How to Submit a SmartFees™ Order

  • Updated on Feb 20, 2026
  • Published on Feb 5, 2026
  • 16 minute(s) read
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Overview

You can submit a SmartFees™ order to automatically calculate accurate fees for your loan—all in just a few clicks. SmartFees orders are valid for 180 days.

Submit a SmartFees order

Follow these steps to submit a SmartFees order on smartfees.com.

(1) Initiate the SmartFees order

  1. Visit www.smartfees.com then log in using your credentials.

    Tip: If you forgot your password, click the Click Here link to reset it. You will be prompted to enter your username. After entering it, click Next. SmartFees will send additional instructions to complete your reset to the email address associated with your account.

  2. From the Create New File tab, complete the fields on the File Data tab.

    You can manually enter the information into fields or import all the data from your Loan Original System (LOS) by clicking Import Fannie Mae 1003. File Data tab fields include:

    1. Transaction Type

      Important Note: The Transaction Type you select initially will be permanently hardcoded in the SmartFees file. If it changes later, such as from refinance to purchase, you must create a new SmartFees file to receive updated information and fees for the new transaction type.

    2. Lien Position

    3. Concurrent Loan

    4. Renovation Loan

    5. Construction-Perm

    6. Closing/Settlement Date: This field auto-populates to sixty (60) days from the current date. If you have a specific closing or settlement date, you can adjust it.

    7. Loan Number

    8. Property Address

    9. City

    10. ZIP. When you enter a valid ZIP code, SmartFees automatically populates the county and state information based on that ZIP.

    11. Loan Type

    12. Property Type

  3. Click Create File. The Questions tab displays.

    Tip: Once your file is created, the File Summary will display. This summary includes high level details about your file and provides your SmartFees ID, which is required by our Support team if you need assistance with a SmartFees order.

(2) Complete the Questions tab

  1. On the Questions tab, complete all fields in the Required Fields section.

    Note: You may see different questions on the Questions tab depending on your account configuration or the property’s location. The questions are dynamic and based on the loan file data.

  2. Next, on the Questions tab, review the default information in the Customize section and update it as needed.

    • How many Title Update Fees are needed for this transaction? (Can be increased up to 12.)

    • Size of home (sq. ft.)

    • Will this transaction require a Power of Attorney? (Defaults to No.)

    • Will this transaction require an after hours or out of office closing? (Defaults to No.)

    • How many Document Signing Fees are needed for this transaction? (Defaults to 1 and can be adjusted.)

  3. Click Continue to Fees. The Fees tab displays.

(3) Complete the Fees tab

  1. From the Fees tab, review and confirm the providers returned for Title and Closing Services, and make adjustments as needed.

    Tip: Click the Details link to view additional information, including the provider’s rate breakdown, policies, additional fees, and endorsements. Use the Remove link to remove a specific provider from your file. The Remove feature is configurable. Depending on your organization’s settings, this button may not be available.

  2. To choose a different provider, click the Select Provider link.

    Note: The default providers displayed on your file are based on your account configuration and the provider closest to the subject property is generally selected.

  3. Use the Sort By or Search Providers fields to locate a new provider.

  4. Once you locate the provider, click Add to File to apply your selection.

  5. Next, from the Fees tab, review the Recording Fees/Transfer Taxes section for accuracy.

  6. If you need to add additional document types to your file to obtain recording fees for, then click Edit Recording Fees/Transfer Taxes.

  7. Next, click Add/Edit Additional Documents.

  8. Select the checkbox next to each document type you want to include and calculate recording fees for, then click Add Documents.

  9. Adjust the page counts and details for the document(s) being recorded, if applicable.

    Warning: Adjusting the page count defaults can impact the guarantee on your SmartFees file.

  10. Click Calculate.

  11. SmartFees displays a detailed breakdown preview of the calculated recording fees and transfer taxes. Review the information for accuracy.

  12. Click Save to File.

  13. Optionally, for purchase transactions in states that assess transfer taxes, click Edit Split to adjust how the transfer taxes are split between the buyer and seller when your purchase contract specifies an amount.

    Note: The Edit Split feature is configurable. Depending on your organization’s settings, this feature may not be available.

  14. Enter the appropriate percentage amounts in the Buyer Percent fields.

    Tip: If you have access to this feature and need to split the transfer taxes, it’s recommended that you select the Lock Tax Splits checkbox after updating the split. This prevents the split percentages from reverting to their default values if additional changes are made later.

  15. Click Save.

  16. To add a service to your file, for example a pest inspection, click the Add Additional Services button.

  17. Select the service type from the dropdown menu.

    Tip: Refer to the SmartFees Service Provider Fees & Definitions guide for a complete list of available service types and their descriptions.

  18. Click Select Provider. SmartFees will automatically populate the appropriate provider and fee on your file based on the service you selected.

  19. Click Create Guarantee. The Transaction Detail Report is created and the SmartFees Reports tab displays.

    Critical Concept: Once you generate the file guarantee (your initial SmartFees order with Transaction Detail Report), any subsequent update that affects fees or taxes requires you to generate a new guarantee. To do this, make your updates, then click Create Guarantee. This creates a new Transaction Detail Report that includes date and time stamps showing when the changes were made.

    SmartFees displays a yellow banner reminding you to create a new guarantee when it detects changes that affect fees or taxes.

(4) Access the Transaction Detail Report, Fee Itemization and Selected Provider List

Access the Transaction Detail Report

  1. Navigate to the SmartFees Reports tab.

  2. Click View Report.

Access the Fee Itemization Worksheet and Selected Provider List

  1. Navigate to the Fees tab.

  2. Click Fee Itemization or Selected Provider List.

    1. Fee Itemization: Generates a Fee Itemization Worksheet within your SmartFees file, listing all fees, their associated HUD line(s), APR, and disclosure section. This helps ensure accurate placement of fees in your Loan Origination System (LOS).

    2. Selected Provider List: Generates a list of the just the providers associated with your SmartFees file, making it easier to create your Settlement Service Provider List (SSPL).

Follow these steps to submit a SmartFees order on Encompass Desktop.

(1) Initiate the SmartFees order

  1. Log in to Encompass® Desktop using your credentials.

  2. In your Pipeline, locate and select the relevant loan from the list of records.

    Note: Ensure all applicable loan data is complete and saved in the loan file before submitting a SmartFees order.

  3. From the Services tab in the left-hand navigation bar, click Order Additional Services.

  4. In the Additional Services pop-up, choose CoreLogic SmartFees from the My Providers menu.

  5. Click Submit to launch SmartFees.

  6. Once your file is created, the File Summary will display. This summary includes high level details about your file and provides your SmartFees ID, which is required by our Support team if you need assistance with a SmartFees order.

(2) Complete the File Data tab

  1. On the File Data tab, review and confirm all populated information to ensure it is accurate and complete.

    Note: Based on the completeness of your loan file in SmartFees, the system may direct you to a different tab when you open the file. This occurs when SmartFees identifies missing or outdated information that requires your attention. Regardless of the tab you are directed to, it is best practice to review the file from left to right—beginning with the File Data tab—to ensure all information is accurate and complete.

    File Data tab fields include:

    1. Transaction Type

      Important Note: The Transaction Type you select initially will be permanently hardcoded in the SmartFees file. If it changes later, such as from refinance to purchase, you must create a new SmartFees file to receive updated information and fees for the new transaction type.

    2. Closing/Settlement Date

    3. Lien Position

    4. Concurrent Loan

    5. Renovation Loan

    6. Construction-Perm

    7. Closing/Settlement Date: This field auto-populates to sixty (60) days from the current date. If you have a specific closing or settlement date, you can adjust it.

    8. Loan Number

    9. Property Address

    10. City

    11. ZIP. When you enter a valid ZIP code, SmartFees automatically populates the county and state information based on that ZIP.

    12. Loan Type

    13. Property Type

  2. Click Continue. The Questions tab displays.

(3) Complete the Questions tab

  1. On the Questions tab, verify all fields in the Required Fields section and update any incorrect or missing information.

    Note: You may see different questions on the Questions tab depending on your account configuration or the property’s location. The questions are dynamic and based on the loan file data.

  2. Review the Customize section in the Questions tab for accuracy, and update if applicable.

    • How many Title Update Fees are needed for this transaction? (Can be increased up to 12.)

    • Size of home (sq. ft.)

    • Will this transaction require a Power of Attorney? (Defaults to No.)

    • Will this transaction require an after hours or out of office closing? (Defaults to No.)

    • How many Document Signing Fees are needed for this transaction? (Defaults to 1 and can be adjusted.)

  3. Click Continue to Fees. The Fees tab displays.

(4) Complete the Fees tab

  1. From the Fees tab, review and confirm the providers returned for Title and Closing Services, and make adjustments as needed.

    Tip: Click the Details link to view additional information, including the provider’s rate breakdown, policies, additional fees, and endorsements. Use the Remove link to remove a specific provider from your file. The Remove feature is configurable. Depending on your organization’s settings, this button may not be available.

  2. To choose a different provider, click the Select Provider link.

    Note: The default providers displayed on your file are based on your account configuration and the provider closest to the subject property is generally selected.

  3. Use the Sort By or Search Providers fields to locate a new provider.

  4. Once you locate the provider, click Add to File to apply your selection.

  5. Next, from the Fees tab, review the Recording Fees/Transfer Taxes section for accuracy.

  6. If you need to add additional document types to your file to obtain recording fees for, then click Edit Recording Fees/Transfer Taxes.

  7. Next, click Add/Edit Additional Documents.

  8. Select the checkbox next to each document type you want to include and calculate recording fees for, then click Add Documents.

  9. Adjust the page counts and details for the document(s) being recorded, if applicable.

    Warning: Adjusting the page count defaults can impact the guarantee on your SmartFees file.

  10. Click Calculate.

  11. SmartFees displays a detailed breakdown preview of the calculated recording fees and transfer taxes. Review the information for accuracy.

  12. Click Save to File.

  13. Optionally, for purchase transactions in states that assess transfer taxes, click Edit Split to adjust how the transfer taxes are split between the buyer and seller when your purchase contract specifies an amount.

    Note: The Edit Split feature is configurable. Depending on your organization’s settings, this feature may not be available.

  14. Enter the appropriate percentage amounts in the Buyer Percent fields.

    Tip: If you have access to this feature and need to split the transfer taxes, it’s recommended that you select the Lock Tax Splits checkbox after updating the split. This prevents the split percentages from reverting to their default values if additional changes are made later.

  15. Click Save.

  16. To add a service to your file, for example a pest inspection, click the Add Additional Services button.

  17. Select the service type from the dropdown menu.

    Tip: Refer to the SmartFees Service Provider Fees & Definitions guide for a complete list of available service types and their descriptions.

  18. Click Select Provider. SmartFees will automatically populate the appropriate provider and fee on your file based on the service you selected.

(5) Export to Encompass and generate the Transaction Detail Report

  1. Click Export to Encompass.

  2. Review the Encompass-SmartFees Comparison. This comparison displays the current Encompass values against SmartFees values. Verify the accuracy of all fee details, paying close attention to any values highlighted in red text, which indicate new fees or recent changes.

  3. When your review is complete and the fees are verified, select Continue Export to proceed.

  4. Once the export is complete, click Ok on the confirmation pop-up.

  5. To view the exported fees in your loan file, navigate to the Forms menu, then select 2015 Itemization.

  6. From the Forms menu, select Settlement Service Provider List to view the providers exported to your loan file.

  7. Finally, access your eFolder to view the SmartFees Transaction Detail Report. This report compiles all the file information, including fees, services and providers from your SmartFees file for the purposes of the guarantee.

    Critical Concept: Once you generate the file guarantee (your initial SmartFees order with Transaction Detail Report), any subsequent update that affects fees or taxes requires a new guarantee.

    To do this, first make any necessary loan file updates in Encompass, then launch SmartFees. Export the updated details back to Encompass by clicking Export to Encompass. This creates a new Transaction Detail Report that includes date and time stamps showing when the changes were made.

    SmartFees displays a yellow banner, on the Fees tab, reminding you to create a new guarantee when it detects changes that affect fees or taxes.

Follow these steps to submit a SmartFees order on Encompass Web.

(1) Initiate the SmartFees order

  1. Log in to the Encompass® Web Portal using your credentials.

  2. In your Pipeline, locate and select the relevant loan from the list of records.

    Note: Ensure all applicable loan data is complete and saved in the loan file before submitting a SmartFees order.

  3. Select Services from the left-hand navigation bar, then click All Services from the menu.

  4. Click Order Service.

  5. In the Order Service pop-up, select Closing Fees from the Categories menu, then choose CoreLogic SmartFees from the Providers menu.

  6. Click Next to launch SmartFees.

  7. Once your file is created, the File Summary will display. This summary includes high level details about your file and provides your SmartFees ID, which is required by our Support team if you need assistance with a SmartFees order.

(2) Complete the File Data tab

  1. On the File Data tab, review and confirm all populated information to ensure it is accurate and complete.

    Note: Based on the completeness of your loan file in SmartFees, the system may direct you to a different tab when you open the file. This occurs when SmartFees identifies missing or outdated information that requires your attention. Regardless of the tab you are directed to, it is best practice to review the file from left to right—beginning with the File Data tab—to ensure all information is accurate and complete.

    File Data tab fields include:

    1. Transaction Type

      Important Note: The Transaction Type you select initially will be permanently hardcoded in the SmartFees file. If it changes later, such as from refinance to purchase, you must create a new SmartFees file to receive updated information and fees for the new transaction type.

    2. Closing/Settlement Date

    3. Lien Position

    4. Concurrent Loan

    5. Renovation Loan

    6. Construction-Perm

    7. Closing/Settlement Date: This field auto-populates to sixty (60) days from the current date. If you have a specific closing or settlement date, you can adjust it.

    8. Loan Number

    9. Property Address

    10. City

    11. ZIP. When you enter a valid ZIP code, SmartFees automatically populates the county and state information based on that ZIP.

    12. Loan Type

    13. Property Type

  2. Click Continue. The Questions tab displays.

(3) Complete the Questions tab

  1. On the Questions tab, verify all fields in the Required Fields section and update any incorrect or missing information.

    Note: You may see different questions on the Questions tab depending on your account configuration or the property’s location. The questions are dynamic and based on the loan file data.

  2. Review the Customize section in the Questions tab for accuracy, and update if applicable.

    • How many Title Update Fees are needed for this transaction? (Can be increased up to 12.)

    • Size of home (sq. ft.)

    • Will this transaction require a Power of Attorney? (Defaults to No.)

    • Will this transaction require an after hours or out of office closing? (Defaults to No.)

    • How many Document Signing Fees are needed for this transaction? (Defaults to 1 and can be adjusted.)

  3. Click Continue to Fees. The Fees tab displays.

(4) Complete the Fees tab

  1. From the Fees tab, review and confirm the providers returned for Title and Closing Services, and make adjustments as needed.

    Tip: Click the Details link to view additional information, including the provider’s rate breakdown, policies, additional fees, and endorsements. Use the Remove link to remove a specific provider from your file. The Remove feature is configurable. Depending on your organization’s settings, this button may not be available.

  2. To choose a different provider, click the Select Provider link.

    Note: The default providers displayed on your file are based on your account configuration and the provider closest to the subject property is generally selected.

  3. Use the Sort By or Search Providers fields to locate a new provider.

  4. Once you locate the provider, click Add to File to apply your selection.

  5. Next, from the Fees tab, review the Recording Fees/Transfer Taxes section for accuracy.

  6. If you need to add additional document types to your file to obtain recording fees for, then click Edit Recording Fees/Transfer Taxes.

  7. Next, click Add/Edit Additional Documents.

  8. Select the checkbox next to each document type you want to include and calculate recording fees for, then click Add Documents.

  9. Adjust the page counts and details for the document(s) being recorded, if applicable.

    Warning: Adjusting the page count defaults can impact the guarantee on your SmartFees file.

  10. Click Calculate.

  11. SmartFees displays a detailed breakdown preview of the calculated recording fees and transfer taxes. Review the information for accuracy.

  12. Click Save to File.

  13. Optionally, for purchase transactions in states that assess transfer taxes, click Edit Split to adjust how the transfer taxes are split between the buyer and seller when your purchase contract specifies an amount.

    Note: The Edit Split feature is configurable. Depending on your organization’s settings, this feature may not be available.

  14. Enter the appropriate percentage amounts in the Buyer Percent fields.

    Tip: If you have access to this feature and need to split the transfer taxes, it’s recommended that you select the Lock Tax Splits checkbox after updating the split. This prevents the split percentages from reverting to their default values if additional changes are made later.

  15. Click Save.

  16. To add a service to your file, for example a pest inspection, click the Add Additional Services button.

  17. Select the service type from the dropdown menu.

    Tip: Refer to the SmartFees Service Provider Fees & Definitions guide for a complete list of available service types and their descriptions.

  18. Click Select Provider. SmartFees will automatically populate the appropriate provider and fee on your file based on the service you selected.

(5) Export to Encompass and generate the Transaction Detail Report

  1. Click Export to Encompass.

  2. Review the Encompass-SmartFees Comparison. This comparison displays the current Encompass values against SmartFees values. Verify the accuracy of all fee details, paying close attention to any values highlighted in red text, which indicate new fees or recent changes.

  3. When your review is complete and the fees are verified, select Continue Export to proceed.

  4. Once the export is complete, click Ok on the confirmation pop-up.

  5. To view the exported fees in your loan file, navigate to the Forms menu, then select Fee Itemization.

  6. From the Forms menu, select Settlement Service Provider List to view the providers exported to your loan file.

  7. Finally, access your eFolder to view the SmartFees Transaction Detail Report. This report compiles all the file information, including fees, services and providers from your SmartFees file for the purposes of the guarantee.

    Critical Concept: Once you generate the file guarantee (your initial SmartFees order with Transaction Detail Report), any subsequent update that affects fees or taxes requires a new guarantee.

    To do this, first make any necessary loan file updates in Encompass, then launch SmartFees. Export the updated details back to Encompass by clicking Export to Encompass. This creates a new Transaction Detail Report that includes date and time stamps showing when the changes were made.

    SmartFees displays a yellow banner, on the Fees tab, reminding you to create a new guarantee when it detects changes that affect fees or taxes.

Outcome

You can submit a SmartFees order, add or confirm provider fees, generate the guarantee, and read the Transaction Detail Report.

Governance