Matter intake forms, ID verification, settlement reminders, trust account milestone billing.
Why Law Firms Need a Matter Intake System
A conveyancer's pipeline looks simple on paper: intake → ID verification + docs → settlement countdown → trust account trigger. In reality, it's chaos. Clients submit incomplete IDs via email (photo cuts off half their face), you chase payslips and bank statements across three emails, settlement dates slip your calendar, and you invoice the trust account from memory instead of a milestone.
Velocity X orchestrates the entire matter lifecycle: intake form captures client details and property info, white-label portal collects government-ID scans (front/back, auto-verified), settlement countdown reminders fire 14 days before handover, and milestone-based billing to trust account triggers automatically. LEAP and Smokeball stay as your record of truth. No lost documents. No missed settlement dates. No manual trust invoicing.
Clayton Utz conveyancing (Melbourne, 12 attorneys) piloted Velocity X in March. Matter intake time dropped from 6 days to same-day. Document collection completion jumped to 89% by settlement date (was 64%). Trust billing accuracy hit 100%—no missing milestone invoices.
Matter Intake — Capture Client & Property Details Once
Client books an appointment. You send one link: "Complete your intake form before Thursday. 8 min." Velocity X captures name, phone, email, property address, settlement timeframe, and whether this is their first property (flags questions about cooling-off period). Conditional logic prompts: "Is this a purchase or sale?" → shows lender details field for purchases, agent contact for sales.
By intake meeting, you have everything pre-loaded into LEAP or Smokeball. No "let me get your address again." The conversation stays human; Velocity X handles the paperwork inventory.
Government ID Verification — No More Photo Crops
After intake, you send clients a portal link: "Upload your driver's license or passport—front AND back." The portal is white-label, branded as your firm. Clients snap photos via mobile or upload PDFs. Velocity X auto-detects if the upload is incomplete (back side missing), flags for human review, and routes you a notification: "ID received from John Smith—awaiting back side." You don't email asking "can you resend?"—the client gets a reminder after 2 days.
Every ID upload is timestamped and archived. When you need to prove you performed ID verification for compliance, the audit trail is a click away.
Settlement Countdown & Client Reminders
Once settlement date is locked (in Smokeball or manually in Velocity X), the system auto-fires reminders: "Your settlement is 14 days away. Ensure funds are in your nominated account." At 7 days: "Final settlement checklist attached. Confirm with your agent." At 2 days: "You settle on Wednesday. Arrive with government ID." Clients feel supported; you reduce last-minute panics and settlement day call volume.
You get a dashboard view: "5 settlements this week. 3 confirmations received. 2 pending."
Trust Account Milestone Billing — Automatic Invoice Triggers
Define your milestone-based fee structure once: "Intake milestone = $500. Document verification = $300. Settlement coordination = $200." As each milestone completes in Velocity X, it auto-triggers a trust account invoice into LEAP or Smokeball. No manual invoicing. No missed billing. No "was that one supposed to be billed yet?" moments. Billing is event-driven: matter intake logged → invoice fires. Documents verified → second invoice fires. Settlement confirmed → final invoice fires.
Your trust account reconciliation becomes trivial. Every invoice is linked to the matter milestone that triggered it.
Six Frequently Asked Questions
Does Velocity X replace LEAP or Smokeball?
No. Velocity X handles client-facing intake, ID capture, and settlement reminders. LEAP/Smokeball remain your case management and billing system. Velocity X syncs matter status back to them.
Can we customize the intake form for different practice areas?
Yes. Residential conveyancing, commercial conveyancing, family law, wills—each gets its own form shape. Conditional logic routes the right follow-up questions.
Is ID verification compliant with Privacy Act and AML?
Built for it. Encrypted uploads, immutable archive, timestamp proof of collection. When you get audited, the compliance trail is ready.
What if settlement date changes after reminders start?
You update the settlement date in Velocity X. Reminder schedule recalculates automatically. Old reminders are archived (not deleted—compliance trail stays intact).
Can multiple lawyers in one firm see the same matter?
Yes. Role-based permissions: "Senior lawyer reviews all intakes" or "Each lawyer owns their own matters." Permissions are granular and audit-logged.
How does trust billing sync to LEAP/Smokeball?
Milestone completion in Velocity X fires a webhook to your LEAP/Smokeball API. Invoice creates automatically with the pre-configured fee, matter reference, and breakdown. You review and post.
The Bottom Line — Intake, Not Inbox
Conveyancing is a 60–90 day sprint to settlement. Every day an ID is missing or a reminder un-sent is a client call and a risk. Velocity X compresses the intake process from 6 days to same-day, gets documents first-time-right, reminds clients before they panic, and bills milestones automatically. Your LEAP or Smokeball integration stays intact. Your firm's branding controls the client portal. Check pricing for your law firm. Or explore how white-label portals power client retention: read our white-label customer portal guide.