- Team
- 1 licensed conveyancer + 1 support person
- Concurrent matters
- 40–55 at any time
- Practice systems
- LEAP + PEXA
- Matter types
- Purchase · Sale · Refinance
The Problem
Every conveyancing matter carries 8 to 12 critical dates — exchange, cooling-off expiry, finance approval, the building and pest inspection period, and settlement. Individually, none of them are difficult. Spread across 40-odd concurrent matters and tracked in a per-matter spreadsheet plus a shared calendar that was always slightly out of date, they become the entire job.
Settlement day compounded it. Preparation ran to two hours of manual calls and emails — confirming PEXA workspace status, chasing bank confirmation, obtaining agent release authority, checking council rates clearance. And when a settlement was delayed, which happens routinely, the ripple through contingent matters only surfaced on the morning it was due. Around all of that, most of the support person's day went to fielding the same three questions: when is settlement, has finance been approved, is the cooling-off period over. New enquiries came in by phone with no structured intake, so missing details — broker contacts, contract date, purchase price — were discovered mid-matter and chased down by hand.
How We Solved It
We automated the two things consuming the practice: tracking dates and answering questions about them.
Automated matter setup Once a new enquiry is confirmed, the client completes a structured intake form covering matter type, property address, contract date, and agent and bank or broker details. That form data creates the matter in LEAP directly, populates every contact and property field, and sets the initial key date sequence from the contract date supplied. Opening a matter now involves no manual data entry.
Key date engine Each matter carries its own tracked date calendar — exchange, cooling-off expiry, finance approval, building and pest inspection, settlement. Alerts reach the conveyancer at 10 days, 5 days and 48 hours before each critical date. When a settlement is delayed, any downstream contingent matters are flagged automatically, so the conveyancer can act on the delay rather than react to it.
Client status messaging Automated SMS and email go out at each milestone: contract received, cooling-off confirmed, finance approved, settlement date locked, settlement completed. Each is written in plain English with no PEXA or conveyancing jargon, which cuts the inbound "where are we up to?" calls substantially.
Settlement day checklist On the morning of each settlement, an automated checklist reaches the conveyancer covering PEXA workspace status, bank confirmation, discharge of mortgage, agent release authority, and outstanding council rates and strata levies — turning a two-hour manual process into a structured 30-minute review.
Impact
- 40+ concurrent matters managed without adding headcount — date tracking is fully automated
- Client status call volume down ~55%
- Settlement day prep cut from 2 hours to 30 minutes
- Zero missed cooling-off or finance approval dates since deployment
- Settlement delays caught 48 hours earlier — communicated ahead of time instead of on the day
