Settlement coordination involves receiving loan files, tracking documents from multiple parties, and managing communication across clients, lenders, and conveyancers. Manual tracking across email and spreadsheets creates delays, missed deadlines, and repeated follow-ups.
Automation centralizes document tracking, sends timely reminders, and generates status updates automatically. Settlement cycles accelerate and coordinators focus on exceptions rather than routine communication.
The full workflow, from trigger to completion.
Loan file status changes to 'Settlement', triggering the automation workflow.
Automation retrieves the lender's document checklist from a centralised database or lender portal and maps it to the specific loan file.
Automation creates a personalised document request email with the client's name, settlement date, required documents, and submission deadline.
Automation sends the document request email to the client and logs the request.
Monitors incoming emails and document uploads, logs receipt, flags incomplete submissions, and triggers follow-up reminders for overdue items.
Automation sends daily updates to the settlement team summarising which files are on track, which are at risk, and which documents are overdue.
Automation generates and sends final settlement confirmation email to client, lender, and conveyancer with all details and settlement instructions.
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