Settle More Files Without Drowning in Phone Calls
Conveyancing firms live and die by the volume of files they can move through PEXA without dropping the ball on client communication. Our AI receptionist fields vendor, purchaser, and real-estate-agent calls 24/7, captures settlement queries, and routes urgent matters straight to your licensed conveyancer — so you can focus on contracts, not phone tag.
Where the Phones Hurt a Conveyancing Practice
Conveyancing is detail work under tight legal deadlines. PEXA workspaces, Section 32 reviews, deposit confirmations, and settlement-day balancing all demand focused attention. Every interruption costs accuracy, and every missed enquiry costs a new file. The AI does the talking so your licensed conveyancer can do the conveyancing.
Vendors and Purchasers Want Reassurance, Not Answers
Most calls during the contract-to-settlement window are not new questions — they are anxious clients seeking confirmation that things are progressing. The AI gives them a calm, professional update keyed to the file stage (deposit received, Section 32 served, PEXA workspace created, settlement scheduled) without pulling your conveyancer out of a contract review. Clients hang up reassured; you stay in flow.
Agent Referrals Cannot Go to Voicemail
Real-estate agents make their calls during open inspections on Saturdays and after 6pm weeknights — exactly when the office is closed. An agent who reaches voicemail will send the next purchaser to a competing conveyancer. The AI takes every agent referral, captures the property address, vendor or purchaser details, and the agent's commission slip preference, then drops a file-open task into your practice management system before Monday morning.
Settlement Day Is a Phone Storm
Settlement day generates dozens of calls — banks confirming SWIFT funds, agents chasing keys, vendors wanting payout figures, purchasers worried about access times. Your settlement officer should be in PEXA, not on the phone. The AI fields the routine calls (settlement time, key collection address, agent commission status) and only interrupts your team for genuine show-stoppers like funds not appearing in the workspace.
Quote Enquiries Need Fast Conversion
A first-home buyer who has just signed a contract is shopping for a conveyancer right now. If they reach voicemail, they call the next firm on Google. The AI quotes your standard fee for the property type and state, explains what is included (PEXA, title search, adjustments, stamp duty calculation), captures contract details, and books a callback or instructs the buyer to email the contract straight to your intake address.
Mortgage Broker and Bank Coordination
Mortgage brokers and bank settlement officers expect immediate responses on settlement logistics. The AI answers their calls, confirms PEXA workspace IDs, relays expected settlement times, and books your conveyancer for a return call within the broker's preferred window. No more games of phone tag that push settlements into the following day.
Tailored for Australian Conveyancing Workflows
The AI is configured around the actual file stages, software, and regulators your practice deals with every day — not a generic receptionist script bolted onto a conveyancing label.
PEXA-Aware Status Updates
Pulls live file stage information from your practice management system so callers get an accurate, current update — not a generic "we will call you back".
- Reads file stage from Triconvey, ActionStep Conveyancing, Open Practice, Smokeball, or LEAP
- Confirms whether the PEXA workspace has been created and if the lodgement case is ready
- Reports whether Section 32 or contract has been issued, served, or signed
- Tells vendors when their deposit has been released from the agent's trust
Settlement Day Triage
On the day of settlement, the AI knows which files are settling and switches into a higher-urgency triage mode for those specific addresses and PEXA workspaces.
- Flags any call mentioning a settling property for immediate handling
- Distinguishes a "when will keys be available" call from a "funds have not appeared" call
- Notifies your settlement officer instantly if a bank or PEXA participant reports a workspace issue
- Confirms key collection locations and authorities to release keys
Quote and File-Open Intake
Converts inbound quote enquiries into properly captured intake records with everything you need to open a file the same day.
- Quotes your standard fee by transaction type (sale, purchase, transfer, off-the-plan)
- Captures contract details, property address, settlement date, and party details
- Asks the right state-specific questions (Vic Section 32, NSW Section 10.7, Qld Form 1, SA Form 1)
- Drops a file-open task into your practice management system with attachments forwarded by email
Real Estate Agent Handling
Recognises calls from your regular agent partners and gives them the priority handling that protects your referral pipeline.
- Caller ID matching against your agent partner list for VIP routing
- Captures vendor or purchaser referrals with property address and contract due date
- Confirms commission slip preferences and forwarding instructions
- Books an agent callback in your conveyancer's preferred slot the next business day
Searches and Notice Coordination
Handles routine status calls about title searches, rates certificates, owners corporation certificates, and council notices.
- Coordinates with InfoTrack and GlobalX for search status updates
- Reports back to clients on whether searches have returned and been reviewed
- Takes messages about Section 27 (Vic) early-release-of-deposit requests
- Captures variations to settlement instructions before passing to your team
Multi-Party File Communication
Most conveyancing files have at least four parties involved — vendor, purchaser, both agents, sometimes brokers. The AI keeps each party's communications attached to the right file.
- Tags every call to the correct file reference automatically
- Distinguishes vendor calls from purchaser calls on shared transactions
- Captures power-of-attorney callers and authorised-representative arrangements
- Maintains a per-file communication log accessible from your practice management system
Live Within a Fortnight, Including Software Integration
Most conveyancing firms are live with file-stage-aware AI reception within two weeks, including direct integration with their practice management system.
Map Your File Stages and Fee Schedule
We document your standard file stages (instructions received, contract drafted, Section 32 issued, signed, PEXA workspace created, ready for settlement, settled) and your fee schedule by transaction type. The AI is trained against your exact terminology.
Integrate Your Practice Management System
We connect to Triconvey, ActionStep, Smokeball, Open Practice, or LEAP via their API. The AI can read file status, write call notes, and trigger file-open tasks. Your existing matter numbers remain authoritative.
Forward Your Practice Number
Your existing landline or VoIP number is forwarded to the AI. You choose whether the AI takes all calls, only overflow calls, or only after-hours calls. Settlement-day mode can be triggered manually from the portal each morning.
Review, Tune, Scale
During the first month we review call recordings with you weekly and tune the file-stage scripts, agent partner list, and triage thresholds. After that, most firms find they need to adjust only when they add new transaction types or new agent referral partners.
State-by-State Conveyancing Nuance
Conveyancing is regulated state by state. The AI is configured around the actual statutory framework your firm operates under, not a generic Australia-wide script.
State-Specific Contract Terminology
The AI uses the correct contract and disclosure terminology for your state, so callers feel they have reached a competent local conveyancer the moment the AI answers.
- Victoria: Section 32 Vendor Statement and the Sale of Land Act
- NSW: Section 10.7 planning certificates and the Conveyancing Act
- Queensland: Form 1 Disclosure Statement and the Property Occupations Act
- South Australia: Form 1 disclosure and SA Land Registry processes
- Western Australia: Joint Form of General Conditions and Landgate searches
Trust Account Discipline and Privacy
Conveyancing handles material trust money and sensitive personal information. The AI is configured to never collect or quote trust account details over the phone and to follow Australian privacy obligations on call recordings.
- Never reads bank account details, BSBs, or PEXA workspace passwords to callers
- Caller-by-caller verification before discussing personal information attached to a file
- Australian data residency for all call recordings and intake records
- Retention aligned to ARCANZ (Vic) and the Conveyancers Act in each state
Licensed Conveyancer Boundaries
The AI is administrative, not advisory. It will never give legal advice, interpret a contract clause, or comment on cooling-off rights — those questions are routed straight to your licensed conveyancer with the file reference attached.
- Refuses to interpret contract clauses, cooling-off entitlements, or special conditions
- Escalates first-home buyer scheme questions to your licensed conveyancer
- Does not quote stamp duty figures beyond confirming the calculator result your team prepared
- Maintains the wall between administration and advice required by your licensing regulator
Scales With Settlement Surges
The end of the financial year, post-Easter, and the spring property season all create call-volume spikes that crush staffed reception. The AI does not slow down when you go from 80 calls a day to 240.
- No queue, no hold music — every caller answered within 8 seconds
- Handles multiple simultaneous calls during inspection-weekend surges
- No need to roster temp staff during EOFY conveyancing rush
- Generates an end-of-month communications report by file and by agent
Related Solutions for Property and Legal Practices
AI Receptionist for Law Firms
Broader legal-practice AI reception covering family law, litigation, and commercial enquiries — useful if your conveyancing practice sits inside a wider legal firm.
See law firm solution →AI Receptionist for Mortgage Brokers
Sister solution for the mortgage brokers you settle alongside. Many conveyancing firms recommend it to broker partners to keep settlement-day coordination tight.
Explore broker solution →AI Receptionist for Real Estate
Real-estate-focused AI reception for your referral partners. Helps agents respond to buyer enquiries during open inspections without missing your handover calls.
See real estate solution →Frequently Asked Questions
Settle More Files with Fewer Interruptions
Two weeks to set up, including practice management system integration. Your existing number keeps working. Every vendor, purchaser, and agent call answered, day or night.