Workflow Conveyancing FAQs

Each workflow includes a series of automated tasks with priority levels, descriptions, due dates, subtasks, and assignee logic. Tasks can be linked to triggers and conditions using Smokeball’s/triConvey’s smart logic. You can also attach precedents and documents directly to each step.

The workflows are installed directly into your Smokeball or triConvey environment. Once installed, they integrate seamlessly with your chosen software’s matter types, allowing tasks to autogenerate based on key dates or conditions. 

If you opt into Basic or higher, you’ll also receive access to the Workflow Conveyancing precedent suite through Marketplace Precedents.

Installation typically takes around five hours and can be completed after hours when no one else is logged into Smokeball/triConvey. We’ll organise this directly with you during the onboarding process. All we need is for you to provide us with temporary access credentials so our team can carry out the installation seamlessly in the background.

Yes, workflows are fully customisable after installation. We can assist with initial setup, but you’re free to modify the logic, tasks, and precedent links to suit your practice.

The NSW package includes five distinct workflows, covering a range of common conveyancing scenarios for both sales and purchases. These workflows are designed to suit different matter types and client profiles, offering flexibility and efficiency for your practice.

During onboarding, you’ll receive clear Product Use Criteria outlining when and how to use each of the five workflows. This ensures you and your team know exactly which workflow to select depending on the type of transaction.

Our current Virtual Assistant (VA) team is based in India and operates from 12:00 PM to 8:00 PM AEST, carefully aligned to overlap with core Australian business hours.

To ensure a responsive service, our Pay-As-You-Go VAs are committed to meeting strict service benchmarks, with a 24-hour turnaround on urgent matters and 48 hours on non-urgent tasks.

We’re also actively expanding our VA team into the Philippines and Fiji, offering even greater time zone alignment and coverage across the Australian workday.

All of our staff are employed directly through our organisation, no freelancers or loosely managed contractors. This ensures accountability and consistency. Each VA is overseen by our Team Leader, and we maintain robust internal quality assurance processes.

Additionally, our management is based in Sydney, led by a legal professional who understands the demands of professional services (including law, accounting, financial services, and real estate). This management oversight ensures proper staff-client matching, quality of output, and alignment with professional expectations in regulated environments.

The security of your client’s data and personal information is our number one priority. That’s why, we ensure all our VA services are built upon the robust foundations of strict safety protocols and security procedures.

Our VA team uses only company-managed and owned devices, with all system access, including cloud and email platforms, being protected by Two-Factor Authentication (2FA).

Furthermore, every single VA must sign exhaustive non-disclosure and confidentiality agreements, while access to your data is only given to assistants on a need-to-know basis. Our company maintains current professional indemnity and cyber insurance for added reassurance and protection.

For conveyancing and property law support, we have extensive back-end training systems already in place. Our VAs are already trained in this regard before they are allocated to you. 

With Workflow Conveyancing, you get the choice of a Pay-As-You-Go, full-time, or part-time VA models.

On our Pay-As-You-Go, you won’t have a full-time exclusive VA by default, but we do assign you to a primary VA who becomes familiar with your systems, style, and needs. At most, your account will be handled by two VAs for continuity and efficiency.

For example, if you need regular bookkeeping support and occasional formatting assistance, you may have one primary VA handling all your regular tasks, and a secondary VA occasionally stepping in for overflow or specialist support. 

As your workload grows, we naturally allocate resources to ensure consistency and turnaround without compromising quality. 

On our full-time and part-time VA models, you enjoy the benefits of a dedicated VA.

While Workflow Conveyancing is supported by systems, documentation, and administrative oversight provided by the products and VA service at Workflow Conveyancing, all client communication, legal decisions, and matter-specific supervision must be managed by you.

Workflow Conveyancing was developed by a legal practitioner, and all templates and workflows have been carefully structured to support compliance and efficiency. However, the VAs do not provide legal advice and do not operate independently of your direction. You must actively oversee their work and ensure all legal and regulatory obligations are met in your practice.

Jobs are usually allocated via a designated inbox, which will be allocated to them as part of the onboarding process. The VA team:

• Monitors this inbox throughout the day.
• Actions tasks as they come in.
• Sends an internal confirmation once the task is completed.

You simply forward or direct emails to the designated inbox, and the team will take it from there.

To ensure urgency is communicated, you should:

1. Forward the email to the designated mailbox for task allocation.
2. Send a Microsoft Teams message to your VA immediately after, and:

• Clearly state that the task is URGENT (write ‘URGENT’ in bold or caps).
• Include a brief description of what needs to be done and by when.

This two-step process helps avoid delays.

If you receive trust account receipts from real estate agents for deposits, please forward them to the VA. They will:

• Use this information to update the matter.
• Accurately calculate the settlement adjustment figures, accounting for the deposit paid.

The VA reviews the PEXA workspace to determine whether the incoming mortgagee (bank) has authority to deduct any shortfall funds from loan proceeds. If this authority is in place, no trust deposit is needed, and the VA will monitor the workspace accordingly. If the workspace shows that the shortfall must be paid into your trust account, the VA will manage this process by:

• Identifying the amount required.
• Liaising with the client to provide trust account details (if applicable).
• Confirming the required timing to meet settlement deadlines.

However, if the client pays shortfall funds into your trust account, it is your responsibility to update your trust ledger. The VA team reviews the trust ledger as part of their final checks to ensure the PEXA workspace can be accurately balanced before settlement.

When completing work, the VA team:

• Uses your internal email address (e.g., admin@yourfirm.com.au) to send correspondence to clients.
• Will copy you into the email.
• Will send a confirmation email to your internal team confirming the job is done, so you stay across all outgoing communication.

Your VA will be assigned:

• A mobile number used for PEXA Two-Factor Authentication (2FA).
• If opted in, a landline number for handling conveyancing-related phone calls.

There is a small monthly charge for maintaining these phone numbers and infrastructure.

As part of the onboarding process, the VA is allocated their own secure PEXA login with Two-Factor Authentication (2FA). This ensures secure access and compliance with verification protocols.

We use internal timesheet tracking tools to record every task and duration. A copy of the timesheet is provided along with your monthly invoice so you can see exactly what was done, when, and for how long.

There are a few setup and optional ongoing costs to consider:

•  Email access:
• Input email: We will provide you with a dedicated internal domain email address that your team can use to allocate work to the VA team. This is included in your product package.
• Output email: You will need to provide our team with access to an email address on your domain (e.g. admin@yourfirm.com.au) that the VA can use when sending emails on your behalf.
• Smokeball/triConvey license (if applicable): You will need to set up an additional user license for the VA.
• PEXA access: The VA will need to be provided with their own login, and we will supply the mobile number linked to their account for 2FA.
• Optional telephone support: For a nominal monthly fee, we can provide:
• Landline number for conveyancing-related calls.
• Mobile number for 2FA and outbound calls.