For how to use the Generate with AI, Read Here
What the AI uses
The AI only reads this application and the meetings you select. It doesn't look at other applications, other clients, or anything outside Trail.
Every note follows the same default template, with these sections:
Purpose
Client Background & Character
Income and Employment
Expenses
Other Debts
Exit: (when applicable)
Recommendations
Additional Information
Below lists the data used for each application type:
New Purchase
Where | What to enter | What it gives you in the note |
FUNDING DETAILS |
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Key Details → Application Type | Tick New Purchase | Start here. Nothing generates until a type is ticked, and this is what tells the note it’s a purchase |
Key Details → Preapproval (Yes / No) | Yes if this is a pre-approval | Written as a pre-approval rather than a live application. Only appears once New Purchase is ticked |
Funding Required → Select properties to purchase | Tick the property being bought | The property, address and value |
Cash & Equivalents (headed “Amount Used for Deposit”) | Cash, Gift, KiwiSaver, Superannuation, First Home Grant, Deposit Paid, Cash From Existing Loan Facility, Investments | Each deposit source listed separately so the assessor sees where every dollar comes from |
FACT FIND |
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Properties → open the property → Ownership Status | To Be Purchased | Described as being bought rather than already held |
Properties → Property Address | Full address | Named in the note. Leave it blank or as To Be Decided and it reads as a pre-approval |
Properties → Value, Valuation Type | Purchase price and how it’s evidenced | The figure, and whether it’s a registered valuation or an estimate |
Properties → Property Owners | Who’s buying it | Ownership in the note |
Properties → Intention | Primary Residence, Investment Property, Holiday Home, Commercial Property, Other | Changes the wording, and the LVR limit the note measures against — 80% for Primary Residence, 70% for Investment Property |
Properties → Existing Property | New Development for a build, Existing Developed Property otherwise | New Development switches the note to a staged format: purchase price, deposit, lending, Stage 1 land, Stage 2 progressive drawdown (you can remove progressive drawdown if New Development is a Turnkey purchase) |
NATURE AND SCOPE OF ADVICE (optional) |
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NEW PURCHASE | Tick purchase your first home, purchase a new home to live in, purchase an investment property, or your own under Other | Explains why your clients are buying |
Refinance
Where | What to enter | What it gives you in the note |
FUNDING DETAILS |
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Key Details → Application Type | Tick Refinance | Start here. This opens the refinance fields and tells the note it’s a change of lender |
Funding Required → Select loans to refinance | Tick each loan moving across | Each loan named with its lender, balance and rate. Total to Refinance fills in from your selection |
Cash & Equivalents (headed “Amount Used to Reduce Lending”) | Cash, Gift, Cash From Existing Loan Facility, Investments | Listed as client funds reducing what they need to borrow — not as borrowing. Leave it out and the note shows a higher lending figure than your clients are actually taking |
FACT FIND |
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Mortgages | Every existing loan, with lender, balance and rate | These are the loans you tick above. If one is missing here, there’s nothing to select |
NATURE AND SCOPE OF ADVICE (optional) |
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REFINANCE | Tick pay off your mortgage faster, reduce your mortgage repayments, get a better interest rate, or your own under Other | These become the stated reasons in Purpose |
Topup
Where | What to enter | What it gives you in the note |
FUNDING DETAILS |
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Key Details → Application Type | Tick Topup | Start here. This opens the topup fields below |
Funding Required → Add New Topup → Topup Type, Value, Description | One row per purpose | The itemised breakdown and total. Your description is used as you wrote it |
Funding Required → Select debt to consolidate | Tick each debt being cleared | The most valuable field on a consolidation. Each debt is named with its own balance, and shown closing in Other Debts (if not applicable, you can remove). Skip it and the note can only say “$10,400 of consolidation”, which an assessor can’t verify |
Cash & Equivalents (headed “Amount Used to Reduce Lending”) | Cash, Gift, Cash From Existing Loan Facility, Investments | Reduces the lending required |
A renovation topup where the LVR is over the limit | — | Automatically adds a request for a registered valuation on completion |
A progressive drawdown topup where the LVR is over the limit | — | Automatically adds a request for a registered valuation on completion |
FACT FIND |
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Other Debt and Mortgages | Every debt with its balance | These are the debts you tick above. Record them here first or there’ll be nothing to select |
NATURE AND SCOPE OF ADVICE (optional) |
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TOPUP | Tick consolidate your debt, deposit for a new purchase, cover your break and legal fees, build a new house, make a purchase (eg. car or holiday), renovate a property, gift towards a family member’s deposit, or Other | The stated purposes |
Property sale
Where | What to enter | What it gives you in the note |
FUNDING DETAILS |
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Key Details → Application Type | Tick Property Sale | Start here. Property Sale is only offered on this screen — it isn’t on Nature and Scope of Advice |
Funding Required → Select properties to be sold | Tick each property being sold | Listed with its value |
Funding Required → Select loans to be repaid | Tick the loans clearing on sale | Shown as repaid on settlement rather than ongoing debt |
Funding Required → Proceeds from sale | Net proceeds | Counted towards the funding |
Cash & Equivalents → Proceeds from Sale | The same figure in the funding panel | Counted as client funds. Only appears once Property Sale is ticked |
FACT FIND |
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Properties | The property being sold, with its value | What you tick above comes from here |
Mortgages | The loan secured against it | What you tick above comes from here |
Others
Where | What to enter | What it gives you in the note |
FUNDING DETAILS |
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Key Details → Application Type | Tick Other | Start here. This reveals the Other Application Type box |
Key Details → Other Application Type | Describe the lending | Used as you wrote it |
Funding Required → Other funding amount | The amount | The funding figure |
Security | Assets can be offered as security as well as properties on this type | Assets appear in the security list |
NATURE AND SCOPE OF ADVICE (optional) |
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OTHER | Tick Other and describe it | The stated reason |
What do all applications need?
Funding Details → Key Details
Where to find it | What to enter | What it gives you in the note |
Target Bank For Application | The lender | Names the lender throughout, and decides which business add-backs are listed |
Applicants | Tick everyone on this application | Who the note is about — can be fewer people than the client profile holds |
Urgency | Urgent only when it genuinely is | A flag at the top of Purpose. Normal never appears |
Finance Date, Settlement Date | Your dates (both optional) | Stated in Purpose |
Funding Details → Security
Where to find it | What to enter | What it gives you in the note |
Which properties will [bank] be taking as security | Tick each security property | The security list and total security value |
Future LVR at [bank] | Calculates itself | State the LVR. If the LVR is exceeding the limit - 70% for investment, and 80% for owner occupied |
Funding Details → Servicing structures
Where to find it | What to enter | What it gives you in the note |
Add Servicing Structure → Loan Amount, Lender, Servicing Interest Rate | The facility you’re proposing | The structure paragraph |
… Repayment Status | Principal & Interest or Interest Only | How it’s described |
… Term, and Interest Only Term if applicable | The loan term | The term, and the exit strategy — each applicant’s age at the end of it |
… Borrowers | Who’s on the facility | Named against the structure |
Fact Find — in the order you’d normally work through it
Entities — open each applicant. Working down the modal:
Field | What to enter | What it gives you in the note |
Date of Birth | Required | Age now and at the end of the term. Without it there’s no exit strategy |
Gender | As recorded | The note says he or she. Blank means it says “they” throughout |
What is [name]’s New Zealand residency status? | Citizen, Permanent Resident, Resident Visa, Work permit, Other | Background an assessor looks for |
Marital status | As recorded | Background |
Employment Status | Employed, self-employed, etc. | How income is described |
Employer, Occupation, Time at Employer | Full detail | Client background and employment stability |
Properties — open each property:
Field | What to enter | What it gives you in the note |
Property Address, Value, Valuation Type | The property | The security and asset picture |
Ownership Status, Property Owners | Currently Owned, and who owns it | Which properties they already hold |
Intention | What it’s used for | Sets the LVR limit where it’s offered as security |
Which lender currently holds this property as security? | The current lender | Shows existing exposure |
Households:
Field | What to enter | What it gives you in the note |
Household Address, Housing Status | Where they live | Household context |
Members of this household | Who lives there | Which applicants share a household |
Dependants in this household | Each dependant | Household composition |
Assets & Investments — one row per asset:
Field | What to enter | What it gives you in the note |
Asset Type, Value, Description, Owner | Every asset | Total assets and net worth |
Incomes — one row per income:
Field | What to enter | What it gives you in the note |
Income Type, Value, Frequency | Every income | The income account |
Taxed | Before or after tax | The note states which |
Owner | Whose income it is | Income attributed to the right person |
Add rent → Status, Value, Frequency, Property | Rental income, linked to its property | Rental income in servicing. Rent is added here, not on the property |
Expenses:
Field | What to enter | What it gives you in the note |
Each expense row — Cost and frequency | Every outgoing | Committed outgoings, kept separate from savings |
The KiwiSaver row for each applicant | Contribution amount or rate | Stated alongside that applicant’s income |
The Discontinues After Settlement toggle on a row | Switch it on for costs that stop | The note says that cost ceases on settlement — i.e., rent ending when your clients move in |
Mortgages — one row per existing loan:
Field | What to enter | What it gives you in the note |
Loan Amount, Lender, Loan Type | Every existing mortgage | Existing lending |
Interest Rate, Fixed Term | Rate and term | How the debt is described |
Borrowers | Who’s on it | Attributed to the right people |
Other Debt — one row per debt:
Field | What to enter | What it gives you in the note |
Debt Type, Lender | Cards, personal loans, overdrafts, BNPL | The debt picture |
Balance, and Limit for revolving debt | Both, for cards and overdrafts | Cards and overdrafts are assessed on their limit, not their balance |
Monthly Repayments | What they pay | Monthly commitments and servicing |
Borrowers | Who’s on it | Attributed to the right people |
Best practice
Finish Funding Details before you generate. A complete Fact Find on its own produces a note with no deal in it.
Work the Fact Find before Funding Details. The loans, debts and properties you tick on Funding Details all come from there. If they’re not recorded, there’s nothing to select.
Fill in the selections, not just the amounts. Which debts, which loans, which properties, these turn a number into something an assessor can check.
Set the property Intention. It changes the wording and the LVR limit.
Enter client funds even when there’s no purchase. On a refinance or topup, Cash & Equivalents is how the note shows your clients reducing what they borrow when applicable.
Flag expenses that stop on settlement.
Add a meeting. Up to five summaries or transcripts for context the Fact Find doesn’t capture.
Always read it before it goes out. It’s a first draft built from your data, you are still expected to review and make edits before sending it to the lender.