borrower relationship management and loan processing execution.
Without reporting, teams often rely on separate screens, manual updates, and follow up conversations to answer basic questions. A borrower may appear active in one system but stalled in the other. A manager may see a full pipeline but not know which files are moving toward completion. A marketing lead may know that leads are coming in but not how many are becoming submitted applications or funded loans. Good reports reduce that uncertainty.
The best reports answer questions that teams ask every day. Which files are moving? Which ones are waiting? Who owns the next step? Which borrowers have not responded? Which pipeline stages need attention? Which source or campaign brought in the contact? The reporting set should be built to answer those questions quickly and consistently.
Top Report Categories to Build
Pipeline stage report
A pipeline stage report shows how many loans or opportunities are in each stage. This is one of the most important views because it gives a snapshot of current workload and movement. In a mortgage workflow, it can help distinguish early stage leads, active applications, underwriting review, conditions, clear to close, and closing preparation.
For HubSpot users, the report can track lifecycle or deal stage progression. For Encompass users, it can mirror file status or milestone status. The key is to align stage definitions so the report represents the same process in both systems. When stage names do not match, teams spend time translating instead of acting.
File aging report
Aging reports show how long a file has remained in a given stage. This is useful for identifying stalled loans, overdue follow up, and process delays. Aging reports are especially valuable for managers who need to know which files are taking longer than expected and where intervention may help.
To make this report useful, define the milestone or date field that marks stage entry. Then compare that date to the current stage. The report should make it easy to sort by oldest items first so teams can work the most urgent files quickly.
Task and follow up report
A task report shows what needs to be done, who owns it, and whether it is completed on time. This can cover borrower follow up, document collection, condition clearing, and internal handoffs. A good task report reduces reliance on memory and inbox searching.
For mortgage teams, a task report should be filtered by owner, due date, stage, and priority. It can be used by individual loan officers, processing teams, and managers. If the integration supports syncing activities, the report can also show communication tied to each loan or contact record.
Borrower communication report
A communication report helps teams see email, call, and message activity related to a loan or contact. In HubSpot, this is often where engagement details are easiest to review. In an integrated setup, communication reports can be useful for spotting missed touchpoints, inactive borrowers, or records that need a response.
This report can also support service quality by showing whether each borrower has been contacted after a key event. For example, if a condition is added, if a loan is approved, or if a document request is sent, the team can verify that the right follow up happened. That makes the report helpful for both process control and borrower experience.
Lead source and attribution report
A lead source report helps teams understand where contacts entered the pipeline. This may include referral sources, website forms, paid campaigns, partner channels, or direct outreach. In HubSpot, source tracking is often a natural fit. When mapped correctly to Encompass records, it can help teams see which sources are creating actual loan activity rather than just interest.
Attribution reporting should stay simple and consistent. If source values are inconsistent, the report becomes hard to trust. Standardize naming before you rely on the report. That way, the data is easier to compare and easier to explain.
Conversion report
A conversion report follows records from one stage to another. It can show movement from contact to application, application to submission, submission to approval, and approval to closing. The exact stages depend on the team process, but the concept is the same. Conversion reporting tells you where flow is healthy and where drop off happens.
This type of report is useful for both sales and operations. Sales teams can review whether leads are turning into engaged borrowers. Operations teams can see whether files are moving through processing without unnecessary delay. The report should focus on movement and stage transitions, not just totals.
Milestone completion report
A milestone completion report tracks how many files have reached important process points. In Encompass, this may be especially helpful for checking operational readiness across underwriting, conditions, closing, and post closing steps. It can also be paired with HubSpot activity to show whether client communication stayed aligned with each milestone.
Managers can use this report to monitor workflow health. Team members can use it to verify what remains before the next step. When the report is built clearly, it creates a shared view of progress without needing long status meetings.
How to Structure Reports for Daily Use
Use a small number of decision focused dashboards
Instead of building many disconnected reports, create a small set of dashboards for the most common decisions. One dashboard may focus on pipeline health. Another may focus on task follow up. A third may focus on communication and lead movement. A fourth may focus on operational aging and milestone status.
Each dashboard should answer one major question. That makes it easier for users to know where to look and what action to take. Too many charts and filters can hide the useful parts of the data.
Standardize fields before reporting
Reports are only as good as the fields behind them. Make sure key fields such as stage, owner, source, status, date entered, due date, and milestone type are defined consistently. If one system uses one term and the other uses another, map them carefully so report logic remains reliable.
A common reporting issue is duplicate meanings across systems. For example, a loan can be active in one tool but paused in another. To avoid confusion, define which system is the source of truth for each field. Then build reports around those definitions.
Filter by role and responsibility
Different users need different views. A loan officer may want personal pipeline and follow up reports. A processor may want file aging and pending task views. A manager may want team totals and exceptions. A marketing user may want lead source and conversion reports.
Role based filters make dashboards easier to use and reduce noise. They also help users see only the records they can act on, which improves adoption and trust in the reports.
Practical Guidance
Start with questions, not charts
Before building a report, write down the question it must answer. Good examples include: Which files are stalled? Which tasks are overdue? Which contacts have not been engaged? Which lead sources produce active loans? Which milestones are delayed?
Once the question is clear, the report design becomes easier. You can choose the right date fields, filters, groupings, and owner views without guessing. This also makes it easier to remove reports that do not support a real action.
Keep naming simple and consistent
Use report names that describe what the user will see and why it matters. For example, use names like pipeline by stage, aging by milestone, open tasks by owner, or borrower engagement by record. Clear naming reduces training time and makes dashboards easier to navigate.
Avoid vague names that require interpretation. The more direct the report title, the easier it is for users to rely on it.
Review exception reports weekly
Exception reports are often the most valuable. These are the reports that show items outside normal expectations. They may include stalled files, missing assignments, overdue tasks, or uncontacted borrowers. A weekly review of exceptions helps teams act before issues grow larger.
Exception reports are especially useful when paired with ownership fields. If someone is responsible for the next step, the team can move directly from insight to action.
Build reports that support collaboration
Since Encompass and HubSpot touch different parts of the workflow, reports should help teams coordinate instead of working separately. Shared dashboards can support handoffs between sales and operations, especially when the report makes ownership clear.
If you are unsure how to map your workflow into a report structure, it can help to outline the process first and then map fields second. For planning support, you can review/servicesor start a conversation through/contact.
Common Mistakes to Avoid
- Building too many reports without a clear business use.
- Using inconsistent stage names or status labels across systems.
- Leaving out ownership fields, which makes follow up harder.
- Relying on reports that no one reviews regularly.
- Mixing operational and marketing logic in the same dashboard when separate views would be clearer.
- Ignoring data cleanup, which can make even good report logic hard to trust.
Suggested Starter Report Set
If you need a practical starting point, build these reports first:
- Pipeline by stage
- Files aging by stage or milestone
- Open tasks by owner and due date
- Borrower communication activity
- Lead source and attribution
- Stage to stage conversion
- Milestone completion and delay review
This set gives a balanced view of activity, workflow, and outcomes. It is broad enough to support different roles, yet focused enough to remain readable. Once the core set is in place, you can add specialized reports for specific teams or branches.
Frequently Asked Questions
What reports should a mortgage team build first after integrating Encompass with HubSpot?
Start with pipeline by stage, file aging, open tasks, and borrower communication. These reports give immediate visibility into movement, delays, and follow up needs.
How do you make Encompass and HubSpot reports match?
Use shared definitions for stage names, ownership, dates, and status fields. Decide which system is the source of truth for each field, then map data so both tools describe the same workflow.
Which report is best for spotting stalled loans?
Aging reports are the most direct way to spot stalled loans. They show how long a file has stayed in a stage or milestone, which makes delays easier to see and act on.
How can HubSpot data improve mortgage reporting?
HubSpot adds visibility into contact history, engagement, source tracking, and task follow up. When that data is paired with Encompass file progress, teams get a fuller view of the borrower journey.
Should managers use the same reports as frontline users?
Not always. Managers usually need broader team views and exception reports, while frontline users need personal queues and immediate next steps. The best setup includes both shared and role specific dashboards.
Conclusion
Top Encompass LOS reports to build when integrated with HubSpot CRM are the ones that make the workflow easier to understand and act on. Focus on the reports that reveal stage movement, aging, tasks, communication, source, conversion, and milestone completion. Keep the report set simple, consistent, and tied to decisions. When reporting supports action, the integration becomes more than a technical connection. It becomes a practical operating system for the team.