Paperless Conveyancing - Manage Your Files Without Touching a Piece of Paper
The change is happening and with the next mandate on 1 July 2018, you should be prepared for the transition to eConveyancing.
To help you prepare for the digital shift we have produced a complimentary “Paperless Conveyancing” whitepaper as a helpful guide to assist you in moving towards a fully digitalised system.
Download your copy today to make your transition a smooth one!
Recognise this picture?
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How about this one?
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They are both in fact photos of the unveiling of the new Pope at St Peter's Basilica, Vatican City. The first one is in 2005 and the second is in 2013: the same location but with a separation of eight years. In 2005 you can see there is only one visible person holding a flip phone. In the second 2013 image absolutely everyone is holding some form of device whether it be a smartphone or tablet and is taking a photo of the unveiling of the new Pope. This is five years ago now so imagine how far technology has come now we’re in 2018!
The purpose of the two images is to illustrate (what you probably already know) that technology is now part of our everyday lives. If you look around your office, everyone would be using a computer and handheld device - whether it’s for work or personal use.
The purpose of the two images is to illustrate (what you probably already know) that technology is now part of our everyday lives. If you look around your office, everyone would be using a computer and handheld device - whether it’s for work or personal use.
Technology is in our everyday lives
It really wasn’t that long ago that technology was the domain for what we called “computer geeks”. Now, technology is extremely commonplace. If you think about your own experiences with technology, how many people use their phone as an alarm clock? Almost everybody does! Then what do you do? You roll over, turn off the alarm and you tend to check Facebook, messages, emails or news. Then for those who use public transport to commute to work you more than likely use your smartphone or tablet to brighten the trip. At work you use either a desktop or laptop computer during work hours. Then when you get home you might use a tablet while watching television.
People’s expectations of technology have fundamentally changed a lot in the last five to ten years. 2005 might not feel like that long ago – but 13 years is a long time. Back then very few people would take photos on a mobile phone. Technology has allowed phones to be almost like mobile computers. Phones can take photos, record video, communicate in real-time around the world and use applications that allow you to run your business – if you have the right technology.
People’s expectations of technology have fundamentally changed a lot in the last five to ten years. 2005 might not feel like that long ago – but 13 years is a long time. Back then very few people would take photos on a mobile phone. Technology has allowed phones to be almost like mobile computers. Phones can take photos, record video, communicate in real-time around the world and use applications that allow you to run your business – if you have the right technology.
Our expectation is ‘simple & instant’
The changing landscape of mobile technology has change our levels of expectation. We now expect everything to be simple and instant. Take Virgin or QANTAS websites for example. If you think about it, not too long ago you would have to go to a Travel Agent to even book a domestic flight. Now you can go to a website, book a flight, receive your itinerary and boarding pass before you check-in. Think about how easy it’s become to order items online. Many items can now be bought and delivered to your door within 24 hours. It wasn’t that long ago this was a much more convoluted process. The same applies to many industries that have leveraged technology to make things simpler and instant for their customers.
Connectivity – blurring the lines between personal and professional lives
So why can’t we have that beautiful, simple and instant technology that’s available in our personal life also available in our professional life? Because at the end of the day, connectivity has really blurred the lines between personal and professional lives.
No longer do we totally disconnect when we leave the office. If you’re a small business owner this isn’t easy. People will call you and emails will be sent before and after work. So why can’t we have that simple and instant technology that we’re used to in our personal lives, also available in our professional lives?
No longer do we totally disconnect when we leave the office. If you’re a small business owner this isn’t easy. People will call you and emails will be sent before and after work. So why can’t we have that simple and instant technology that we’re used to in our personal lives, also available in our professional lives?
Bringing it all together: paperless conveyancing
That is where something like Smokeball really comes into play. This is where you can bring it all together with paperless conveyancing.
What if you had a single point where you entered in all your information once and then its saved permanently? You can access your matter information on the go anywhere, at any time so that you’re no longer tethered to the office? Then, you can access the information from your phone, you can create, compile and send documents without printing. What if you could organise your settlement via PEXA or via a Settlement Agent without picking up the phone? Or what about less (or no) reliance on paper and ‘hard copy’ documents? I know it’s not always easy to shy away from going completely paperless, but what if you had the capabilities to have all your client and matter information, your incoming and outgoing correspondence and everything else that is important to your business stored in a single electronic location that is saved forever?
What if you had a single point where you entered in all your information once and then its saved permanently? You can access your matter information on the go anywhere, at any time so that you’re no longer tethered to the office? Then, you can access the information from your phone, you can create, compile and send documents without printing. What if you could organise your settlement via PEXA or via a Settlement Agent without picking up the phone? Or what about less (or no) reliance on paper and ‘hard copy’ documents? I know it’s not always easy to shy away from going completely paperless, but what if you had the capabilities to have all your client and matter information, your incoming and outgoing correspondence and everything else that is important to your business stored in a single electronic location that is saved forever?
Technology: Now adapting to our Professional lives
The beautiful and easy to use technology that we have available in personal lives is, in fact, available in our professional lives too - the thing is just not a lot of people know about it yet!
Paperless Conveyancing in five easy steps:
1. Online verification of identity
Some of you may have already used InfoTrack’s IDfy VOI, where you can easily navigate through a verification of identity and save that back to your practice management system, such as Smokeball, or save it electronically. You don’t have to send someone to Australia Post anymore, you can now do it all electronically and effortlessly from the comfort of your office.
VOI facts:
2. Online certificates
This has been around for a while, but the ability to then use online certificates to compile contracts without printing anything can be done very easily. Through InfoTrack, our searching integration partner, we offer both online certificates and online contracts.
3. Online contracts
Online contracts (eCOS) are secure, fast and easy using our searching integration partner InfoTrack. Online certificates allow you to:
4. Digital signing
This provides you with the ability to create a contract, get the other party to sign it electronically and then send it back to them without picking up a piece of paper. Digital signing saves you time and money by allowing you to execute documents faster and avoid the hassle of printing, scanning and posting.
SignIT, available through our integration with InfoTrack, allows you to upload any document and send it to parties via a secure and encrypted email link. Parties can review and sign the document online from any location. You can track who has signed the document and once all parties have executed and everyone receives a final signed copy. This saves all parties time and improves the user experience. Posting documents to your client with return self-addressed envelopes is quickly becoming a thing of the past!
5. Electronic settlement (PEXA)
The other thing to mention is that as of 1 July 2018, all standalone caveats, transfers, mortgages and refinances must be lodged online via PEXA. This adds a layer of complexity to running your business because a lot of people are still doing these manually. A lot of solicitors and conveyancers are still lodging things in the traditional sense. So, now is a great time to consider your business and how you can do things electronically but within a more seamless environment.
Paperless Conveyancing in five easy steps:
1. Online verification of identity
Some of you may have already used InfoTrack’s IDfy VOI, where you can easily navigate through a verification of identity and save that back to your practice management system, such as Smokeball, or save it electronically. You don’t have to send someone to Australia Post anymore, you can now do it all electronically and effortlessly from the comfort of your office.
VOI facts:
- Compatible with iPhone, iPad and Android.
- Allows you to save incomplete identification data and finish orders later, once all identity documents have been received.
- Allows you to verify the identity of your clients from any location.
- Allows you to maintain face-to-face contact with clients during identification.
- Eliminates the need for document scanning, photocopying and physical filing.
2. Online certificates
This has been around for a while, but the ability to then use online certificates to compile contracts without printing anything can be done very easily. Through InfoTrack, our searching integration partner, we offer both online certificates and online contracts.
3. Online contracts
Online contracts (eCOS) are secure, fast and easy using our searching integration partner InfoTrack. Online certificates allow you to:
- Order your Contract, searches and certificates in a few clicks.
- No need to manually print, collate and scan documents to compile the contract.
- Edit pages 1 & 2 of the Contract easily.
- Edit the property address prior to ordering the Contract.
- Watermark the Property Address automatically across the Contract General Conditions pages.
- Compile the entire Contract into a single combined .pdf that you can easily save and email.
- Information is prepopulated – It is drawn from the title and mapped into the Contract.
- All additional documents can be imported including Special Conditions, Section 66W, survey plans, and requisitions on title.
- Cost is captured automatically within Smokeball.
4. Digital signing
This provides you with the ability to create a contract, get the other party to sign it electronically and then send it back to them without picking up a piece of paper. Digital signing saves you time and money by allowing you to execute documents faster and avoid the hassle of printing, scanning and posting.
SignIT, available through our integration with InfoTrack, allows you to upload any document and send it to parties via a secure and encrypted email link. Parties can review and sign the document online from any location. You can track who has signed the document and once all parties have executed and everyone receives a final signed copy. This saves all parties time and improves the user experience. Posting documents to your client with return self-addressed envelopes is quickly becoming a thing of the past!
5. Electronic settlement (PEXA)
The other thing to mention is that as of 1 July 2018, all standalone caveats, transfers, mortgages and refinances must be lodged online via PEXA. This adds a layer of complexity to running your business because a lot of people are still doing these manually. A lot of solicitors and conveyancers are still lodging things in the traditional sense. So, now is a great time to consider your business and how you can do things electronically but within a more seamless environment.
Upcoming PEXA Mandatory Date
The other thing to mention is that as of 1 July 2018, all standalone caveats, transfers, mortgages and refinances must be lodged online via PEXA. This adds a layer of complexity to running your business because a lot of people are still doing these manually. A lot of solicitors and conveyancers are still lodging things in the traditional sense. So, now is a great time to consider your business and how you can do things electronically but within a more seamless environment.
The NSW and VIC Governments have committed to a clear timeframe for transitioning to electonic conveyancing. Links to Australian State Government timelines can be found below:
SA Timeline:
1 Jan 2018
VIC timeline:
1 October 2018
1 August 2019
NSW timeline:
1 July 2018
October 2018:
1 July 2019:
The NSW and VIC Governments have committed to a clear timeframe for transitioning to electonic conveyancing. Links to Australian State Government timelines can be found below:
SA Timeline:
1 Jan 2018
- All standalone mortgage dealings must be lodged online
- All standalone refinance transactions must be lodged online
VIC timeline:
1 October 2018
- All combinations of transactions available in PEXA to be lodged electronically
1 August 2019
- All transactions to be lodged electronically
NSW timeline:
1 July 2018
- All standalone caveats must be lodged online
- All standalone transfers must be lodged online (all transfers where there are no mortgagees involved and no other registry dealing involved)
- All standalone mortgages and discharge of mortgages must be lodged online
- All refinances must be lodged online
- The above dealing(s) are not required to be lodged electronically if lodged with another dealing affecting the same folio(s) of the Register.
- The remainder of paper Certificates of Title held by non-ADIs will begin being replaced
October 2018:
- All the remaining paper Certificate of Titles held by ADIs will be replaced with e-Titles resulting in a bulk cancellation of paper titles
1 July 2019:
- All transfers, mortgages and discharges of mortgage must be lodged electronically. Therefore, whether there is one or more of these transactions affecting the same folio(s) of Register, all of them must be lodged electronically.
- All remaining paper Certificates of Title will be cancelled.
Top Five Benefits of embracing Paperless (Electronic) Conveyancing
1. Attract more clients:
Embracing e-conveyancing immediately sets you apart from conveyancers who haven’t taken the step into digital. You may start to attract more clients who prefer a quicker, simpler and more transparent way of doing things.
2. Get referrals:
As more banks and real estate agents join up with PEXA, they may look to refer matters to conveyancers who use the same system. Being considered for referrals may be as simple as letting local banks and real estate agents know that you’ve signed up with PEXA.
3. More time to grow your business:
Traditional conveyancing takes a lot of time. Scheduling settlement days, signing documents, attending settlements and dealing with settlement funds can be estimated to take up to 5 hours. This can all be completed in less than 15 minutes with electronic conveyancing. With this extra time up your sleeve you can spend it creating new business or doing more work.
4. Work-life balance:
Operating in a digital environment facilitates work-from-home options and flexible start times. You can complete a settlement from the convenience of your home or while dropping the kids off!
5. Stay competitive:
If you want to stay competitive in business, you simply must embrace change. Consumers are increasingly expecting things to be done with efficiency in the digital space. Adopting e-conveyancing will send a clear message to clients and potential clients that your business is tech-savvy and proactive.
Embracing e-conveyancing immediately sets you apart from conveyancers who haven’t taken the step into digital. You may start to attract more clients who prefer a quicker, simpler and more transparent way of doing things.
2. Get referrals:
As more banks and real estate agents join up with PEXA, they may look to refer matters to conveyancers who use the same system. Being considered for referrals may be as simple as letting local banks and real estate agents know that you’ve signed up with PEXA.
3. More time to grow your business:
Traditional conveyancing takes a lot of time. Scheduling settlement days, signing documents, attending settlements and dealing with settlement funds can be estimated to take up to 5 hours. This can all be completed in less than 15 minutes with electronic conveyancing. With this extra time up your sleeve you can spend it creating new business or doing more work.
4. Work-life balance:
Operating in a digital environment facilitates work-from-home options and flexible start times. You can complete a settlement from the convenience of your home or while dropping the kids off!
5. Stay competitive:
If you want to stay competitive in business, you simply must embrace change. Consumers are increasingly expecting things to be done with efficiency in the digital space. Adopting e-conveyancing will send a clear message to clients and potential clients that your business is tech-savvy and proactive.
How can Smokeball help?
- Firstly, you can access PEXA with one click of a button and you can create your workspace within moments. Our clients tell us this saves them up to 30 minutes per workspace.
- You have seamless integration with Microsoft Office, and InfoTrack searching.
- It’s also made specifically for conveyancers and property lawyers.
- You also have a cloud-based system with live data syncing. The minute you create a document it’s saved in the cloud. If you have staff working remotely it can be accessed from anywhere. If you have staff at the other end of the office you’re not having to push a sync button or wait for documents to update, it’s all happening in a live environment.
- You also have a phone and tablet app. A lot of our clients are working mothers and have to drop their kids off at school every day. Of course, then an agent will call and need a copy of a document. With the app, they can easily access the matter from their phone and send that document off without having to ring someone or scramble back to the office.
- Finally, Smokeball has a Support Team that all have industry experience and our response time is always less than 30 minutes. We also have dedicated 1300 number, and someone will pick up the phone! Plus a helpful Support Hub for articles, training videos and more.
