How Rankia Went From Manual Chaos to a Fully Automated Mortgage Pipeline With HubSpot

Rankia is one of Spain’s leading financial communities and mortgage brokerage platforms, helping consumers compare mortgage products from multiple banking partners. That being said, as the company grew, managing mortgage applications became increasingly difficult. Each bank required different validation rules, formats, and submission requirements, creating operational bottlenecks for the sales team.

Rankia already used HubSpot Marketing Hub Enterprise to manage and engage its community of over 500,000 contacts. Thus, rather than adding new systems to support mortgage operations, the company wanted to build everything inside HubSpot.

Cyberclick helped Rankia transform HubSpot from a marketing platform into the central workspace for the entire mortgage application process.

The Challenge

The biggest issue was data quality.

Mortgage applications were being completed manually inside of HubSpot, but banks required highly structured data formats through their APIs. Even small formatting errors could trigger rejected applications, delays, and additional manual work.

Altogether, the team faced three major operational problems.

Constant formatting errors

Sales agents had limited visibility into why applications failed, making corrections slow and frustrating.

Disconnected workflows

Agents regularly had to leave HubSpot to interact with external banking portals, creating extra steps and making the process harder to track.

Complex applicant management

Mortgage applications often included multiple applicants and stakeholders, but HubSpot’s standard Deal structure wasn’t flexible enough to manage those relationships smoothly.

Rankia needed a process where agents could validate, submit, and track mortgage applications without needing to switch between systems.

The Solution

Cyberclick built the entire workflow within Rankia’s existing HubSpot Marketing Hub Enterprise instance.

Using HubSpot UI Extensions, custom objects, webhooks, and CRM API integrations, the team created a fully connected mortgage pipeline directly inside the Deal record.

Guided workflows inside the Deal

Cyberclick developed a custom React-based UI extension embedded directly in HubSpot Deals.

The experience guided agents through a three-step mortgage workflow.

Step 1: Data validation

Agents completed guided forms with built-in validation rules. Applications could not move forward unless all required fields met the bank’s formatting requirements.

This prevented most submission issues before they reached the bank.

Step 2: Applicant management

To support co-applicants and additional stakeholders, Cyberclick created a custom object called “Interviniente.” This allowed agents to manage more complex applicant structures without cluttering the Deal record.

Step 3: Document submission

Document uploads stayed locked until the bank returned a valid Request ID. This prevented agents from uploading documents linked to failed applications.

Everything happened within HubSpot, allowing agents to manage the full mortgage process in one place.

Automation & Bank Integrations

Cyberclick also built an automated integration layer between HubSpot and the banks.

When agents completed specific actions, HubSpot updated Deal properties that triggered webhook events. Those events sent the data to Cyberclick’s ERPConnector middleware platform, which handled:

• Data transformation into bank-specific formats
• Real-time updates back into HubSpot
• Automatic retries during temporary bank outages
• Synchronization of Request IDs and submission statuses

Instead of manually resubmitting failed applications or checking external systems, agents could see every update directly inside the Deal record.

The process became faster, easier to manage, and far less dependent on manual follow-up.

Results & Impact

The project changed how Rankia manages mortgage operations across the business.

Faster issue resolution

Since validation now occurs before submission, agents can fix issues immediately instead of waiting for bank rejections.

A single platform for marketing and operations

Rankia now manages both large-scale marketing campaigns and mortgage operations within the same HubSpot environment.

Better visibility for teams

Agents can track application progress, validation issues, Request IDs, and bank responses directly from the Deal record.

What used to be a fragmented process is now managed through a connected workflow inside HubSpot.

AI Usage

Cyberclick used HubSpot’s AI tools to support delivery and documentation throughout the project.

Breeze Copilot helped the team draft and refine technical documentation, reducing documentation time by around 40%.

The team also used HubSpot AI recommendations to identify underused Deal properties and detect data gaps before launch, helping improve data quality ahead of deployment.

AI helped the team move faster while keeping documentation and implementation work consistent across the project.

Conclusion

Rankia’s project showed that HubSpot Marketing Hub Enterprise can support much more than marketing campaigns.

By combining UI extensions, custom objects, workflow automation, and direct bank integrations, Cyberclick built a fully automated mortgage pipeline entirely inside HubSpot.

Agents no longer switch between systems, manually resend failed applications, or lose visibility during the process. Everything from marketing engagement to mortgage submission now happens in the same platform.

For Rankia, that meant fewer operational gaps, less manual work, and a much more connected customer experience.