Why digitised conveyancing is great news for real estate agents

For decades, real estate agents have not really worried much about conveyancing and settlement. It’s been the necessary but boring thing that happened after the thrill and excitement of negotiation and the sale of the property, and has always been someone else’s problem. But changing consumer expectations around service are significantly impacting that.

If you can order a pizza, or book a taxi, or a holiday home and have complete visibility of what is happening for a transaction that is under $100, surely you should be able to expect the same – if not better – when you have committed to spending $300,000, or $750,000 or more than $1m on the biggest transaction in your life?

There are some big changes currently happening in the conveyancing space with the introduction of digitised workflows, task automation, payment security and customer management systems that will have long-range effects on agents that are both far-reaching and positive.

Far from being dreary admin, they offer the real estate industry one of the biggest opportunities in decades to improve its image and reputation and lift its quality of service while also supporting a busier market. And all of this with very little effort. Here’s what’s going on:

It’s time to end the tears

Research by Allianz Australia in 2019 found that buying a home impacts the mental health of one in two Australians, with 55% saying that because of this stress, they’d rather stay in their current home longer.

In addition, according to a trend report by America’s National Association of Realtors, 38% of homebuyers under the age of 28 rate “understanding the process and steps” as the most challenging aspect of buying a home. That’s a worse score than the difficulty of “saving for the downpayment” and “getting a mortgage”. At Inman 2022, it was confirmed 1 in 2 people cry during the settlement process. As conveyancers with over three decades of experience, we can confirm that tears – and frustration – are also a regular occurrence for Australian property buyers and sellers.

So the stress, worry and lack of understanding around what happens when you buy or sell is both a factor in property market performance, discouraging many from entering, and delivers a more stressful experience than necessary for those who do participate.

Anything we can do in the industry to reduce stress and anxiety and deliver better experiences across the entire transaction delivers both reputational benefits and supports a more active property market. Buying a home shouldn’t be a mental health crisis. It should be one of the most exciting things our clients ever do! Digitising conveyancing is an important part of the process.

Improving how the game is played

If the traditional method of buying and selling a property was a football match, it would be like one of those AFL games that is hard to watch. The play is broken and patchy, full of dropped balls, stoppages, injuries and scraps over ball ownership resulting in shouts of ‘ref’! And like a football match, once we enter the fourth quarter of play, the stress and tension really ramps up.

Victory – or defeat – reflects on all the members of the team, and in real estate, agents, financial institutions, conveyancers, and government authorities need to recognise that we are all playing together to secure, close and settle deals. Whether we like our fellow team members or not, a bad performance by one reflects on everyone on the field and will upset the fans.

Many people don’t realise that the way conveyancing is practiced in Australia has undergone very little change over the past 150 years. It is slow and error-prone, with conveyancing taking an average of 42 days to complete nationally. Manual processes mean mistakes are easily made, and this slows everything down further.

The majority of proptech to date has focused on improving the performance of real estate agents, while fintech has focused on streamlining mortgage approvals. Imagine learning that key members of your team have been trained on ancient models while the rest of your team is using the latest 21st-century devices.

The current changes occurring to digitise conveyancing can reduce conveyancing times down to 20 days, significantly reduce the cost, and bring conveyancing practices into alignment with sales and financing. It delivers a faster game, fewer dropped balls and thrilling experiences that are a pleasure to be part of. 

Delivering transparency, clarity and speed

One of the biggest issues around buying and selling currently is the lack of transparency that occurs once a property has been sold. What happens next? ‘That depends’ is not the answer most buyers want when we are talking seriously big money.

When unsure, buyers and sellers will contact their real estate agent. But with their involvement in the process now complete, most agents have moved on to the next deal. Regardless of how well you performed when selling and negotiating, post-sale service – or lack of it – is a significant contributor to the industry’s poor reputation that currently costs agents at least 30% of their clients becoming repeat business, according to ActivePipe. A home is not really sold or bought, though, until all parties have moved in and are hanging pictures or curtains, delighted at starting their new chapter.

Giving clients transparency and clarity is key to helping them feel secure and is a major contributor to reducing stress which, in turn, results in better customer experiences.

Transparency also delivers greater accountability to all of the parties in the transaction, informing what documentation is required at different stages and helping manage its assembly.

Agents shouldn’t need to be overly involved in settlement. You should be confident that you’re working in an environment that helps you support your seller and buyer to complete their sale easily and in a way that supports the great relationship you’ve had with them so far.

Digitised conveyancing practices have created easy-to-use and powerful apps that agents can share with their clients to give them transparency around the final stages of their transaction and help them keep on top of their last actions and handoffs to deliver amazing post-sale experiences for very little effort.

Creating a truly end-to-end and cheaper transaction

For property purchasing to become seamless and something that you could possibly do via your mobile phone, all parts of the transaction need to be digitised. To date, the focus of proptech and fintech has been on improving real estate sales and back office and mortgage assessments, while PEXA has delivered electronic lodgement networks for the final step of the financial exchange and lodgement with government departments.

In the middle sits conveyancing which has been an ever-increasing bottleneck until recently. The changes now being introduced to conveyancing are similar to those that real estate has embraced, including the use of CRMs to manage customers, workflow management, digital documents with electronic signing, automation and electronic handoffs replacing the emailing of sensitive information across the internet.

These changes not only improve the speed with which conveyancing can be done but also reduces the error rate, which in turn reduces conveyancer stress and the cost to the consumer. And who doesn’t love a cheaper rate?

Making transactions secure

Payment redirection – also known as man-in-the-middle scams – are increasingly common in real estate. In January 2022, an NSW family almost lost $1.1 million when transferring funds to a scammer’s account. In WA, a year earlier, one owner lost $133,000 after a scammer cloned their conveyancer’s email address and provided false bank details. The victims transferred their funds for settlement to the bogus account.

Under the current, non-automated, non-standardised process of conveyancing, issues regularly arise with the quality and accuracy of data, exposing conveyancing firms, real estate agents and clients to increased risk, particularly cyber risk. Sophisticated cyber-criminals exploit manual loopholes and weaknesses through email phishing, cyber fraud and other scams.

The security features of digitised conveyancing add layers of digital security to reduce the risk of fraud and the scamming of deposits and settlement funds and deliver transparency so both consumers and professionals can clearly see transaction progress. It also supports reduced anxiety around the transaction, which, when the dollars are this big, is considerable.

Letting you do you

One of the false promises of technology has been that it gives you time back – only to give you more things to do! But the digitisation of conveyancing isn’t about reducing the work to the point where anyone – especially an agent – could or should handle conveyancing. Instead, it recognises the special skills of conveyancers to identify and solve problems within contracts and settlements and makes them more efficient, cost-effective, secure and transparent and easy to integrate into the bigger property transaction picture as a whole.

This gives real estate agents peace of mind and security. You can be confident that if you’re working with a conveyancer who is embracing digitisation, they will easily integrate within your real estate workflows and systems, not give you or your team more to do.

It will, however, give your clients a better experience, help them move into their properties faster and more affordably, and do all of this within an environment that is cyber-secure and easy to understand. You negotiate and sell. We’ll handle the legals and settlement. Everyone does what they are best at, just more easily, and our clients are delighted. It’s wins all round.


5 tech trends impacting property conveyancing

Conveyancing is one of the last industries in the property ecosystem to be impacted by digital disruption. But don’t worry, it’s coming! Rather than being afraid of it, however, we can take comfort from the fact that so many industries adjacent to us – real estate and finance especially – have been through it before us and learn from their experiences. But even though our bigger brothers may be ahead of us on the adoption curve, we still need to adapt it to the issues and processes specific to conveyancing.

So here are some of the biggest tech and social trends that are fundamentally changing how conveyancing is going to be conducted in Australia.

Service Expectations

Customer expectations of good service have fundamentally changed over the past 10 years, and they continue to evolve. More than just corporate placations and cookie-cutter standards, clients today want service that is personalised, immediate, and recognises their needs – even if they don’t know what those needs actually are! You can blame big data for this. It’s understanding of our preferences based on literally millions of activities and the ability to serve information that is both useful and timely regardless of the time of day or what platform we are in and predict what we are going to need next. This has made it hard for mere human processes to keep up. In such an environment, traditional communication methods of email and telephone are both too slow, prone to misunderstanding and inferior no matter how much you like the person at the other end. They’re an important compliment to great service in the new world, but on their own, they just don’t cut it.

Big Data, Automation and AI

Everywhere we go and everything we do these days leaves a vapour trail of data behind us. It’s produced with every interaction we have with our mobile phones, on our desktops, and even just walking captures data about where we’ve been. And then there are the email lists we sign up for, the online shopping we do and the social media activity we engage with. The bigger the datasets, the bigger the picture about who we are and our personal preferences, allowing our interactions to become more and more personalised.

Big data is the fuel that drives automation and AI, and it is removing much of the manual work out of conveyancing, allowing more processes to be automated and reducing the amount of repetitive work done by humans. In conveyancing, this means client data being automatically pulled into forms rather than retyping, digital signatures being requested and recognised, information automatically moving to the next stage and documentation being ‘preflight checked’ by bots rather than humans. The end result is faster transactions with fewer errors and rework. 

The Corporatisation of Real Estate

The irony of Australia’s residential real estate industry is that it is the country’s single biggest asset class and favourite way to invest, yet we’re largely a cottage industry managed and run by small businesses. There’s nothing wrong with that, but in coming years, it is likely to start to change with the growth of build to rent, resulting in more multi-family housing being owned by large corporates, especially superannuation funds.

The financial and mental cost of running a business – and the sheer weight of needing to manage so much in terms of technology, security, automation and service centres – also means mergers and acquisitions are likely to become more common as we see fewer but larger businesses emerge. This trend is especially likely to impact conveyancing with our legacy of small three or so-person operators. Expect to see bigger conveyancing businesses that are more streamlined, tech-supported and with teams with more specific job descriptions that are narrow and deep rather than broad generalist conveyancing.

Scaling and End-to-End Processes

One of the most stressful parts of the conveyancing process for buyers and sellers is understanding the stage of the transaction, how far there is still to go and what kind of information needs to be compiled in order to clear the next hurdle. Tech systems that deliver end-to-end transaction management reduce this stress considerably by allowing clients to see at a glance what stage their purchase or sale is at and what else needs to be completed.

Delivering this clarity to clients also has major benefits to conveyancers. There are fewer daily interruptions from people wanting to check in and understand “where we’re at”, less chasing of clients to provide vital information without which settlement can be delayed (creating even more stress) and a clearer understanding for conveyancers of the project management required across a team, and where bottlenecks or additional resources may be required.

In addition, giving both real estate agents and buyers and sellers visibility of the conveyancing process improves market education resulting in a better understanding of the work that conveyancers do and the value we add.

Cyber Security and Risk Management

The irony is that there is more payment security in purchasing a pizza online than there is in buying a million-dollar property. It should be no surprise, therefore, that every week there is another tale of property transactions being intercepted by scammers stealing hundreds of thousands of dollars in the form of deposits, payments and bonds.

Cyber fraud is now at an industrial scale, with thieves no longer just lone hackers sitting in a bedroom, but warehouses of scammers globally hunting deliberately for targets. Real estate, with its high value transactions and traditionally low security practices makes us extremely vulnerable. Sharing bank account details, contracts and identification documentation over email are all common ways that we expose ourselves on a daily basis and in the new world of cyber threat, it’s not a case of if we get hacked, but when, especially given it can happen as easily as clicking on a link when we’re tired or not concentrating.

Cyber secure transaction spaces are the way forward. Only those invited can access these password-protected and locked virtual rooms, but once inside, documents and identification can be shared, and payments made securely. Secure conveyancing rooms can also be connected to systems like Pexa, allowing the settlement to be securely lodged at the end, de-risking the entire process and helping both conveyancers and their clients feel a lot less stress.

Media Releases

Realtime Conveyancer is announced as West Coast Property Training’s software provider of choice for the nationally recognised Advanced Diploma of Conveyancing

In an exciting new partnership, West Coast Property Training announces Realtime Conveyancer as its software provider of choice for the nationally recognised Advanced Diploma of Conveyancing.

West Coast Property Training is a leading provider of training and development to real estate agents and conveyancers in WA and Realtime Conveyancer is so proud to be partnering with them to support their innovative, student-focussed training initiatives.  As their chosen software partner, all hands-on learning throughout the Advanced Diploma of Conveyancing will be conducted within Realtime Conveyancer’s Transaction Management System training environment.

Realtime Conveyancer is dedicated to delivering the best possible software to meet the needs of the modern, market-leading conveyancer, and this partnership is a testament to the effectiveness and quality of its breakthrough software. 

Realtime Conveyancer’s founder & CEO, Kylie Dillon said they were so excited to share the news of this latest partnership. 

“Working together with West Coast Property Training will allow us to mould the conveyancers of tomorrow and set them up with solid foundations for their conveyancing career.  The decision by WCPT to partner exclusively with Realtime represents, to us, industry acceptance at the highest level – this is a turning point for our industry as our student conveyancers embrace smarter ways of delivering incredible experiences for their future clients.”

Kylie Dillon, Founder & CEO of Realtime Conveyancer

Jackie Crank, CEO of West Coast Property Training echoed Ms Dillon’s sentiments, saying

“We don’t believe in delivering education that is old and dusty. Learning should be engaging and motivating, and inspire the next generation of conveyancers.  In partnering with Realtime, we are able to offer market-leading, innovative conveyancing tools and technology to complement the informative theoretical training that we offer tomorrow’s conveyancers.”

Jackie Crank, CEO of West Coast Property Training

Contact: Kylie Dillon, 0409 047 572, kylie@

About Realtime Conveyancer:  Realtime Conveyancer Australia is a property technology (proptech) startup founded in 2020 to provide an end-to-end transaction management system that streamlines the conveyancing process from contract to keys, through digital innovation.  Founder Kylie Dillon is an industry leader in conveyancing.

About West Coast Property Training:  West Coast Property Training is a registered training organisation delivering outstanding training for WA’s real estate community. Now operating for almost two decades, WCPT prides itself on its technical nous, innovative delivery and customer-centric view and makes training interesting, informative, engaging and motivating.

Media Releases

Realtime Conveyancer and leading title insurance provider, Stewart Title, integrate to offer homebuyers superior protection against inherent real estate risks.

Realtime Conveyancer, an end-to-end transaction management system that streamlines the conveyancing process, is pleased to announce its integration with Stewart Title.  This partnership will enhance the home buying experience by enabling practitioners to apply for policies on behalf of their clients within the Realtime platform, without having to re-key property and client information.

Kylie Dillon, CEO and co-founder of Realtime Conveyancer said that through the partnership with Stewart Title, conveyancers and their home buyer clients would benefit from faster turnaround times for title insurance policies, as well as improved data confidence, as conveyancers no longer need to manually send the policy documents to the insurer.  Conveyancing firms utilising the integration also have the option to receive a processing fee from Stewart Title for each policy they generate.

“Stewart Title is the leading title insurer in Western Australia and so it made sense for Realtime Conveyancer to integrate with them.  This partnership supports the needs of our clients, WA conveyancers as well as the end-consumer, WA home buyers.  As a result of this integration, conveyancers can order a policy on behalf of their clients with the click of a button, whilst simultaneously enjoying an additional revenue stream to future proof their market position.”

Kylie Dillon, CEO & co-Founder, Realtime Conveyancer

With as many as one out of every four homes in Australia having some form of illegal building as a result of homeowners undertaking works themselves, title insurance is a critical risk management tool for homebuyers to protect against risks that could cause stress and financial loss in the future.  The partnership between Realtime Conveyancer and Stewart Title ensures greater protection for WA home buyers.

“Stewart Title is committed to continually looking for ways to help legal professionals seamlessly include title insurance as part of their conveyancing process. We are pleased to deliver on this commitment to clients in Western Australia through our integration with the Realtime Conveyancer platform.”

Ciaran Westland, General Manager, Australia, Stewart Title Ltd

The Realtime Conveyancer platform is available now, with interested conveyancing firms able to register via the website (http://realtimelive.test).

For more information, please contact: Kylie Dillon, 0409 047 572 or kylie@realtimelive.test


About Realtime Conveyancer:  Realtime Conveyancer Australia is a property technology (proptech) startup founded in 2020 to provide an end-to-end transaction management system that streamlines the conveyancing process from contract to keys, through digital innovation.  Founder Kylie Dillon is an industry leader in conveyancing.

About Stewart Title: Stewart Title Ltd. is a specialist insurance company offering a full range of both residential and commercial title insurance products to purchasers, existing owners and lenders against risks inherent in the real estate transaction. Stewart Title Limited is wholly owned by Stewart Title Guaranty Company, the primary underwriter for Stewart Information Services Corp. (Stewart). 

Media Releases

Realtime Conveyancer and leading real estate CRM, VaultRE, integrate with market-leading seamless contract sharing

Realtime Conveyancer, an end-to-end transaction management system that streamlines the conveyancing process, is pleased to announce its integration with VaultRE.  This partnership will enhance the relationship between conveyancing practitioners and real estate agents, and reduce delays that occur between contract acceptance and practitioner instruction.

Kylie Dillon, CEO and co-founder of Realtime Conveyancer said that through the partnership with VaultRE, real estate agents, conveyancers and home sellers and buyers would benefit from reduced settlement timeframes as well as new-found confidence that was lacking with the previous reliance on email to send and receive conveyancing instructions.

“VaultRE shares a lot of similar values to Realtime and they really understood our vision to digitise the conveyancing journey from contract to keys.  As a result of this integration, we no longer have to rely on email to receive instructions from real estate agents.  Instead, new contracts land directly in the conveyancer’s Realtime dashboard enabling them to commence work on the file immediately.”

Kylie Dillon, CEO & co-founder of Realtime Conveyancer

With up to 34% of consumers reporting delays with their property settlement, it is clear that consumers deserve more reliable and timely experiences when selling and buying real estate.  This partnership will improve the timeliness of contracts being shared to conveyancing practitioners and ultimately, deliver a superior customer experience for Australian home sellers and buyers.  

“Realtime and VaultRE share the same core goal of ensuring speed, accuracy, flexibility and power put into the hands of our clients to help them achieve success. We’re passionate about keeping our customers in front of the flow of information and in real time, and we’re excited to continue to provide that service through our integration with Realtime Conveyancer and their seamless contract sharing.”

Bill Nikolouzakis, COO of PropTech Group

 The Realtime Conveyancer platform is available now, with interested conveyancing firms able to register via the website (


About Realtime Conveyancer:  Realtime Conveyancer Australia is a property technology (proptech) startup founded in 2020 to provide an end-to-end transaction management system that streamlines the conveyancing process from contract to keys, through digital innovation.  Founder Kylie Dillon, formerly of PEXA, is an industry leader in conveyancing.

About VaultRE:  VaultRE is a CRM developed specifically for use in real estate with the goal of providing a single-view solution for agents, owners, and property managers. Developed by the core team responsible for the MyDeskTop CRM, and in partnership with the Real Estate Institute of Western Australia (REIWA), Vault has a pedigree of excellence and decades of combined experience in the industry. 

For more information on Realtime Conveyancer, please contact: Kylie Dillon, 0409 047 572, kylie@


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