If the idea of going paperless makes your heart race a little, know that you’re not alone. For many conveyancers, the paper trail has been the metaphorical security blanket of the profession for decades. Almost any conveyancer who worked in the early 2000s would remember handwritten checklists and filing cabinets full to the brim with settlement files. With a history like this, printing things out can feel like the only way to stay in control.
But here’s the truth: going paperless doesn’t mean losing control.
Done right, it gives you more control, with less stress, less admin, and more flexibility in your day.
It’s also important to be kind to yourself and understand that the paperless journey isn’t something that happens overnight. Whether you’re still using a legacy system or you've already made the leap to Realtime and want to take it further, this blog will share some bite-sized, actionable tips to ultimately make a big shift in how you work.
There’s a common misconception that going paperless means less documentation. What it actually means is managing and storing everything digitally, rather than in hard-copy format. We’re talking about things like:
Instead of printing documents, posting paperwork, or filling physical folders, a paperless business utilises innovative tools to keep everything centralised, secure, and accessible from anywhere.
We get it. The biggest barrier isn’t tech - it’s trust.
It’s the old adage of ‘better the devil you know’. While almost everyone will agree that working in a paper-heavy business has its downfalls, when you’ve been doing something the same way for so many years, it can be hard to trust a ‘new way’ of working. We’re excited to see that this mindset is quickly shifting, though, especially with econveyancing now the standard in WA and SA, and clients expecting a digital experience as overall consumer expectations evolve.
As Marcus Liley from Personalised Settlements puts it:
“We are still getting used to being 100% paperless but are enjoying the ride. Our working day/week is already more flexible. Because the software is truly cloud-based, I opened a Matter yesterday afternoon at the office and sent the client a DocuSign envelope from home after dinner.”
Once you start, you realise how freeing it can be.
Paper may seem inexpensive, but it adds up quickly. Think about the actual cost of:
Now, compare that to a digital platform with built-in workflows, document templates, and secure cloud storage.
“The best decision I ever made was switching to Realtime!”
- Kathy Stolinski, Adcocks Conveyancing Solutions
No more scanning in signed docs.
No more duplicate data entry.
No more chasing paperwork from clients.
Your CRM platform becomes your central hub, giving you real-time access to everything, whether you're in the office, working remotely, or checking in from your phone after hours.
Digital records are easier to track, timestamp, and audit. For example, if you need to demonstrate how or when ID was verified? It’s there, ready to view in your online portal. Or if you want to see when a document was sent and signed? Easy, just open up the DocuSign envelope record.
Ultimately, leveraging digital processes can reduce the risk of lost documents and human error.
Going paperless doesn’t have to happen all at once. Be realistic and start small while building confidence.
With all the data breaches occurring worldwide, now is the time to stop photocopying licences, emailing IDs, and opening up your clients to identity theft risks. Tools like our integrations with Livesign and Scantek let you verify client identity digitally, quickly, and with audit trails built in.
If you’re still printing documents or chasing wet signatures, there are significant time and efficiency benefits to be experienced by switching to e-signing. DocuSign allows your clients to sign documents from their phone or laptop, with the added benefit of you getting notified the moment they do.
Make your CRM work for you. For example, in Realtime, you can create matter-type-specific workflows that become your digital checklist. You can assign tasks, track progress, and get a clear view of where every matter is at at just a glance.
“The Task List is a perfect replacement for our paper version. Entering new Matters is a breeze.”
- Marcus Liley, Personalised Settlements
This is honestly the game-changer for most clients. The tipping point to empower them to feel confident that nothing will get missed. Once they’ve got their digital ID verification and digital signing processes in place, their workflow builds out seamlessly to make the paper-light process feel not so scary.
If you reach this point and still feel a little anxious, try running your digital checklist in conjunction with your paper one.
Make it a challenge to limit the number of times you refer to the paper checklist, and you’ll likely find that it’s a behaviour shift, not an actual concern, that’s causing you to go back to the paper time and time again. The more you get used to working digitally, the easier and more ‘normal’ it feels.
Save time and eliminate manual errors by using templates for common letters and emails. With Realtime, you can send these directly from the matter, pre-filled with client details. Taking the time to tailor these and set up the different versions that you need mean that you’ll save so much time down the track no longer re-writing and updating documents on a matter-by-matter basis.
Using Realtime, all your documents can be stored securely within the matter itself. This means you can chuck those bulky filing cabinets out, and stop digging through drawers, with the ability to instantly locate whichever documents you need.
“Realtime is seamless, integrated and has the flexibility for our staff to work anywhere at any time.”
- Bobbie Wescott, Wescott Conveyancing
For many, it’s a mix of excitement and fear at first. But those who’ve done it will tell you that it’s worth it!
“I thought f*** it, let’s do it all at once. I’m loving learning it considering we come from a paper-based process and went straight into paperless.”
- Sarah Mahony, Safety Bay Settlements
“Changing to Realtime Conveyancer has been the biggest but also the best change to the business in 15 years.”
- Brad Eckermann & Carmela Cricelli, Eckermann Conveyancers
Every conveyancer’s journey is different. Whether you start with digital signing or restructure your whole workflow, the key is starting somewhere and making those small changes to ultimately make a big difference to your business
And the great news? Realtime is designed to support you at every stage of that journey. With on-the-ground support, intuitive tools, and a team who get what it’s like to be in your shoes, we’re there to help and guide you.
Are you ready to explore what going paperless could look like for your business? Start here by booking a demo with our team!