Why this workflow matters
Stop treating document collection like an inbox problem.
Conveyancing requests often contain time-sensitive documents, changing instructions and multiple contacts. Email makes status hard to see and makes it too easy for a client to send a document without context.
A useful starting point
What to ask for
Use this as a starting checklist, then tailor it to your firm’s process and the client’s circumstances.
- 01Signed contract and disclosure documents
- 02Photo identification and contact details
- 03Rates, strata or body-corporate information
- 04Finance or lender correspondence
- 05Settlement instructions and key date confirmations
Four steps
A practical collection workflow
Build a matter-stage checklist
Use separate templates for purchase, sale and refinance matters rather than one overloaded request.
Set expectations beside each item
Explain which version is needed and whether a document is optional, required now or required closer to settlement.
Use due dates around the transaction timeline
Prompt clients before key milestones so there is time to resolve missing information.
Give the team one status view
Review incomplete portals from the dashboard rather than relying on a staff member to reconcile inboxes.
The FileReq difference
Make it easy for clients to finish.
One private place for every item
Combine uploads, text answers, dates and confirmations in a single branded portal rather than scattering work across email threads.
Follow-up happens automatically
Set a due date and reminder schedule once. FileReq sends the reminder and stops it as soon as the client submits.
Progress is visible at a glance
See which requests are in progress, overdue or complete so your team can focus on exceptions instead of maintaining a spreadsheet.
Questions, answered
Frequently asked questions
Can a client come back to a conveyancing portal later?
Yes. Their progress is saved automatically and they can continue using the original link.
Can I create different templates for buyers and sellers?
Yes. Templates make it simple to separate purchase and sale document lists.