Settlement & Milestone Tracking

Q: Do conveyancers still review documents before they go out?

Yes, drafted documents and search results are prepared for review so a conveyancer stays in control of every decision.

Q: Will this work with the tools our practice already uses?

It is designed to connect with common email, spreadsheet, tracking board, and e-signature tools already in use.

Q: What happens to matters already in progress when this is set up?

Existing matter details and milestones can be carried into the new tracker so nothing in progress is lost.

Q: How are unusual title search results or delays handled?

Anything outside expected patterns is flagged for manual review rather than being processed automatically.

Keep every matter on schedule by automating milestone alerts, status updates, and settlement day coordination across your practice.

112 hrs

Manual time identified

Companies have mapped

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About This Automation

Settlement and milestone tracking covers everything from receiving a signed contract to confirming completion, including title searches, statement preparation, and discharge coordination.

The automated version keeps a live tracker updated at every milestone and drafts the recurring documents automatically. This shortens the path to settlement and gives everyone involved a reliable, real-time view of matter progress.

Key features:

Creates a live milestone tracker automatically when a signed contract is received

Drafts title search requests and settlement statements using matter details already on file

Coordinates discharge requests and settlement date confirmations without manual follow-up

Updates milestone status in real time as each stage of the matter is completed

Monitors document exchange progress and flags when completion is confirmed

Notifies clients and other parties automatically once settlement is complete

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	Manual title search review Reviewing title search results line by line delays confirmation of matter readiness.	80%
2	Stale milestone tracker Spreadsheet and board updates lag behind actual matter progress.	67%
3	Slow settlement statement prep Manual calculation of adjustments and figures adds time before settlement.	53%
4	Fragmented discharge coordination Discharge requests and date confirmations require repeated email follow-up.	40%
5	Delayed completion confirmation Confirming exchange completion with all parties takes longer than expected.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.0/ 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. Signed Contract Receivedtrigger

The signed contract arrives and automatically opens a new settlement matter.

2. Create Matter Record & Milestone Tracker

The Settlement Milestone Tracker logs matter details and builds a milestone board automatically.

3. Request Title Search

A title search request is drafted and sent without manual typing.

4. Escalate Unclear Title Search Results

If the search flags an encumbrance or discrepancy, the matter routes to a conveyancer for manual review before proceeding.

5. Prepare Settlement Statement & Coordinate Discharge

The Document & Correspondence drafts the settlement statement, requests the mortgage discharge, and confirms the settlement date with all parties.

6. Exchange Settlement Documents

Final documents are exchanged electronically once every party has signed off.

7. Confirm Completion & Notify Client

The Settlement Exchange Coordinator updates the tracker, confirms completion, and notifies the client and referring parties.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

27% 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 settlement tracking does this automation handle?

It handles matter setup, milestone tracking, drafting recurring documents, and monitoring document exchange through to completion.

Do conveyancers still review documents before they go out?

Will this work with the tools our practice already uses?

What happens to matters already in progress when this is set up?

How are unusual title search results or delays handled?

View more FAQs

Process pain:9.0/10

Mapped by:4 Companies

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Page updated 10 August 2026