Submission Handoff Note · Narqix Academy

Purpose: the written notes that move a file from scrub to funder to closer, in one standard format every time.

When to use: (A) when a scrubbed file is ready for the desk lead's funder match, (B) when submitting to an approved funder, (C) when logging stips, and (D) when an offer arrives for the closer.

Goal of the note: one outcome: the reader can act without asking you a single question.

Version: v1.0

Before you write

Scrub sheet complete with the 3-line summary
Fraud and integrity check passed
Package built in the standard order and named correctly
Merchant's self-reported facts compared with the statements, and every gap written down
Signed application with authorization to share with funders on file

Coach's note: a great note is short, factual and complete. Numbers, months, names of documents. No adjectives, no selling. Underwriters read hundreds of notes; the ones that state gaps honestly get read first and trusted most.

The notes

A. Internal note to the desk lead (funder match request)

MATCH REQUEST · (LEGAL NAME) · (DATE) · (YOUR NAME) Product path: (PRODUCT) · Requested: (AMOUNT) · Use: (USE OF FUNDS) State: (STATE) · Industry: (INDUSTRY) · Time in business: (TIB) · Credit band, self-reported: (BAND) Revenue: (LINE 1 OF SCRUB SUMMARY) Cushion and stress: (LINE 2) Positions and burden: (LINE 3) Gaps between merchant answers and statements: (LIST OR NONE) Flags: (LIST OR NONE) Suggested funders from the matrix: (LIST, WITH ONE-LINE REASON EACH) Package: complete · Authorization to share: on file

Why it works: the desk lead sees the whole file in ten seconds and can approve, change or stop the match.

Worked example: note A for the restaurant file from the Bank Statement Review page

MATCH REQUEST · (LEGAL NAME) · (DATE) · (YOUR NAME) Product path: Merchant Cash Advance · Requested: (AMOUNT) · Use: dining room renovation State: (STATE) · Industry: restaurant · Time in business: 6 years · Credit band, self-reported: about 640 Revenue: true revenue average 59,875 per month over 4 months (gross 70,375). Latest 62,500, lowest 55,500 (Month 3), MTD pace about 58,800. Cushion and stress: ADB 7,300 Month 4, 5,700 average last 2 months. 4 NSFs, 5 negative days, all Months 3 and 4, including 1 returned payment to Position A. Positions and burden: 3 active (A daily 389, B weekly 1,250 since Month 2, C weekly 750 since Month 3). Holdback burden about 26.5%, total payment burden about 28.4%. Gaps: merchant reported 2 positions on first call; scrub found 3; merchant confirmed Position C on follow-up call (logged). Flags: recent stress, returned funder payment in Month 3. Suggested funders: desk lead to advise; file may be better suited to an MCA Bailout review than a new position. Package: complete · Authorization to share: on file

If the desk lead stops or changes the match

Record the decision and reason exactly as given. Do not argue for the file. If the lead routes it to another product or to a decline, follow that path and tell the next owner.

B. Submission cover note to an approved funder

Sent only through the funder's portal or the approved secure channel.

Subject: New Submission · (LEGAL NAME) · (AMOUNT REQUESTED) · (MONTHS) months plus MTD · (PRODUCT) · (COMPANY NAME) Hello (FUNDER CONTACT NAME), Please find attached a complete file for (LEGAL NAME), DBA (DBA), (INDUSTRY) in (STATE), in business since (START DATE). Summary: Revenue: (LINE 1) Cushion and stress: (LINE 2) Positions and burden: (LINE 3) Notes: (GAPS, EXPLANATIONS GIVEN BY MERCHANT, OR NONE) Attached in order: summary, signed application, statements (newest first, MTD on top), ID, voided check, (OTHER DOCUMENTS). Thank you, (YOUR NAME), (COMPANY NAME) · (COMPANY PHONE)

If the funder replies with questions

Answer only with facts from the file. If the question needs the merchant, ask the merchant and reply with their words. Never guess and never "smooth over" a gap.

C. Stip log entry

Every stip becomes a CRM task with a due time.

STIP · (LEGAL NAME) · From: (FUNDER, INTERNAL ONLY) · Received: (DATE TIME) Requested: (EXACT ITEM) Requested from merchant: (DATE TIME, CHANNEL) Due back to funder: (DATE TIME) Status: (OPEN, RECEIVED, SENT)

When asking the merchant for a stip, use the Document Request script and say only what is needed. Never tell the merchant the funder's name on the Narqix desk unless a founder approved it, and never say a stip means approval is coming.

D. Offer handoff to the closer

OFFER RECEIVED · (LEGAL NAME) · (DATE TIME) From: (FUNDER, INTERNAL ONLY) Amount: (AMOUNT) · Total repayment: (AMOUNT) · Term: (TERM) Payment: (AMOUNT) (DAILY OR WEEKLY) Conditions: (LIST) Expires: (IF STATED BY FUNDER) State disclosure required: (YES OR NO, PER FUNDER) Handed to: (CLOSER OR FOUNDER NAME) at (TIME)

Copy every figure exactly from the funder's offer. You do not present, compare or comment on the offer.

Never do this: never leave a known position, NSF pattern or merchant explanation out of a note. Never submit to a funder the desk lead did not approve. Never send a package by personal email. Never share offer figures with the merchant yourself.

After sending

Log each submission: funder (internal), date and time, channel, status "Submitted"
Move the file to "Submitted" and create a follow-up task for funder response
When a decision arrives: "Stips", "Offer Out", "Declined" (with reason code and re-check date) or "Funded" (with date, net funding and payoffs, and renewal and check-in tasks)

Check yourself

What are the three lines of the summary?
Where do you write gaps between what the merchant said and what the statements show?
In what order are documents attached?
A funder asks why revenue dropped in Month 3. What do you reply with?
What do you do with an offer once it arrives?