Fast-Track Training Video

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Table of Contents




Valid search criteria:

Search Results

Editing a Record

Printing Records

Print Preview Screen










This is where you will want to start. Click on Account Profile and update your personal information that you want to show up on all your letters and forms that you’ll be mailing. Make sure you have a phone number where you can be easily reached, and ideally an email address also. You can change your Company data at any time.


You can set your default processing fee here as well. Unless you change it, it defaults to .25, which is 25% of the borrowers refund. If you’d like to change the default processing fee, enter the number as a decimal, i.e. .15 (for 15%)


You can also change your password at anytime from the Account Profile page.


Be sure to click UPDATE when you’ve changed your information.





This is the starting point for using the Processor Software. From this search screen, you can locate a segment of data you want to work with.


You’ll want to choose a search strategy that can give you a workable chunk of data to work with. You might want to choose by zipcode or state. Or perhaps a combination of zipcode with refunds greater than a certain number (like $800).


Tip: While searching for only the highest refunds may seem like a great idea, you won’t be the only one thinking that. Consider starting with nearby zipcodes. Your local phonebooks may help you locate these people. Very often, people move nearby.


Valid search criteria:


Finding a specific record:

Case number: enter the 10 digit case number, including the dash, i.e. 569-054639

First name: enter a name

Last name: enter a name


Finding a range of records:

Date Mortgage Paid: you can enter a time span, or a precise date. Be sure to enter your dates using the following format: MM/DD/YYYY

Refund Amount: enter the dollar amount without dollar sign, i.e. 400.00


Finding records by location:

City: type in a city

State: type in the 2 letter state abbreviation

Zip: type in the 5 digit zipcode


Once you enter your search criteria, hit the SEARCH button and wait. If there are a lot of records to be found, the search can sometimes take 30 seconds or so (depending on your internet connection).


Your results will display below the search screen. You may have to scroll down to see it.


Search Results

The results of your search will be displayed on the bottom half of the screen. At the top of the list, it will tell you how many records are displayed out of how many records that match the search criteria. “1 to 25 of 48” means there are 48 total records that match the search criteria, and you are able to view records 1 through 25 on the current screen.


By selecting the very top check box, you can select all records that are visible on the page (25 max). By selecting the top check box again, you can deselect all the records. Or you can select multiple records by clicking on the check box that is at the beginning of each record.


Editing a Record

If you have researched a particular Borrower and have an updated address you would like to use, you will need to edit the HUD record. By clicking on the pencil icon next to the record you are interested in, you will be able to add update information to the record, as well as keep notes on the borrower.


When you edit a record, only YOU will have access to that updated information. You can always find your updated borrower information by clicking on the My Updated Records tab at the top of the screen.


Printing Records

From the Search results screen, you can print any number of forms. Simply check the checkbox next to the record(s) you wish to print, then scroll to the bottom of the screen and choose the letter or form you wish to print in the drop-down menu at the bottom of the page.


Tip: It is most efficient to only print the intro letters or letter to current resident directly from the HUD data screen. You’ll want to print the other forms from your Updated Records once you locate the borrower.


Once you select the form or letter you wish to send, click on the PRINT button.


Print Preview Screen

Once you click on the PRINT button, whether from the HUD search results or the Updated Records, you will see a preview screen. This is a good place to verify that all the data looks correct. However, do not worry about final formatting from here. The final formatting is done in the next step.


If you are satisfied with what you see, you can either print directly from the preview by clicking on the printer icon at the top right-hand bar above the preview, or you can export the letters as PDF files (Adobe Portable Document Format).


NOTE: if you use the printer icon to print, you may get a pop-up window letting you know you need to load an ActiveX component to allow the printing to work properly. Make sure you load the ActiveX.


To print to a PDF file, in the “Select a Format” drop-down menu at the top of the screen, select “Acrobat (pdf) File” and click on the EXPORT button. A pop-up box will ask you whether you want to open or save the file. Either one will work. If you click on Open, it will allow you to view your letters right away. If you click on Save, it will save the letters to your hard drive.


Tip: Saving PDF files to your hard drive gives you an electronic record of who you’ve mailed to.





When you click on the My Updated Records tab, you will see all the records that have updated information that you have added. From the list screen, you can print forms and letters, or you can click on the pencil to edit the borrower information further.


When you click on the pencil icon, you can view one record at a time. Here you can input updated information that you gather on the borrower. You can also keep track of the date you located the borrower, the date they become a confirmed client, and the date the case is closed.


You can also add a customized processing fee for each borrower. Be sure to input that processing rate as a decimal: .20 (for 20%)


You can also input notes to keep track of where you are with the borrower and what work remains.


Be sure to click on UPDATE whenever you make a change.





When the HUD database is updated, borrowers that have been successfully refunded are removed from the HUD database. If records are removed that you have updated information for, these records will be moved to the Archived Record tab. When you successfully process a refund, that borrower will be automatically moved to the Archived Record tab when the HUD database is next updated and HUD no longer owes that borrower money. In this way, you can tell if a borrower you have been working with has been successfully refunded or not.


Likewise, if you have been working on locating a borrower, and now notice that the borrower is in the Archived Records tab, you will know that their refund has been processed.





HUD makes available updated data monthly. This data is updated to include the newest people HUD has been unable to locate. HUD has 2 years to try to locate the borrowers, after which time they must make the information available under the Freedom of Information Act. This means that the Mortgagor Address, which is the last known address of the borrower, is often not where the borrower lives anymore. Your primary task is to locate these people. Locating them is the bulk of the work.


Each borrower is assigned a 10-digit case number. If a husband and wife own the house together, they are each listed separately with the SAME case number. You will likely want to try to contact them jointly (in which case the refund amount will be the two individual’s refunds added together) as you will need BOTH signatures to get the refund processed.




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