Conveyancing Onboarding: What to Automate First

I'd start with the chasing: prepare the pack, follow up the missing answers, then assemble the evidence for approval. Keep VOI and AML/CTF customer due diligence separate in the checklist, even when both use the same document. I'm Sonny Hovsepian, Truespeak's Sydney founder, and my approach to client intake software starts with the work holding the matter up.

What Changed for Conveyancing Client Onboarding on 1 July 2026?

Conveyancing onboarding now brings two sets of duties together. The existing eConveyancing work includes verifying identity, establishing the client's right to deal with the property and obtaining express authorisation. The NSW Registrar General explains that the Model Participation Rules govern how Subscribers use the eConveyancing system, and that the Registrar General makes those rules apply in NSW and enforces them.

The newer layer is AML/CTF customer due diligence. In its commentary dated 22 October 2025, MinterEllison identifies 1 July 2026 as the commencement date for newly regulated entities and explains that covered services include brokering, planning or executing real estate sales, purchases or transfers. The service provided determines coverage; the job title alone does not.

ConveyAbility's practice update dated 15 July 2026 describes understanding the transaction alongside existing identity checks, with further questions when circumstances change. So onboarding needs an outstanding-items list that stays useful throughout the matter. Check AUSTRAC's guidance for conveyancers for the rules applying to your services.

How Does Verification of Identity Differ from Aml/Ctf Customer Due Diligence?

I'd keep separate completion fields for each job. One uploaded passport should never cause the system to mark the whole onboarding process complete.

PEXA describes the practitioner's VOI obligation as taking reasonable steps, with the Model Participation Rules' VOI Standard providing a way to complete verification. AIC NSW's client-facing explanation describes AML/CTF checks as going beyond standard VOI. Don't build an automatic equivalence between the two.

What Should a Conveyancer Automate First in Client Onboarding?

I'd introduce them in this order, using the firm's approved questions and document requirements.

1. Prepare the Intake Pack and Voi Booking Instructions

   Trigger: a quote is accepted or a new matter opens in the practice software. Prepare: a welcome email, costs agreement, client authorisation, CDD questionnaire and instructions for booking the chosen VOI service.

   Make the instructions specific to the provider. For example, Australia Post's conveyancing VOI page says the signature must be witnessed by its Identity Verifier. A pack using that service should tell the client not to sign or date the form beforehand.

   Person approves: the pack before sending and any changes to costs terms. Record: the approved version, recipient and send date on the matter. Measure: days from instruction to a complete onboarding file.

2. Collect Cdd Answers and Chase Specific Missing Items

   Trigger: an unanswered questionnaire field, missing document or company or trust client. Prepare: a reminder naming the missing item and an outstanding-items summary for the conveyancer.

   In its buyer guidance dated 1 July 2026, Jake McKinley describes enquiries about ultimate ownership and control, purchase funds and politically exposed persons. Build reminders from the firm's approved requirements. A received answer should change the status to received, with review still outstanding.

   Person approves: every risk rating, enhanced due diligence decision, suspicious-matter question and decision about continuing to act. Record: each answer and document with its receipt date. Measure: matters approaching exchange with CDD outstanding, with a target of zero incomplete files reaching exchange.

3. Assemble the File and Record the Sign-Off

   Trigger: the VOI report arrives and requested CDD items have been received. Prepare: an onboarding summary linking the report, authorisation and CDD evidence, with unresolved questions clearly shown.

   Person approves: the sign-off that onboarding is complete. Record: the supporting evidence, reviewer, approval date and reasons for decisions. Flag changes in transaction circumstances for review during the matter.

   Measure: time spent assembling files and the frequency of missing items. Where a provider portal has no usable connection, keep retrieval manual and record that hand-off explicitly.

What Goes on a Conveyancing Onboarding Checklist for Buyers, Sellers, Companies and Trusts?

I'd use the following as a starting structure for the conveyancer to approve. The firm's requirements determine what each client receives.

The company, trust, funds and PEP prompts reflect Jake McKinley's buyer guidance. Buyers and sellers can also involve entities, so combine the relevant rows. Don't let a client selecting “trust” receive an individual-only questionnaire.

What Should a Person Approve and Never Be Automated?

I'd keep risk ratings, identity judgements such as reasonable likeness, enhanced due diligence decisions, the decision to act or decline, and any reporting decision to AUSTRAC with the responsible practitioner. Legal advice stays with the practitioner too.

The system can identify a blank answer, prepare a reminder and assemble evidence. A system should never interpret silence as a negative PEP declaration or approve a funds explanation because a document arrived.

Example: A Buyer Purchasing Through a Family Trust After Auction

This is a proposed workflow example. The buyer instructs the practice after auction. The system prepares the approved pack and flags the trust structure. The conveyancer confirms the documents and answers required, including the trust deed, ownership and control information, funds explanation and PEP answers.

Reminders name whatever remains missing. The conveyancer reviews the evidence and decides the next step. The workflow records that decision. Auction timing must never cause an automatic compliance sign-off.

What Onboarding Records Should a Conveyancer Keep, and for How Long?

I'd organise the file around evidence and decisions: what was requested, received, reviewed and approved, by whom and when. Link the VOI report, client authorisation, CDD answers, supporting documents and follow-up correspondence to the matter.

AIC NSW's client-facing explanation says records must be retained for seven years. Have the responsible practitioner confirm which records that covers, when each retention period starts and the applicable disposal requirements. Apply the firm's approved retention schedule; don't create an automatic deletion date from a general article.

Check AUSTRAC's guidance for AML/CTF requirements and your state land registry or ARNECC for Participation Rules requirements. This article provides general information, not legal advice.

Where Does Truespeak Fit in Conveyancing Onboarding?

For an Australian conveyancing practice that wants document chasing, file assembly and recording built and run around its existing tools, with every compliance decision approved by a person, Truespeak is built for exactly that.

I was born and raised in Australia, and my line is simple: deal with a local, work with a local, someone who understands you.

Through intake automation, I design, build and then run the workflow, monitor failures, review exceptions and improve the rules. Truespeak gives no legal or compliance advice, does not write AML/CTF programs and does not decide risk.

The law firm automation page covers the practice context. For related work, read about conveyancing client updates and AML/CTF workflow automation. If you want a local operator, the Sydney agency page explains the service, and a discovery call is the first step.