Settlement tracker portal
Clients see each step from contract to keys, what's waiting on them and the booked settlement date on their phone.
Conveyancing software: client portals & settlement tracking
Conveyancers: clients follow every step to settlement. Fewer 'where are we up to?' calls.
Clients ring every second day for updates, contracts land by email at 9pm, ID checks mean a trip into the office and the finance date lives in somebody's Outlook calendar. We build settlement tracking portals, online intake, ID checks and agent updates that sit alongside your practice software, then we host them and look after them.
Looking for conveyancing client portal software that cuts the update calls?
Buying or selling a home is one of the most stressful things your clients will ever do. So they ring. Then their parents ring. Then the agent rings and the broker emails. Your practice software runs the file beautifully but it was never built to keep anxious first home buyers calm, collect a rates notice or check a passport without a trip into town.
Wollopit builds the client-facing layer for conveyancing practices. Clients see each step to settlement, what's waiting on them and when they'll get the keys. Instructions, ID checks, documents and signatures come in online and land on the right matter. Agents and brokers get their own view. We connect to the tools you already use, like LEAP, Smokeball, Actionstep, InfoTrack and PEXA where they allow it, then host and maintain the lot so your team can get back to the actual conveyancing.
01The problems
What we hear from conveyancers
Does your conveyancing practice have these problems? Here's how we'd fix them.
Most practices we talk to are brilliant at the legal work. It's the chasing, the phone tag and the email attachments that eat the day.
- The problem'Where are we up to?' callsBuyers ring, then their parents ring, then the agent rings. Every call pulls a clerk off a file to say 'still waiting on the bank'.How we fix itA settlement tracker portal showing each step, what's done, what's waiting on the client and the booked settlement date.
- The problemInstructions arrive in piecesA forwarded contract, a half-filled PDF form and a phone message. Names spelt wrong and no lender listed.How we fix itAn online intake form that captures parties, property, lender, broker and agent, then sets up the matter in your practice software.
- The problemID checks mean an office visitClients take time off work to show a passport. Interstate and overseas sellers hold the whole thing up.How we fix itOnline VOI through a provider you trust, sent as a link, with the result filed straight to the matter.
- The problemDocuments scattered through inboxesRates notices, discharge forms, payout letters and passports sitting as attachments across three staff inboxes.How we fix itSecure uploads against a checklist for each matter. Clients see what's needed and you see what's arrived.
- The problemPayment redirection scamsOne fake email with changed bank details and a client's deposit is gone. Everyone holds their breath on settlement week.How we fix itTrust account details shown only inside the logged-in portal, scam warnings on every page and a call-to-confirm step before funds move.
- The problemKey dates slipCooling-off, finance, building and pest and settlement dates sit in one person's diary. Then that person goes on leave.How we fix itDates captured once into a matter board, with reminders to your team, the client, the broker and the agent.
- The problemQuotes taken over the phoneShoppers ring three conveyancers for a price and pick whoever calls back first.How we fix itAn instant quote on your website with your fees, searches and disbursements that turns into a signed engagement.
- The problemAgents and brokers chasing tooThe selling agent wants to know if it's unconditional. The broker wants to know if the bank has booked in.How we fix itA referrer login so agents and brokers see the milestones on matters they're part of, without ringing you.
- The problemPrint, sign, scan, repeatEngagement letters and authorities printed at home, signed crooked and photographed on the kitchen bench.How we fix itEngagement letters, authorities and client forms signed online and filed to the matter automatically.
- The problemSettlement figures nobody understandsAdjustments for rates and water baffle clients, so they ring to ask what they actually owe.How we fix itPlain-English settlement figures in the portal, with what's due, when and how to pay it safely.
- The problemNothing happens after settlementKeys handed over, file closed and the client never hears from you again until they forget your name.How we fix itAutomatic settlement-day messages, a Google review request and a thank-you to the referring agent or broker.
02What we build
Solutions
What we build for conveyancers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Online intake & instructions
Purchase, sale and transfer forms that capture parties, property, lender, broker and agent, then create the matter.
Instant quote calculator
Your fees, searches and disbursements by property type and state, with a transfer duty estimate and online acceptance.
Online ID verification
VOI links sent by SMS or email through a provider you choose, with results filed to the matter.
Secure document uploads
A checklist for each matter, encrypted uploads and reminders for anything still missing.
Online signing
Engagement letters, authorities and client forms signed with DocuSign or Adobe Acrobat Sign and filed automatically.
Key dates & reminders
Cooling-off, finance, building and pest and settlement dates with SMS and email nudges to everyone who needs them.
Matter board
Every file by stage, who's on it, what's stuck and what's settling this week on one screen.
Agent & broker portal
Referrers see milestones on their matters, get unconditional alerts and stop ringing reception.
Automatic client updates
Milestone emails and SMS that send themselves when a step is ticked off, written in plain English.
Settlement figures explainer
Adjustments and amounts due laid out simply, with trust account details shown only in the portal.
Reviews & referrals
Settlement-day messages, Google review requests and referrer thank-yous that happen on their own.
A website that wins instructions
Hand-built, quick on mobile, with instant quotes and online instructions, built to rank for 'conveyancer near me'.
03The systems
The big ones
Your whole practice, visible to the people who need it.
These are the systems conveyancers ask us about most. Each one works on its own and they get properly clever when they're joined up with your practice software.
Settlement tracking
Every step to settlement, on their phone.
Clients log in and see exactly where their purchase or sale is up to, what's waiting on them and when they'll get the keys. Your team ticks a milestone and the client, the agent and the broker all know without a single phone call.
- Plain-English steps from contract to keys
- What's waiting on the client, front and centre
- Booked settlement date and time
- Automatic SMS and email on each milestone
- Purchase, sale and transfer templates
- State-specific steps for each jurisdiction
- Message the team inside the portal
- Settlement figures explained simply
- Works on any phone, no app to install
- Your branding, not ours
Intake & quotes
New instructions that set themselves up.
Shoppers get an instant quote on your website and accept it on the spot. The intake form captures every party, the lender, the broker and the agent, then creates the matter so nobody retypes a thing.
- Instant quotes by property type and state
- Fees, searches and disbursements itemised
- Transfer duty estimate
- Quote acceptance and engagement online
- Purchase, sale and transfer intake forms
- Contract upload straight from the agent
- Matter created in your practice software
- Quote follow-ups that send themselves
- Referral source tracked on every matter
ID & secure documents
ID checks and documents, without the office visit.
VOI links go out by SMS and clients verify from the couch. Documents come in through secure uploads against a checklist, signatures happen online and bank details never travel by email.
- Online VOI through your chosen provider
- Results filed to the matter
- Checklist of documents for each matter
- Encrypted uploads, no email attachments
- Reminders for missing documents
- Online signing for engagements and authorities
- Trust details shown only in the portal
- Scam warnings and call-to-confirm prompts
- Access log for every document
Matter board & dates
Every file, every date, one screen.
See every matter by stage, who's handling it and what's stuck. Cooling-off, finance, building and pest and settlement dates trigger reminders well before they become a problem, even when someone's on leave.
- Matters by stage on a shared board
- Key dates captured once
- Reminders to staff, clients and referrers
- Settlements this week at a glance
- Stuck files flagged automatically
- Workload per conveyancer and clerk
- Leave cover without lost dates
- Synced with Outlook calendars
- Reports on matters opened and settled
Agent & broker portal
Agents and brokers stop ringing too.
Referring agents and brokers get their own login showing the milestones on matters they're part of. Unconditional alerts and settlement confirmations go out on their own and they'll keep sending you work because you're easy to deal with.
- Referrer logins for agents and brokers
- Only the matters they're part of
- Unconditional and settlement alerts
- Contracts sent straight into intake
- Referral history per agent or broker
- Thank-you messages after settlement
- No client documents shared without approval
- Agency-wide or individual access
04How it changes
Before and after
A first home purchase, wolloped.
Here's how a typical first home purchase could change. Every practice is different, so we map yours first.
Before
- First home buyers ring every week for an update
- Contract and documents emailed back and forth
- Both buyers take time off for ID checks at the office
- Finance date nearly slips past in a busy diary
- Bank details sent by email and everyone holds their breath
- Settlement week arrives and nobody's sure what's owed
After
- They check the portal and see the next step
- Documents uploaded securely against a checklist
- VOI done on their phones from the couch
- Finance reminder went to them, the broker and your clerk
- Trust details only in the portal with a call-to-confirm step
- Plain-English settlement figures waiting a week out
05Services
Everything under one roof
Software, websites and systems for conveyancers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for conveyancers
Built around how your conveyancing practice actually runs: settlement tracker portal, online intake & instructions and the admin in between, in one system you own.
Websites for conveyancers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Conveyancing practice system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for conveyancers
Instant quote calculator and online ID verification: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect PEXA, Sympli and LEAP so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your conveyancing practice, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside practice software you're happy with or replace the bits holding you back.
- PEXA
- Sympli
- LEAP
- Smokeball
- Actionstep
- InfoTrack
- GlobalX
- Xero
- MYOB
- DocuSign
- Adobe Acrobat Sign
- Stripe
- Microsoft 365
- Outlook
- Mailchimp
- realestate.com.au
- Domain
- Google Business Profile
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your conveyancing practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your conveyancers, clerks and reception to see where the calls, emails and chasing actually come from.
- 02
Archi-tech
We plan it before writing code: your matter steps, intake, ID checks, documents, referrers, practice software links, security, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the settlement tracker first, so the phone goes quiet sooner.
- 04
Look after
We host it, keep it secure and keep improving it. When something needs changing you call the people who built it.
08Questions
FAQ
Things conveyancers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Does it replace our practice software?
No. It works alongside LEAP, Smokeball, Actionstep or whatever you run as the client-facing layer. The legal work stays where it is and the portal shows clients what they need to see.
Do we have to switch platforms?
No. We build around what already works for you. If something is genuinely holding you back, we'll show you what replacing it would involve before anything changes.
Can it show PEXA or Sympli settlement progress?
Where those platforms allow integrations we use them. Where they don't, your team ticks the milestone once and the client, agent and broker see it straight away.
Is online ID verification good enough for VOI?
We connect to established identity verification providers you already trust, such as InfoTrack, so checks follow the standard you work to now. Your practice still reviews and signs off.
How do you keep client data and bank details safe?
Documents are encrypted and only visible to the right people. Trust account details live inside the logged-in portal, never in emails, with clear scam warnings and a call-to-confirm step.
Can agents and brokers see our matters?
Only the matters they're part of and only the milestones you choose to share. Client documents stay private unless you approve otherwise.
How much does it cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like an instant quote or online intake can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most conveyancers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a conveyancing practice problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.