Write some Software - Develop better conveyancing process for Legal Office

1. We have 2 specific lines of business that I want to improve – the “Banks Settlement” business and our “General Conveyancing” business. 2. As the Banks Settlement business is more standard, down to a short defined process, with high volumes (around 60 – 80 per month at present, destined to 2 or 3 times that), I want to start with that process first. 3. With the Bank settlement business: a. We get an instruction by email from the client, requesting that we attend a settlement, and nominating a time. We have to respond within 1 hour, confirming. This is presently done by email, with background processes on our side, entering to diaries of the relevant people in our office, opening matter reference for billing, etc. I see this step as simply: i. Enter appointment to Leap Diaries, and automatically enter to client and bank principal diaries (acting thereby as acceptance/confirmation) ii. Automatically open XL spreadsheet line in our Leap XL iii. Administrator then enters matter details (name, type of matter, venue, time, billing amount) b. On the day prior to settlement, or on the day of settlement, we then receive documents from Bank principal, with settlement directions, applicable to each settlement. The Administrator will then text confirmation of settlement time and venue, relevant settlement instruction, to other parties. i. The email is initially populated from the XL spreadsheet, serving as a check on currency of the spreadsheet. Administrator checks, and adds detail of further settlement instruction, if required. c. Our representative attends settlement, physically settles. d. At settlement, representative texts Administrator, confirming settlement. This triggers: i. Duplicate text to client, confirming (required by client within 30 minutes of settlement) e. Text triggers administrator to: i. Enter settlement to XL, - spreadsheet, with details of funds paid (for a purchase or new mortgage transaction) or documents/funds received (for a sale or discharge of mortgage transaction) –there would be 2 different types of dealing, and hence 2 different information fields; f. Entry to XL then automatically triggers: i. Form settlement letter (printed) to client, listing/returning documents, cheques, etc, applicable to the transaction (sourced from XL entries) ii. Adds billing amount to the account, rendered monthly, listing all matters.