How to choose the best conveyancing software for your firm
Conveyancing is a high-velocity, low‑margin, zero‑tolerance discipline. Clients want real‑time updates, introducers expect visibility, and regulators demand airtight audit trails. The firms that thrive are those that replace ad‑hoc spreadsheets and inbox juggling with a single, disciplined workflow. InTouch is built for that reality: a conveyancing case management platform that manages the entire file from first enquiry to post-completion, with flexible integrations to the solutions you know and love for client accounting, searches, and everything in between.
Speed and efficiency
Clients expect issues to be addressed almost instantly. They expect emails to be answered immediately and for funds to be moved quickly. This is all a result of technology moving forward at an incredible rate.
Therefore, software needs not only to keep up with technology trends, but also to start setting them. In the legal field, the best software packages are those that continually seek ways to improve and anticipate client needs. This is where InTouch really comes in.
Starting with the stakeholders
The primary client requirements for any matter or transaction are communication and information. Historically, the only way to get any information from a legal professional about your case was to call the practice and speak to them directly.
Whilst there is still a requirement for this in certain circumstances, it is a massive undertaking for the firm to extrapolate the number of active clients across all legal and support staff within the firm. It is now forward-thinking software packages, such as InTouch, that have identified this as unnecessary for basic questions about matter progress. The answer, therefore, is to put the control into the client’s hands by giving them a Stakeholder Portal.
The InTouch Portal enables clients to log in and check the status of their file without needing to contact the firm. It can also be used as an ongoing means of communication by utilizing task notes, as well as automatic update emails sent every time a task is completed by the firm. The firm also has the option to send documentation through the portal for review and signature.
This not only significantly increases the firm's efficiency by reducing phone calls but also gives the client peace of mind that things are progressing smoothly and that they will be kept updated on an ongoing basis. A Stakeholder portal can also be used for the client to upload their ID, and the firm to carry out ID checks fully, without having to undertake a laborious manual process.
Flexible software
InTouch also appreciates that choice and flexibility are tremendous benefits. The legal market is now in a position where one package cannot undertake absolutely everything required for specific work to be done. It therefore needs to allow for outside integrations and provide firms with a choice. Numerous types of outside integrations can be beneficial to a practice. Since the case management system is always at the core of any firm, it makes sense to allow this integration to keep the firm efficient and provide the best service to its clients.
Integrations include:
AML Checks, Source of Funds & Onboarding
Outside email integration such as Outlook and Gmail
Office 365 and Microsoft Exchange
Client accounting with Xero & InTouch
Integrations with search providers and other third parties
A 360-degree system
It is crucial to keep everyone in the firm “on-system” to achieve maximum efficiency. So, InTouch concentrates on making life as easy as possible for the Fee Earner, while still ensuring each case is managed in a compliant and timely manner. After extensive research on the most efficient ways to run a matter, InTouch developed a range of “out of the box” property-related workflows. With the workflow readily mapped out by the software at the beginning of the matter, the fee earner on the file can easily work through each stage and update their client accordingly.
Additionally, having the flexibility to adjust things as the case progresses or change them as queries arise is very useful. Workflows do not have to be complicated. Providing that all tasks, contacts, and documentation are in one place, working through the matter can be very straightforward, even if complications arise along the way.
From front to back office
Considering the back office and accounting functions is also not something that can be overlooked by software, and it isn’t by InTouch. After all, every firm needs to have a good accounts department that is reliable. The accounts department itself therefore must be able to rely on the software that it is using. The best software pays special attention to the day-to-day accounting operations and thinks carefully about several things such as:
Compliance with the Accounts Rules
Presentation to the user
Functionality and ease of use
Double entry and how transactions appear on the general ledger
Reporting
Legal cashiers aim to have system set up so that the daily entries into the accounts system can be undertaken quickly. This means that the ledger needs to be easy to read and the entries easy to do without unnecessary complication. Also having a system that anticipates what is going to be required on an accounts ledger for a certain area of work is a huge bonus! Take a residential purchase for example. We know that there are certain items that are going to be required on every single one:
Searches (environmental/local authority/water) etc.
Bankruptcy search fees
Office copy Entries
Land registration fees
Professional charges to the firm itself
Being able to record the cost for these as receivables in advance is a huge advantage, especially when it comes to final billing and the completion statement. It makes reconciliation of the file at the end much easier and ensures that nothing is missed. It also provides a great overview for the fee earner running the matter.
Ready to learn more?
These are just a few of the ways that certain forward-thinking software, such as InTouch, aims to enhance the experience for legal professionals and their clients. To see what our software could do for your firm, get in touch and book a demo today.
Frequently Asked Questions
What software do conveyancers use?
Conveyancers typically use specialised conveyancing software designed to manage the legal and administrative aspects of property transactions. These tools often include features for document management, client communication, task tracking, and compliance checks. The choice of software often depends on the firm’s specific needs and the size of their operation.
What makes good conveyancing software?
The best conveyancing software should be tailored to your needs, with the primary goal of simplifying your workflow. It should reduce workload, minimise human error, and speed up the conveyancing process. Look for software that offers comprehensive integrations, automation features, and robust security measures to protect against potential fraud.
How do I choose a case management system?
Choosing the right case management system involves considering several key factors to ensure it meets your needs:
Functionality: Identify the specific features you need, such as document management, time tracking, billing, task automation, and client communication tools. The system should streamline your workflow and enhance productivity.
Ease of Use: The system should be user-friendly and intuitive, reducing the learning curve for your team. A complicated system can lead to inefficiencies and frustration.
Customisation: Look for a case management system that can be tailored to fit your practice’s unique processes and needs. Flexibility in customisation can help the system grow with your business.
Integration: Ensure the system integrates well with other software you use, such as accounting, email, and other legal tools. This will help create a seamless workflow and prevent data silos.
Security: Given the sensitive nature of client information, robust security features are essential. Look for systems with strong encryption, secure access controls, and regular updates to protect against cyber threats.
Supportand Training: Consider the level of customer support and training offered. A good system provider will offer comprehensive onboarding and ongoing support to ensure you get the most out of the software.
Cost: Evaluate the pricing structure to ensure it fits within your budget. Consider both the upfront costs and any ongoing fees, as well as the return on investment the system offers in terms of efficiency and productivity gains.
Scalability: Choose a system that can grow with your practice. As your business expands, the software should be able to handle increased caseloads and additional users without compromising performance.
By carefully considering these factors, you can select a case management system that best supports your practice’s needs and goals.
