software for conveyancing professionals

Client Database

records your client contact information for quick access or editing, including an automatic update of each clients new postal & physical address upon completion of settlement

stores the contact details of all other parties associated with your transaction, ie Councils, Banks, Conveyancing professionals, Real estate agents, bank officers. Once the party has been entered into your database, you need not add them again for future contracts because a single click will re-select an existing contact for future transactions

details the Sale and Purchase Contract or other Matter data (ie conditions, dates, figures, addresses, title ref, correspondence headings etc) which will populate into the precedents that you use, with the ability to send precedents or correspondence as emails or emails with pdf attachments, or print to post

a large selection of pre-formatted conveyancing precedents is provided, which will trigger reminders in a logical sequence, relevant to the buy, sell or refinance transaction. Users can simply edit existing precedents and create own precedents with appropriate merge fields. 

Once you insert the date of the contract together with the number of working days of your elected condition, the system will calculate the due date, as well as diarise the condition into your electronic diary for the appropriate date. The stored conditions will then populate the relevant precedents (ie correspondence to client, and first letter to the conveyancing professional acting for the other party).  In addition, the working day and normal day calculator (on the Tools Bar) also calculates completion dates for your query, and details which holidays (if any) which occur during the calculation

as well as automatically diarising conditions and settlement dates, enjoy ability to add your own diary entries/reminders for your client (eg insurance certificate received?; Pre-settlement Disclosure stmt received?).  Easily view and edit any upcoming or future diary messages.

A brilliant feature that prompts you to carry out certain essential tasks at the appropriate time ie Obtain guaranteed title search; Received discharge of mortgage authority?; Received new mortgage instructions? etc. These reminders are pre-programmed to produce a diary reminder a pre-determined number of days before, on, or after settlement date (you have full control over when these reminders will appear, and what reminders you wish to have associated with each Matter type)

Select the applicable province holiday that applies to the subject property, so that the working day calculator excludes regional holidays that may fall within the conditions period.

once a matter has been created in Conveynz, a client folder is automatically created on your appropriate drive, which is formatted as “surname – matter description – address“. This then allows you to easily save through Microsoft Explorer copies of titles, bank documents, signed authorities etc to the relevant client/property folder. These saved documents are then instantly accessible and viewable within Conveynz (under the Matter’s Documents tab), where they can also be uploaded as attachments for emails with a single click

in order to keep your Conveynz database and client directory current, once you complete a matter in Conveynz, the corresponding client folder on your directory is transferred to the Archives directory, where it continues to remains fully accessible. Within the Conveynz program, the Open Matter is then transferred to the Closed Matter directory, where the matter details and system functionality remains unchanged.  As a further check to maintain accuracy and integrity of your work, a matter cannot be Completed (and transferred to Archives) until the invoice has been produced and there is a nil client balance in the trust account.

precedents are delivered to each matter in the logical order that you would use them, ie for a purchase some of the precedent correspondence you would be provided with include; letter to client detailing contract including title; email to conveyancing professional (CP) advising dates of conditions; email to CP advising conditions satisfied; Letter/email to client contract unconditional; email to bank officer seeking mortgage documents; email to bank enclosing signed loan agreement; settlement figures to client; CP payment undertakings; statement of account; invoice; final letter to client with updated title etc, to name a few of the precedents that are provided.

one click will determine whether you wish to send your selected precedent as a letter (to be printed on letterhead); an email with the precedent text within the body of the email; or a covering email with an attached PDF on electronic letterhead.

one click will open the precedent in the format (above) that you select, resulting in a fully mail merged Word document with your contact and matter data inserted in the appropriate positions. Complete the document within your normal Word program, and when you Save and Complete the document,  Conveynz stores the document into the Matter History, and converts the word doc to a pdf in your clients folder on your drive. The completed document can be easily edited and re-saved as a pdf, or viewed from the History or Documents tab within the clients Matter page.  Plus a single click makes it available to upload as an email attachment.

Conveynz is not limited to only conveyancing type transactions.  Users can establish their own commonly used matters (ie wills, trusts, leases, estates etc).  Create your own mail merge fields and insert these fields into your own precedents, which then populate into your Word or email correspondence when opened.  The other features (ie diary reminders, invoicing, Statement of Account and trust account reconciliation, contact database etc) are fully functional when utilising User Defined forms.

Take advantage of the AML red flag checks that have been allocated to each client type (ie individual or company or trust) which compels users to obtain the required information and evidence associated to each matter type. Depending on your firms risk assessment and compliance program, take control of being able to create your own red flag checks and rules that staff must adhere to.

if you have different trays on your printer for letterhead and plain paper, then depending on your office setup, you can set Conveynz to print directly from the correct tray, ie an electronic letterhead precedent will automatically print on plain paper, and Letter precedents will print from your letterhead tray.

once a document has been saved and completed, or an email sent, it shows under the Contracts History list, in chronological order. This is excellent for tracking what stage the matter is at and what correspondence you or other users working on the same matter has sent.

this queues your precedents in their pre-determined sequence which serves as an excellent check list as to what further documentation needs to be done on the contract.

Conveynz sends outgoing emails, storing the sent emails into the clients Matter History. When preparing an email, the correct email address and correspondence title/heading is already inserted for you (no more accidentally sending correspondence to the wrong recipient, or spelling a clients name or address incorrectly).  Any documents that have been saved to your clients folder (ie title, plan, loan agreement etc), will be available to send as an attachment by a single click on the document that appears in the Contract Files Panel (positioned alongside every email body screen). Easily Copy or Blind Copy any connected contacts associated with this matter with a single click.
is located to the right hand side of the every Matter screen, and is invaluable.  Here you can click on a contact (ie real estate agent; bank; bank officer; conveyancing professional; client; council; other) then click the type of correspondence you want to send to them (ie email; letter; email with attachment) and the appropriate Word document (opens in your normal Word program) or email will open with the relevant correspondence headings, addresses etc. Save and Complete puts the document into the matters History, displays it in the Documents tab, and also saves it on your drive under your clients folder.

click View Figures to see your clients matter’s figures on the Statement of Account (SOA) and settlement statement figures. Some figures are brought forward from the matter data that you originally inserted (ie purchase price, deposit amount), whilst other figures can simply be added. To begin with, you can insert approximate figures as a guide, and then finalise these figures by clicking “received”  or “paid” as they pass through the trust account. Once the figure on the Statement of Account has been finalised as “received” or “paid” then these entries will populate trust accounting reconciliation data.

Funds received into the trust account are automatically allocated a receipt number, of which the receipt can be printed/saved/sent by email to your client with a single click.

a self-balancing statement that calculates the balancing figure for settlement, which automatically updates as figures are entered and finalised. One click will transfer the figures information to a Word based Statement of Account document, for printing/emailing and saving.  Calculations and debit/credit totals are always accurate, making the use of a calculator redundant.

don’t agonise over apportionments on settlement statements again. Simply insert the annual rates or levies figure and the date that rates/levies are or will be paid up until, and the system will produce your settlement statement with the appropriate debit or credit figure, accurate every time (including allowances for leap years).  Conveynz has been designed to accommodate both methods of apportionment calculations.  One click transfers the Settlement Statement data to a Word document for printing/emailing/saving.

the Statement of Account shows incoming loan/Kiwisaver figures that will become available by settlement date together with any other incoming figures (ie sale funds), which are then deducted from the sellers Settlement Statement figures, allows for your fee, and generates a final statement for you to send to the purchaser outlining the purchasers financial contribution (if applicable) with your trust account details that is required to be paid by settlement date.

as transactions pass through the trust account, you need to also update your clients Statement of Account to show the funds as “received” or “sent”. This will ensure that you maintain accurate client balances. At any time, you can view the list of client balances against your actual trust account bank balance for an instant reconciliation check.

if you have a dedicated trust account administrator, then a single click will generate a Payment Request Instruction by Email that is populated with client reference, account numbers and the amount for your trust account administrator to carry out the payment.

this function will impress you because it extracts the completed entries from your Matters Figures screen, and reconciles them against the actual bank balance. Simply insert your closing bank statement balance, and the system will pinpoint any discrepancy figure.  If you operate a separate reconciliation program, then completed Figures data can be exported in .csv format for upload into other systems.

Simply click the contract matters that journal funds are to be transferred between, and Conveynz will ensure that the debit and credit journals with appropriate descriptions are accurately reflected

Within each matter’s trust account screen the ledger displays a running balance. The ledger balance will not allow an overdrawn position, therefore the system ensures that funds are receipted prior to payments being made

Funds placed on IBD are easily accounted for along with the interest earned with the IBD function which is detailed separately for ease of reconciliation

if you offer standard fees for matters, then you can pre-record these fees to appear on your invoice for each matter type. GST component is also detailed. It is simple to amend the fee for individual matters.  Furthermore, the fee is carried forward to the relevant correspondence and Statement of Account fields.

Conveynz is compliant with NZ Trust Account Audit standards. Enjoy a range of reports for receipts, payments, journals, IBD, balances.  Also make use of our Contact search function where you can search for past matters or parties that you have transacted with

Occasionally items appear in your trust account that at the time of completing your reconciliation you do not know who they belong to. As such you need the ability to post the item to a suspense account so that you can fully reconcile, and then once the owner of the funds has been identified, then it can be journalled out of suspense account into appropriate client’s matter. Similarly if you receive payment of a fee for a matter that didn’t proceed and was never created as a matter in Conveynz, then the receipt and subsequent transfer of the fee to your general account would be posted through the suspense account

a handy function for junior staff who can prepare and save correspondence and outgoing emails in draft format for final checking through Conveynz by a senior officer prior to printing on letterhead and/or emailing. All draft documents and emails are stored under the draft tab, for easy access by authorised users and future checking and completion.

You can set administrative levels for each user so that certain users have full access to all matters and precedents, or other users only have access to clients and precedents assigned to them. In addition enjoy the feature of being able to assign individual matters to a selected user/s in the event of staff absences without the need to physically hand over a paper-based file.

If you are not in the cloud, then you can appoint your own technician to network the database amongst selected users within the office so that users can view and access the same database and contract information. The system is perfectly compatible for use in the cloud (recommended)

take advantage of our Contract Diary Note feature, which allows you to leave notes and instructions on the Matter file for other users to view.

no need to read a manual or search through a Help index. We have positioned help keys on all screens/fields, whereby a single click will pop up the tips and information relevant to those selected fields that you are working on.

System updates are periodically made to ensure that your software remains up to date.

The Best by Miles

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