Document & Information Collection

Q: Will clients notice a different process?

Clients receive the same checklist and reminders they get today, just sent and tracked automatically rather than manually.

Q: Does this work with our existing case management system?

The automation connects to common matter management, email, and storage tools already used in conveyancing practices.

Q: What happens when a document is missing or wrong?

Outstanding or incorrect items are flagged automatically so staff can follow up only where judgment is needed.

Q: Is this suitable for a small conveyancing team?

The workflow scales to the volume of matters handled, so it fits practices of varying sizes without added administrative burden.

Clients submit everything your practice needs before the matter stalls, without a single phone call from your team.

144 hrs

Manual time identified

Companies have mapped

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About This Automation

Collecting client identity, proof of address, and funds documents for a property matter involves repeated requests, incomplete submissions, and manual chasing before a file is complete. This back and forth delays compliance checks and slows the entire transaction.

An automated version sends checklists, tracks what has arrived, and chases outstanding items without manual follow up. The result is a faster, more complete file with fewer delays before verification can begin.

Key features:

Send document checklists automatically when a new matter opens

Track received and outstanding items against a live checklist

Chase missing documents on a set schedule without manual follow up

Flag identity and funds documents for verification once complete

Update the matter record automatically as documents arrive

Coordinate mortgage offer and title requests alongside document collection

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Clients return incomplete documents Submitted files are often missing pages or in the wrong format.	80%
2	Repeated chasing wastes time Staff make multiple calls and emails to obtain outstanding paperwork.	67%
3	Status is hard to track Matter records are updated manually and often fall behind.	53%
4	Verification gets delayed Compliance checks wait until all documents finally arrive.	40%
5	Title and funds checks slip Cross-checking title and funds details competes with other tasks.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.2/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.0/ 10

Hidden Overhead™

6.5/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. New Matter Openedtrigger

A new matter record triggers the document collection workflow automatically.

2. Document Collection Assistant Runs

The assistant builds a checklist based on matter type and tracks what has been received.

3. Send Document Request

A personalised checklist email and reminder sequence go out to the client automatically.

4. Verify ID

Client identity documents and proof of address are captured and checked.

5. File Documents

Verified documents are filed to the correct matter folder automatically.

6. Conveyancer Reviews Flagged ID

Any identity check that fails automatic verification is routed to the conveyancer for manual review.

7. Update Matter Status

The matter record is updated to show all documents received and compliance checks complete.

8. Notify Conveyancer

The fee earner receives a notification that the matter is ready to progress.

Most popular tool stack used

— the complete tool combinations companies use

55% of companies

Box

25% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

376 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What parts of document collection can be automated?

Sending checklists, tracking what has arrived, and chasing outstanding items can all run without manual effort, leaving verification and final sign off with staff.

Will clients notice a different process?

Does this work with our existing case management system?

What happens when a document is missing or wrong?

Is this suitable for a small conveyancing team?

View more FAQs

Process pain:9.2/10

Mapped by:4 Companies

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Page updated 10 August 2026