---
title: "SmartFees™ Features Overview"
slug: "smartfees-feature-overview"
tags: ["Encompass Desktop", "Encompass Web", "EPC", "SmartFees"]
updated: 2026-05-04T18:37:44Z
published: 2026-05-04T18:37:44Z
canonical: "docs.cotality.com/smartfees-feature-overview"
excludeFromExternalSearch: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cotality.com/llms.txt
> Use this file to discover all available pages before exploring further.

# SmartFees™ Features Overview

## Overview

SmartFees™ offers a range of features to support you. Every SmartFees account includes **standard features** that apply to all users and cannot be changed. In addition, you’ll find **configurable options** that can be tailored to fit your unique business needs.

Identifying these features will help you confidently navigate SmartFees and leverage its capabilities to optimize your workflow.

---

**Smartfees.com**

## Standard features

The following features come standard with every **smartfees.com** account, apply to all users, and cannot be changed or reconfigured.

****Transaction Detail Report****

The **Transaction Detail Report** compiles information from the SmartFees file for the purposes of the guarantee.

> [!NOTE]
> **Note**: For clients using a **custom integration** (non‑Encompass), the report is delivered as a **Base64‑encoded** document and is included in the **GetGFEData** response once the transaction contains both a **loan number** and a **complete property address**.

- If your organization uses smartfees.com to access the SmartFees application, you can generate the **Transaction Detail Report** by clicking the **Create Guarantee** button located at the bottom of the **Fees** tab.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(546).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

> [!NOTE]
> **Note**: The **Create Guarantee** button is available only in the smartfees.com application. If you access SmartFees through **Encompass**, you will not see this button. Instead, the **Transaction Detail Report** becomes available after you export the data from SmartFees to Encompass by clicking the **Export to Encompass** button.
- You can access the **Transaction Detail Report**, as well as previous versions of the report, on the **SmartFees Reports** tab by clicking the **View Report** button.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(548).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)
- Example Transaction Detail Report

[PDF document](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/Example%20SmartFees%20Transaction%20Detail%20Report.pdf?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****Title Rate Allocation (TRA)****

TILA-RESPA Integrated Disclosure (TRID) guidelines require the Lenders and Owners Title Policies to be disclosed using the full Lender's Title Insurance Premium with the adjusted Owner's Title Premium amount on the Loan Estimate (LE) disclosure. SmartFees provides TRID compliant fees using the **Title Rate Allocation (TRA)** feature.

- You can access TRA fee details on the **Fees** tab of your SmartFees file by clicking the **Details** hyperlink under **Title Insurance**. The allocation is also available in your file’s Transaction Detail Report.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(551).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)
- As an accommodation, SmartFees also displays the actual title premium amounts within the allocation breakdown. However, these amounts are not currently passed back through integrations.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(552).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****Updating Recording Documents****

The **Edit Recording Fees/Transfer Taxes** link, available on the **Fees** tab, lets you add additional document types to your SmartFees file to obtain recording fees for and adjust page counts for recording documents.

[Embedded content](https://cotality.storylane.io/demo/5ew3s7e19ogw?embed=inline)

1. From the **Fees** tab of your SmartFees file, click **Edit Recording Fees/Transfer Taxes**.
2. To add another document for recording, click **Add/Edit Additional Documents**.
3. In the pop-up window, select the **checkbox** next to the document type you want to add, then click **Add Documents**.
4. If applicable, use the recording fee fields to adjust recording counts, such as the number of pages or the number of names being recorded.

> [!NOTE]
> **Warning:** Adjusting the page count defaults can impact the guarantee on your SmartFees file.
5. Click **Calculate**.
6. Confirm your selection(s) and fee amounts.
7. Click **Save to File**.

****Negotiated Rates****

Service providers referred to the Cotality network have the option to display negotiated rates for any lender they work with. Lender-specific negotiated rates are only visible to that lender’s account and are not visible to other lenders using the provider network.

A **gold star** next to the provider name in SmartFees indicates that the rates are negotiated.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(553).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****Fee Mapping****

**Fee Mapping** is an important step to ensure your disclosures are accurate and compliant with your system application. Take special care when completing the fee mapping worksheet, as this process is used to export fees back to your Loan Origination System (LOS).

When you complete fee mapping, you will:

- Designate disclosure sections for all fees exported from SmartFees
- Assign lender-specific fee names (aliases) for each SmartFees fee to ensure compliance and avoid alerts
- Identify APR fees
- Designate specific lines in your system application for the fees to map to

Refer to the **Fee Mapping documents** provided by your Client Delivery Manager for detailed instructions.

****File Summary and SmartFees ID****

| Every file in the SmartFees service includes a quick-reference **File Summary** on the left side of the screen. The File Summary displays file details, including: - SmartFees ID - Lien Position - Loan Purpose - Loan Number - Property Address When you contact the Cotality Support Team with file-specific questions or issues, always include the **SmartFees ID** number. | ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(556).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- | --- |

****Add Additional Services****

By default, SmartFees files include the following fee categories:

- Title Insurance
- Settlement Services
- Recording Fees
- Transfer Taxes

As explained in the Templates feature, you can add additional Inspection Service Provider fees to the default setup or suppress them for specific SmartFees files. You can also manually add Inspection Service Provider fees to a SmartFees file at any time.

[Embedded content](https://cotality.storylane.io/demo/ojakwshhrxm4?embed=inline)

1. From the **Fees** tab, click **Add Additional Services**.
2. In the pop-up window, select the service you want to add from the dropdown list, then click **Select Provider**.
3. The provider will be added to your SmartFees file.

> [!NOTE]
> **Tip**: Review [SmartFees Service Provider Fees & Definitions](/ext/docs/smartfees-service-provider-fees-and-definitions#inspection-fees) for a full list of Inspection Fee categories and definitions.

****Audit Log****

The **Audit Log** tab is a view-only feature that allows you to review all historical changes made to a SmartFees file. It shows the date of each change, the type of update made, the previous and new values, and the name of the person who made the change.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(573).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****SmartFees Document Library****

Use the **SmartFees Document Library** to access documentation and forms related to SmartFees. This library is available to all SmartFees account **administrators**. To access it, sign in to SmartFees using your administrator credentials, then select the SmartFees Document Library link at the bottom of the application.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(574).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

---

## Configurable options

The following features are configurable. Depending on your account setup, some features in this section may or may not be accessible to your organization.

****Templates****

Each SmartFees account configuration, such as for a branch or business channel, starts with a base default template. This template typically includes fee verticals for:

- Title Insurance
- Settlement Services
- Recording Fees
- Transfer Taxes.

From this base template, you can create additional templates to add or suppress other provider verticals available through SmartFees.

> [!NOTE]
> **Example**: You can configure a template to always include a provider and associated fees for Pest Inspection on all VA loan files.

Templates can be configured with the following options:

| **State** | Apply to all SmartFees files by **State**, where the service provider category is either **Required** or **Not Offered**. |
| --- | --- |
| **Property Type** | Apply to a **Property Type**, where the service provider category is either **Required** or **Not Offered**. - Condo - Co-op - Townhome - Manufactured Housing - Single Family - Multi-Family |
| **Loan Type** | Apply to a **Loan Type**, where the service provider category is either **Required** or **Not Offered**. - Conventional - FHA - FHA 203K - USDA - VA |
| **Transaction Type** | Apply to a **Transaction Type**, where the service provider category is either **Required** or **Not Offered**. - Purchase - Refinance |

****White List Options****

| There are several options for setting up your White List once you have submitted your preferred providers to Cotality. First, you need to decide whether you want your list of preferred providers for a specific provider category (such as Title Insurance and Settlement Services) to be the only providers available for users to obtain fees, or if you want to allow access to the public Cotality provider network, or a combination of both. - **Exclusive White List:** Returns only your Corporate Preferred providers and suppresses all providers from the Cotality provider network. - **Non-Exclusive White List:** Returns both your Corporate Preferred providers and the Cotality provider network. |
| --- |
| Your White List can be configured to any combination of the following criteria: - **State** - **Transaction Type** - Purchase - Refinance - **Loan Type** - Conventional - FHA - FHA 203K - USDA - VA - **Property Type** - Condo - Co-op - Townhome - Manufactured Housing - Single Family - Multi-Family | ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(529).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) **(A) Corporate Preferred Providers** will always appear at the top of the provider list with a label “Corporate Preferred.” **(B)** **User Preferred Providers** are displayed based on the preferences you set up in your personal provider settings with a label “User Preferred.” **(C)** **Cotality Provider Network** providers are displayed below your corporate and user preferred providers and are listed in order of proximity to the subject property. |

****Auto-Selection****

SmartFees automatically populates providers on a file when it is initially created. By default, the application selects the provider closest to the subject property. This feature can be used when there is a requirement to auto-select specific provider(s) based on one of the options below:

| **Option** | **Details** |
| --- | --- |
| **Provider Specific** | Always return a specific Corporate Preferred provider. |
| **Tiered** | This option uses a designated list of Corporate Preferred providers, and the system auto-selects them in a set order. **How** **it works** - Each provider is assigned a tier (1, 2, 3, 4, and so on). - SmartFees will auto-select the Tier 1 provider whenever rates are available. - If no rates are available from the Tier 1 provider, then SmartFees will auto-select the Tier 2 provider, and so on. |
| **Percentage Allocation (Round Robin)** | This option uses a designated list of Corporate Preferred providers, with a percentage assigned to each. Your organization determines the percentages, and Cotality adds them to the configuration. **How it works** - The system selects the first provider on the list for all files across the account until that provider reaches its assigned percentage. - Once the maximum percentage for a provider is reached, the system moves to the next provider in the list and continues until its percentage is met. - After cycling through the entire list, the system starts over again from the top. |
| **Fee Amount** | SmartFees selects the provider based on the total fee amount compared to other available providers. You can choose one of the following options: - Highest - Lowest - Median |

****Affiliate****

This flag is passed from SmartFees to your integrated Loan Origination System (LOS) and **designates a provider from your Corporate Preferred Provider List as an ‘Affiliate**.’

To enable this, **SmartFees Administrators** must submit a [Provider Referral](/ext/docs/how-to-submit-a-smartfees-network-provider-referral#overview) for your affiliate provider. This ensures their negotiated rates are collected for your company and adds them to your account as an affiliate.

****Provider Exclusions****

This feature allows **SmartFees Administrators** to search providers in the Cotality public network and **mark them as excluded so they are no longer available to account users**.

- Providers added to the lender exclusion list will not appear on the Select Provider page or in any service provider list, and they will not be available for selection on any SmartFees file.
- You can add or remove providers from the exclusion list as needed.
- To manage the exclusion list, you must access it through smartfees.com.

> [!NOTE]
> **Tip**: Refer to [How to Manage the SmartFees Provider Exclusion List](/ext/docs/how-to-manage-the-smartfees-provider-exclusion-list#overview).

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(531).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****Who Pays Rule****

The **Who Pays Rule for Transfer Taxes** feature **displays the buyer and seller portions of transfer taxes** using our proprietary database and business rule engine. When this feature is not enabled, all transfer taxes are allocated as borrower-paid, and you will not be able to edit the split in the system.

The following table shows how the system allocates any buyer/seller split based on the Rule Strength set at your lender account level.

| **Rule Strength** | **Strength Qualifier** | **Rule Strength Definition** |
| --- | --- | --- |
| **3** | **Statute** | The applicable law appears to be clear, with no apparent flexibility. |
| **2** | **Statute with Exceptions** | The applicable law(s) appears clear but indicates that the other party shall pay if the specified party fails to do so. |
| **1** | **Negotiable by parties** | The applicable law specifies who pays “unless otherwise negotiated between parties”. |
| **0** | **Customary** | The law either is either silent on who pays or specifies that all parities are liable. |
| **Default** | **100% Borrower-Paid** | All transfer taxes will be allocated to the borrower. |

**Additional Information on the Who Pays Rule**

A split and rule strength is associated with each tax component that makes up the taxes for a county or taxing authority. Within the same county, it’s not uncommon for both the “Who Pays” splits and rule strengths to vary. The purpose of rule strength is to allow lenders to make a top-level decision about the “strength” of splits shown to their users. For example, if you choose to display splits only for tax components with a rule strength of 2 or higher, then any tax component with a rule strength of 0 or 1 will always appear as “un-split” (meaning the buyer pays the entire tax).

> [!NOTE]
> **Note**: No matter which rule strength you select, Cotality guarantees only the total pre-split taxes. The total taxes are always displayed on the **Transaction Detail Report**.

**Additional Features used in conjunction with the Who Pays Rule**

When the **Who Pays Rule** is enabled, you can also enable two additional features. Both are located on the **Buyer/Seller Split** screen, where you can edit tax splits:

- **Suppress Seller Paid Amounts**

Select this checkbox to prevent the seller-paid portion of transfer taxes from exporting to your integrated Loan Origination System (LOS). This feature is only available with an LOS integration and not for users accessing SmartFees through the web.
- **Lock Tax Splits**

Select this checkbox to lock the buyer/seller split that you entered for all future calls to the service. If the box is not checked, the next time you make a call to the service, the tax split will revert to the system default based on the Rule Strength set for your account.

---

**Access the Who Pays Rule features**

[Embedded content](https://cotality.storylane.io/demo/c7zdzxbplel3?embed=inline)

1. On the **Fees** tab of a SmartFees file, click **Edit Split**. The **Buyer/Seller Split** screen appears.
2. Enter a percentage amount in the **Buyer Percent** field.
3. Select the **Suppress Seller-Paid Amounts** checkbox, if applicable.
4. Select the **Lock Tax Splits** checkbox, if applicable.
5. Click **Save**.

****Remove Service Category****

For every service category, users can remove the provider and fee from the SmartFees file.

However, there is **a configuration option that can hide the Remove link** to prevent users from removing service categories, if desired. This configuration option is available for each service category included in SmartFees.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(532).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****Re-Issue Rates****

The **Re-Issue Rate** feature gives you access to the lower **re-issue rate for title insurance on refinance transactions**. To make this option available, providers in our system must supply these rates so you can select and apply them to the SmartFees file.

- You can configure this feature to be available only in select states. System Administrators will confirm the list of states where you want this option displayed.
- When re-issue rate pricing is available, you’ll see a hyperlink labeled “**Refinance Discount Available**.”
- When you apply the re-issue rate, you’ll need to answer a set of required questions.
- APIs are available to implement this feature in lights-out integrations.
- This feature is not covered under the terms of the guarantee.

| ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(533).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) | ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(535).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- | --- |

****Cooperatives (Co-op) Property Types****

Co-op property types are supported in SmartFees, but they require a provider whitelist and are only available in select states. To use this feature, submit your provider list to your Client Delivery Manager or Client Success Manager.

**States Supported:** DC, IL, MD, NJ, NY. **Fees Available:** Settlement, Lien Search, Recording Fees, Transfer Taxes.

****Second Mortgages****

Closed-End and Home Equity Line of Credit (HELOC) second mortgage loans are supported on SmartFees.

**Fees Available**: Recording Fees and Transfer Taxes.

You can add Title Insurance and Settlement Service provider verticals to these loan types; however, they are not covered under the guarantee and require lender acknowledgment through a signed addendum.

****Equity Loans****

Equity loans are supported in SmartFees, but you’ll need to meet with the Cotality Consulting team to confirm requirements and the providers you plan to use. To enable this feature, submit a request to your Client Delivery Manager or Client Success Manager.

**Fees Available:** Limited Title, Property Reports, Full Title, Settlement, Recording Fees, and Transfer Taxes.

****Construction and Construction Perm****

Construction and Construction to Perm are supported on SmartFees.

**Fees Available**: Recording Fees and Transfer Taxes.

You can add Title Insurance and Settlement Service provider verticals to these loan types; however, they are not covered under the guarantee and require lender acknowledgment through a signed addendum.

****Property Taxes (PTE)****

The Cotality **Property Tax Estimator (PTE)** is integrated with SmartFees to fulfill property tax requests. It provides assessor and payee information, tax lines, tax amounts, and discount or delinquent dates. Using a combination of actual tax data and predictive models, SmartFees can estimate property taxes for purchase files (including new and existing properties) and refinance files.

If no address is provided, SmartFees will calculate estimated taxes based on the ZIP code and purchase amount.

- PTE data appears on the **Fees** tab in SmartFees.
- When PTE is enabled in SmartFees, two additional required questions will appear on the **Questions** tab: (1) Property Still Under Construction (2) First Payment Date.

| ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(537).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- |

****Pre-Flood Indicator****

SmartFees can provide an early flood zone indicator, helping you anticipate whether flood insurance will be required. The pre-flood indicator appears at the bottom of the **Fees** tab in SmartFees.

| ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(539).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- |

****Lender Fees****

**Lender Fees** is a digital self-service platform that allows your organization to **set up and manage a wide range of lender fees**, including origination, underwriting, processing fees, and more. It is integrated with SmartFees to automatically calculate and return your applicable lender fees on SmartFees files.

- When enabled, lender fees appear on the **Fees** tab in SmartFees under the section labeled **Origination Charges and Other Lender Fees**.

| ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(540).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- |

****Colorado RETA Tax****

SmartFees supports calculating and returning the Colorado Real Estate Transfer Assessment (RETA) Tax. This fee applies to the transfer of real property, typically in certain communities or developments, to fund infrastructure, community improvements, or other local services. RETA is often defined in the covenants or governing documents of a Homeowners’ Association (HOA) or community development district.

- These fees are not covered under the terms of the guarantee. Your organization must provide the RETA percentage rate for any applicable county or tax authority where you want the fee calculated and returned.
- Contact your Cotality Client Delivery Manager or Client Success Manager for details on the requirements to enable this feature.

****Fee Itemization** **Worksheet****

This feature allows you to generate a Fee Itemization Worksheet within your SmartFees file. The worksheet lists all fees, associated HUD line(s), Annual Percentage Rate (APR), and disclosure section based on your account’s SmartFees Fees Mapping.

- Accessible by clicking the **Fee Itemization** button located on the **Fees** tab.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(541).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

| [PDF document](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/Example%20Fee%20Itemization%20Worksheet%20for%20SmartFees.pdf?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- |

****Restrict Access to SmartFees.com****

The **Restrict Access to SmartFees.com** feature is available for integration customers and prevents users from accessing SmartFees directly through the web at www.smartfees.com. This ensures that users can only access SmartFees through your chosen integration method.

****Loan File Upload****

This feature allows you to upload a Fannie Mae 3.4 file from your Loan Origination System (LOS) to create a new SmartFees file. By using this option, you eliminate manual data entry and reduce errors when transferring loan file data to SmartFees.

- The feature is intended for users who access SmartFees directly through the web (www.smartfees.com).
- Accessible on the **File Data** tab by clicking the **Import Fannie Mae 1003** button.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(542).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

**Encompass®**

## Standard features

The following features come standard with every SmartFees **Encompass®** integrated account, apply to all users, and cannot be changed or reconfigured.

****Transaction Detail Report****

The **Transaction Detail Report** compiles information from the SmartFees file for the purposes of the guarantee. The report is a Base64-encrypted document and is returned as part of the GetGFEData when the transaction has a loan number and a full property address.

- If your organization uses smartfees.com to access the SmartFees application, you can generate the **Transaction Detail Report** by clicking the **Create Guarantee** button located at the bottom of the **Fees** tab.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(546).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

> [!NOTE]
> **Note**: The **Create Guarantee** button is available only in the smartfees.com application. If you access SmartFees through **Encompass**, you will not see this button. Instead, the **Transaction Detail Report** becomes available after you export the data from SmartFees to Encompass by clicking the **Export to Encompass** button.
- You can access the **Transaction Detail Report**, as well as previous versions of the report, on the **SmartFees Reports** tab by clicking the **View Report** button.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(548).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)
- Example Transaction Detail Report

[PDF document](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/Example%20SmartFees%20Transaction%20Detail%20Report.pdf?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****Title Rate Allocation (TRA)****

TILA-RESPA Integrated Disclosure (TRID) guidelines require the Lenders and Owners Title Policies to be disclosed using the full Lender's Title Insurance Premium with the adjusted Owner's Title Premium amount on the Loan Estimate (LE) disclosure. SmartFees provides TRID compliant fees using the **Title Rate Allocation (TRA)** feature.

- You can access TRA fee details on the **Fees** tab of your SmartFees file by clicking the **Details** hyperlink under **Title Insurance**. The allocation is also available in your file’s Transaction Detail Report.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(551).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)
- As an accommodation, SmartFees also displays the actual title premium amounts within the allocation breakdown. However, these amounts are not currently passed back through integrations.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(552).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****Updating Recording Documents****

The **Edit Recording Fees/Transfer Taxes** link, available on the **Fees** tab, lets you add additional document types to your SmartFees file to obtain recording fees for and adjust page counts for recording documents.

[Embedded content](https://cotality.storylane.io/demo/5ew3s7e19ogw?embed=inline)

1. From the **Fees** tab of your SmartFees file, click **Edit Recording Fees/Transfer Taxes**.
2. To add another document for recording, click **Add/Edit Additional Documents**.
3. In the pop-up window, select the **checkbox** next to the document type you want to add, then click **Add Documents**.
4. If applicable, use the recording fee fields to adjust recording counts, such as the number of pages or the number of names being recorded.

> [!NOTE]
> **Warning:** Adjusting the page count defaults can impact the guarantee on your SmartFees file.
5. Click **Calculate**.
6. Confirm your selection(s) and fee amounts.
7. Click **Save to File**.

****Negotiated Rates****

Service providers referred to the Cotality network have the option to display negotiated rates for any lender they work with. Lender-specific negotiated rates are only visible to that lender’s account and are not visible to other lenders using the provider network.

A **gold star** next to the provider name in SmartFees indicates that the rates are negotiated.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(553).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****Fee Mapping****

**Fee Mapping** is an important step to ensure your disclosures are accurate and compliant with your system application. Take special care when completing the fee mapping worksheet, as this process is used to export fees back to your Loan Origination System (LOS).

When you complete fee mapping, you will:

- Designate disclosure sections for all fees exported from SmartFees
- Assign lender-specific fee names (aliases) for each SmartFees fee to ensure compliance and avoid alerts
- Identify APR fees
- Designate specific lines in your system application for the fees to map to

Refer to the **Fee Mapping documents** provided by your Client Delivery Manager for detailed instructions.

****File Summary and SmartFees ID****

| Every file in the SmartFees service includes a quick-reference **File Summary** on the left side of the screen. The File Summary displays file details, including: - SmartFees ID - Lien Position - Loan Purpose - Loan Number - Property Address When you contact the Cotality Support Team with file-specific questions or issues, always include the **SmartFees ID** number. | ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(556).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- | --- |

****Add Additional Services****

By default, SmartFees files include the following fee categories:

- Title Insurance
- Settlement Services
- Recording Fees
- Transfer Taxes

As explained in the Templates feature, you can add additional Inspection Service Provider fees to the default setup or suppress them for specific SmartFees files. You can also manually add Inspection Service Provider fees to a SmartFees file at any time.

[Embedded content](https://cotality.storylane.io/demo/ojakwshhrxm4?embed=inline)

1. From the **Fees** tab, click **Add Additional Services**.
2. In the pop-up window, select the service you want to add from the dropdown list, then click **Select Provider**. The provider will be added to your SmartFees file.

> [!NOTE]
> **Tip**: Review [SmartFees Service Provider Fees & Definitions](/ext/docs/smartfees-service-provider-fees-and-definitions#inspection-fees) for a full list of Inspection Fee categories and definitions.

****Audit Log****

The **Audit Log** tab is a view-only feature that allows you to review all historical changes made to a SmartFees file. It shows the date of each change, the type of update made, the previous and new values, and the name of the person who made the change.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(573).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****SmartFees Document Library****

Use the **SmartFees Document Library** to access client documentation and forms related to SmartFees. This library is available to all SmartFees account **administrators**. To access it, sign in to SmartFees using your administrator credentials, then select the SmartFees Document Library link at the bottom of the application.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(574).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

---

## Configurable options

The following features are are configurable. Depending on your account setup, some features in this section may or may not be accessible to your organization.

****Templates****

Each SmartFees account configuration, such as for a branch or business channel, starts with a base default template. This template typically includes fee verticals for:

- Title Insurance
- Settlement Services
- Recording Fees
- Transfer Taxes.

From this base template, you can create additional templates to add or suppress other provider verticals available through SmartFees.

> [!NOTE]
> **Example**: You can configure a template to always include a provider and associated fees for Pest Inspection on all VA loan files.

Templates can be configured with the following options:

| **State** | Apply to all SmartFees files by **State**, where the service provider category is either **Required** or **Not Offered**. |
| --- | --- |
| **Property Type** | Apply to a **Property Type**, where the service provider category is either **Required** or **Not Offered**. - Condo - Co-op - Townhome - Manufactured Housing - Single Family - Multi-Family |
| **Loan Type** | Apply to a **Loan Type**, where the service provider category is either **Required** or **Not Offered**. - Conventional - FHA - FHA 203K - USDA - VA |
| **Transaction Type** | Apply to a **Transaction Type**, where the service provider category is either **Required** or **Not Offered**. - Purchase - Refinance |

****White List Options****

| There are several options for setting up your White List once you have submitted your preferred providers to Cotality. First, you need to decide whether you want your list of preferred providers for a specific provider category (such as Title Insurance and Settlement Services) to be the only providers available for users to obtain fees, or if you want to allow access to the public Cotality provider network, or a combination of both. - **Exclusive White List:** Returns only your Corporate Preferred providers and suppresses all providers from the Cotality provider network. - **Non-Exclusive White List:** Returns both your Corporate Preferred providers and the Cotality provider network. |
| --- |
| Your White List can be configured to any combination of the following criteria: - **State** - **Transaction Type** - Purchase - Refinance - **Loan Type** - Conventional - FHA - FHA 203K - USDA - VA - **Property Type** - Condo - Co-op - Townhome - Manufactured Housing - Single Family - Multi-Family | ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(529).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) **(A) Corporate Preferred Providers** will always appear at the top of the provider list with a label “Corporate Preferred.” **(B)** **User Preferred Providers** are displayed based on the preferences you set up in your personal provider settings with a label “User Preferred.” **(C)** **Cotality Provider Network** providers are displayed below your corporate and user preferred providers and are listed in order of proximity to the subject property. |

****Auto-Selection****

SmartFees automatically populates providers on a file when it is initially created. By default, the application selects the provider closest to the subject property. This feature can be used when there is a requirement to auto-select specific provider(s) based on one of the options below:

| **Option** | **Details** |
| --- | --- |
| **Provider Specific** | Always return a specific Corporate Preferred provider. |
| **Tiered** | This option uses a designated list of Corporate Preferred providers, and the system auto-selects them in a set order. **How** **it works** - Each provider is assigned a tier (1, 2, 3, 4, and so on). - SmartFees will auto-select the Tier 1 provider whenever rates are available. - If no rates are available from the Tier 1 provider, then SmartFees will auto-select the Tier 2 provider, and so on. |
| **Percentage Allocation (Round Robin)** | This option uses a designated list of Corporate Preferred providers, with a percentage assigned to each. Your organization determines the percentages, and Cotality adds them to the configuration. **How it works** - The system selects the first provider on the list for all files across the account until that provider reaches its assigned percentage. - Once the maximum percentage for a provider is reached, the system moves to the next provider in the list and continues until its percentage is met. - After cycling through the entire list, the system starts over again from the top. |
| **Fee Amount** | SmartFees selects the provider based on the total fee amount compared to other available providers. You can choose one of the following options: - Highest - Lowest - Median |

****Affiliate****

This flag is passed from SmartFees to your integrated Loan Origination System (LOS) and **designates a provider from your Corporate Preferred Provider List as an ‘Affiliate**.’

To enable this, **SmartFees Administrators** must submit a [Provider Referral](/ext/docs/how-to-submit-a-smartfees-network-provider-referral#overview) for your affiliate provider. This ensures their negotiated rates are collected for your company and adds them to your account as an affiliate.

****Provider Exclusions****

This feature allows **SmartFees Administrators** to search providers in the Cotality public network and **mark them as excluded so they are no longer available to account users**.

- Providers added to the lender exclusion list will not appear on the Select Provider page or in any service provider list, and they will not be available for selection on any SmartFees file.
- You can add or remove providers from the exclusion list as needed.
- To manage the exclusion list, you must access it through smartfees.com.

> [!NOTE]
> **Tip**: Refer to [How to Manage the SmartFees Provider Exclusion List](/ext/docs/how-to-manage-the-smartfees-provider-exclusion-list#overview).

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(531).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****Who Pays Rule****

The **Who Pays Rule for Transfer Taxes** feature **displays the buyer and seller portions of transfer taxes** using our proprietary database and business rule engine. When this feature is not enabled, all transfer taxes are allocated as borrower-paid, and you will not be able to edit the split in the system.

The following table shows how the system allocates any buyer/seller split based on the Rule Strength set at your lender account level.

| **Rule Strength** | **Strength Qualifier** | **Rule Strength Definition** |
| --- | --- | --- |
| **3** | **Statute** | The applicable law appears to be clear, with no apparent flexibility. |
| **2** | **Statute with Exceptions** | The applicable law(s) appears clear but indicates that the other party shall pay if the specified party fails to do so. |
| **1** | **Negotiable by parties** | The applicable law specifies who pays “unless otherwise negotiated between parties”. |
| **0** | **Customary** | The law either is either silent on who pays or specifies that all parities are liable. |
| **Default** | **100% Borrower-Paid** | All transfer taxes will be allocated to the borrower. |

**Additional Information on the Who Pays Rule**

A split and rule strength is associated with each tax component that makes up the taxes for a county or taxing authority. Within the same county, it’s not uncommon for both the “Who Pays” splits and rule strengths to vary. The purpose of rule strength is to allow lenders to make a top-level decision about the “strength” of splits shown to their users. For example, if you choose to display splits only for tax components with a rule strength of 2 or higher, then any tax component with a rule strength of 0 or 1 will always appear as “un-split” (meaning the buyer pays the entire tax).

> [!NOTE]
> **Note**: No matter which rule strength you select, Cotality guarantees only the total pre-split taxes. The total taxes are always displayed on the **Transaction Detail Report**.

**Additional Features used in conjunction with the Who Pays Rule**

When the **Who Pays Rule** is enabled, you can also enable two additional features. Both are located on the **Buyer/Seller Split** screen, where you can edit tax splits:

- **Suppress Seller Paid Amounts**

Select this checkbox to prevent the seller-paid portion of transfer taxes from exporting to your integrated Loan Origination System (LOS). This feature is only available with an LOS integration and not for users accessing SmartFees through the web.
- **Lock Tax Splits**

Select this checkbox to lock the buyer/seller split that you entered for all future calls to the service. If the box is not checked, the next time you make a call to the service, the tax split will revert to the system default based on the Rule Strength set for your account.

---

**Access the Who Pays Rule features**

[Embedded content](https://cotality.storylane.io/demo/c7zdzxbplel3?embed=inline)

1. On the **Fees** tab of a SmartFees file, click **Edit Split**. The **Buyer/Seller Split** screen appears.
2. Enter a percentage amount in the **Buyer Percent** field.
3. Select the **Suppress Seller-Paid Amounts** checkbox, if applicable.
4. Select the **Lock Tax Splits** checkbox, if applicable.
5. Click **Save**.

****Remove Service Category****

For every service category, users can remove the provider and fee from the SmartFees file.

However, there is **a configuration option that can hide the Remove link** to prevent users from removing service categories, if desired. This configuration option is available for each service category included in SmartFees.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(532).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****Re-Issue Rates****

The **Re-Issue Rate** feature gives you access to the lower **re-issue rate for title insurance on refinance transactions**. To make this option available, providers in our system must supply these rates so you can select and apply them to the SmartFees file.

- You can configure this feature to be available only in select states. System Administrators will confirm the list of states where you want this option displayed.
- When re-issue rate pricing is available, you’ll see a hyperlink labeled “**Refinance Discount Available**.”
- When you apply the re-issue rate, you’ll need to answer a set of required questions.
- APIs are available to implement this feature in lights-out integrations.
- This feature is not covered under the terms of the guarantee.

| ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(533).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) | ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(535).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- | --- |

****Cooperatives (Co-op) Property Types****

Co-op property types are supported in SmartFees, but they require a provider whitelist and are only available in select states. To use this feature, submit your provider list to your Client Delivery Manager or Client Success Manager.

**States Supported:** DC, IL, MD, NJ, NY. **Fees Available:** Settlement, Lien Search, Recording Fees, Transfer Taxes.

****Second Mortgages****

Closed-End and Home Equity Line of Credit (HELOC) second mortgage loans are supported on SmartFees.

**Fees Available**: Recording Fees and Transfer Taxes.

You can add Title Insurance and Settlement Service provider verticals to these loan types; however, they are not covered under the guarantee and require lender acknowledgment through a signed addendum.

****Equity Loans****

Equity loans are supported in SmartFees, but you’ll need to meet with the Cotality Consulting team to confirm requirements and the providers you plan to use. To enable this feature, submit a request to your Client Delivery Manager or Client Success Manager.

**Fees Available:** Limited Title, Property Reports, Full Title, Settlement, Recording Fees, and Transfer Taxes.

****Construction and Construction Perm****

Construction and Construction to Perm are supported on SmartFees.

**Fees Available**: Recording Fees and Transfer Taxes.

You can add Title Insurance and Settlement Service provider verticals to these loan types; however, they are not covered under the guarantee and require lender acknowledgment through a signed addendum.

****Property Taxes (PTE)****

The Cotality **Property Tax Estimator (PTE)** is integrated with SmartFees to fulfill property tax requests. It provides assessor and payee information, tax lines, tax amounts, and discount or delinquent dates. Using a combination of actual tax data and predictive models, SmartFees can estimate property taxes for purchase files (including new and existing properties) and refinance files.

If no address is provided, SmartFees will calculate estimated taxes based on the ZIP code and purchase amount.

- PTE data appears on the **Fees** tab in SmartFees.
- When PTE is enabled in SmartFees, two additional required questions will appear on the **Questions** tab: (1) Property Still Under Construction (2) First Payment Date.

| ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(537).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- |

****Pre-Flood Indicator****

SmartFees can provide an early flood zone indicator, helping you anticipate whether flood insurance will be required.

- The pre-flood indicator appears on the **Fees** tab in SmartFees.

| ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(539).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- |

****Lender Fees****

**Lender Fees** is a digital self-service platform that allows your organization to **set up and manage a wide range of lender fees**, including origination, underwriting, processing fees, and more. It is integrated with SmartFees to automatically calculate and return your applicable lender fees on SmartFees files.

- When enabled, lender fees appear on the **Fees** tab in SmartFees under the section labeled **Origination Charges and Other Lender Fees**.

| ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(540).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- |

****Colorado RETA Tax****

SmartFees supports calculating and returning the Colorado Real Estate Transfer Assessment (RETA) Tax. This fee applies to the transfer of real property, typically in certain communities or developments, to fund infrastructure, community improvements, or other local services. RETA is often defined in the covenants or governing documents of a Homeowners’ Association (HOA) or community development district.

- These fees are not covered under the terms of the guarantee. Your organization must provide the RETA percentage rate for any applicable county or tax authority where you want the fee calculated and returned.

****Fee Itemization** **Worksheet****

This feature allows you to generate a Fee Itemization Worksheet within your SmartFees file. The worksheet lists all fees, associated HUD line(s), Annual Percentage Rate (APR), and disclosure section based on your account’s SmartFees Fees Mapping.

- Accessible by clicking the **Fee Itemization** button located on the **Fees** tab.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(541).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

| [PDF document](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/Example%20Fee%20Itemization%20Worksheet%20for%20SmartFees.pdf?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- |

****Restrict Access to SmartFees.com****

The **Restrict Access to SmartFees.com** feature is available for integration customers and prevents users from accessing SmartFees directly through the web at www.smartfees.com. This ensures that users can only access SmartFees through your chosen integration method.

****Loan File Upload****

This feature allows you to upload a Fannie Mae 3.4 file from your Loan Origination System (LOS) to create a new SmartFees file. By using this option, you eliminate manual data entry and reduce errors when transferring loan file data to SmartFees.

- The feature is intended for users who access SmartFees directly through the web (www.smartfees.com).
- Accessible on the **File Data** tab by clicking the **Import Fannie Mae 1003** button.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(542).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)

****Field Mapping****

SmartFees includes multiple extension fields that you can customize to “**Read From**” or “**Map To**”, enhancing the integration between SmartFees and Encompass EPC. Before you can complete extension field mapping in Encompass, Cotality must first enable the extension fields for your account.

| **Input Fields** Send your data point to SmartFees to indicate a certain condition. |
| --- |
| **Functionality** | **Field Mapping Type** | **Provider Field Name** |
| Quit Claim /Vesting Changes | Maps To | quitClaim |
| Power of Attorney | Maps to | powerOfAttorney |
| Supporting multiple POAs | Maps to | numberOfPOAs |
| Increase recording fees based on the # of Subordinated Liens | Maps to | numberOfSubordinatedLiens |
| Texas 50a4 loans | Maps to | tx50a6 |
| Remove Appraisal | Maps to | stopAppraisalFeeUpdates |
| Remove Title and Settlement | Maps to | borrowerShoppedFlag |
| Include a 1004D appraisal (new construction loan) | Maps to | newConstruction |
| Buyer Paid Taxes (any construction loan) | Maps to | buyerPDTransferTaxIndicator |

| **Output Fields** Map this data from SmartFees to the extension field of your choice. |
| --- |
| **Functionality** | **Field Mapping Type** | **Provider Field Name** |
| Confirmation of SmartFees Run: Date and Time Stamp | Maps From | lastFileImportedDateTime |
| Flood Indicator | Maps From | floodindicator |
| Total Appraisal Fee Amount | Maps From | totalAppraisalFeeAmt |
| Payee Codes | Maps From | - payeeCode904 - payeeCode910 - payeeCode911 - payeeCode912 - payeeCode1004 - payeeCode1005 - payeeCode1007 - payeeCode1008 - payeeCode1009 |
| Tax Due Dates | Maps Between | Use the “PTE Due Dates Mapping” tab in the **SmartFees EPC Field Mapping Workbook**, supplied by your Cotality Client Delivery Manager, to locate extension field information. |

****Settlement Service Provider List (SSPL)****

SmartFees can populate provider information on the Settlement Service Provider List (SSPL) in Encompass. You have several options for mapping information to the SSPL:

- Provider Information
  - Company Name
  - Address
  - Contact Name
  - Contact Phone
  - Contact Email
- Itemized Fee Names
- Itemized Fee Amounts
- Add "Title -" to the itemized fee names
- Suppress specific provider categories from populating on the SSPL
- Add provider categories mapped as H-Other to the SSPL. Default logic is that any categories mapped as Section H will not populate on the SSPL
- Only map to specific lines of the SSPL. For example, use lines starting at line 4 if your setup has other providers or templates already populating on lines 1-3

| ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(543).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- |

****Fee Comparison****

The Fee Comparison tool lets you review, accept, and export fees to the Encompass loan file. The feature displays a side-by-side view of the fees currently in the Encompass loan file and the fees being exported from SmartFees.

- Access the comparison feature in the **Fees** tab of SmartFees by clicking **Export to Encompass**.

![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(544).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D)
- The **Encompass -SmartFees Comparison** screen appears as a pop-up. This screen allows you to review the fees before continuing with the export process.
- To prevent certain fees from exporting to the Encompass loan file, **uncheck the Accept checkbox** next to the corresponding fee category.

| ![](https://cdn.document360.io/d7730790-9b0e-4a1e-800e-a32628b13559/Images/Documentation/image(545).png?sv=2026-02-06&spr=https&st=2026-10-31T18%3A01%3A20Z&se=2026-10-31T19%3A01%3A20Z&sr=c&sp=r&sig=8M%2FgZDvST5MubYmqMHKJfmSvMV0Qv%2BDVN6vcqFBdZqw%3D) |
| --- |

---

## Outcome

You will confidently navigate SmartFees by understanding both standard and configurable features, allowing you to leverage the application’s capabilities to streamline processes and optimize your workflow.