InfoTrack Virtual Assistant: a VA who runs the searches, VOI and signing chase on every file

Nobody types “infotrack virtual assistant” into Google at 2pm. You type it at 9pm, after a day of client calls and contract reviews, when you open InfoTrack to order a final search and notice three matters where VOI still is not done, a SignIT envelope sitting unsigned since Tuesday, and a rates certificate you are fairly sure you ordered twice. The platform is fine. The problem is that the person operating it is also the person doing the legal work, and only one of those jobs actually needs your qualification.

The daily rhythm a VA runs in your InfoTrack

Morning, first pass: new matters. Every file that opened yesterday gets its ordering checklist worked, title search, plan, then the state-specific stack, land tax, council rates, water, planning, in the combination your matter type calls for. Because InfoTrack orders are matter-linked, your VA orders from inside the matter in LEAP, Smokeball or Actionstep where you run one of those, so the reference carries automatically and the disbursement lands on the right ledger without anyone retyping a file number.

Same pass, identity. New clients get their InfoTrackID link the day the matter opens, not the week before exchange. The dashboard shows who has completed, who started and stalled, and who never opened it, and your VA works that list by phone and email until the checks are done. Completed reports get saved against the matter. Anything the check flags does not get filed and forgotten; it gets escalated to you the same day with the report attached, because reading a flagged VOI result is your job, not theirs.

Midday: documents out. Contracts, client agreements and authority forms get prepared as SignIT envelopes with the signing order set correctly, sent, and then tracked. The tracking is the part that was silently eating your week. Who opened it, who signed, who has been sitting on page one for four days. Your VA chases on a cadence you approve, and executed documents come back to the matter, not to a download folder on someone’s desktop.

Where money is about to move, Securexchange. Your VA sets up the workspace and sends the invitations that let deposit and trust payment details travel inside the platform instead of by email, which is precisely where payment redirection fraud lives. They monitor acceptance and flag anyone who tries to route around it. Sending invitations is delegable. Authorising payments is not, and never gets delegated, more on that below.

Then the weekly jobs. The InfoTrack invoice gets reconciled against matter ledgers so every search you paid for appears as a billable disbursement, because a firm that orders forty searches a month and bills thirty-six is running a small charity nobody agreed to fund. And the settlement pipeline gets a forward pass: final searches ordered at the right point before settlement, certificate currency checked, and any file with an incomplete VOI or unsigned document flagged days out, so nothing surfaces for the first time on settlement morning.

The tranche 2 admin nobody budgeted for

Since the AML/CTF reforms pulled law firms and conveyancers into the reporting net, client onboarding grew a compliance layer that small firms mostly absorbed into the principal’s evenings. InfoTrack’s onboarding workflows carry a lot of it: identity collection, source-of-funds documentation, a record that holds together if anyone ever asks.

A VA can run that workflow end to end as an administrative process. Issue the request, chase the client whose documents arrive one blurry photo at a time, keep the record complete and matter-linked. What they run is the process, not the program. Your risk ratings, your decision to accept a client, and every obligation that attaches to you as the reporting entity stay exactly where the legislation put them. The honest way to say it: the VA makes your compliance file complete; they do not make it compliant. That distinction is why the work is safe to hand over.

The honest bit

Things InfoTrack will not do, whoever is driving it.

It will not tell you which searches a matter needs. The platform will happily sell you any certificate you click; knowing that a Victorian sale needs the section 32 certificate stack while a NSW sale needs the section 10.7 planning certificate attached to the contract is knowledge that lives in your head or in a checklist. Placement week is largely about getting it into a checklist, because every wrong order is a real disbursement someone pays for, and every missed one is a settlement risk.

InfoTrackID returns a result; it does not make a decision. The verification standard for property transactions is a reasonable-steps judgement, and no report, however green the ticks, replaces the practitioner forming that view. A VA can run the check and chase the client. The conclusion is yours.

Securexchange only protects what actually goes through it. One staff member emailing account details “just this once because settlement is tomorrow” defeats the entire control. Part of the VA’s value is being the person who never takes that shortcut, because they have no authority to.

And the integration writes disbursements to the ledger; it does not bill your clients. Recovery still needs a human reconciling and someone chasing the invoices that carry those disbursements out the door.

What stays with you

This is legal and conveyancing work, so the line is not a preference, it is the point.

Legal advice, contract terms, and anything a client asks that requires a practising certificate to answer stay with you, under a written escalation rule: if it sounds like advice, it goes to the practitioner, verbatim, unanswered. The VOI reasonable-steps determination is yours, as above. Trust money is entirely yours: the VA sends Securexchange invitations and watches statuses, but authorising trust payments, signing in PEXA, giving undertakings and certifying the transfer are acts of the firm, done by the firm. AML/CTF risk decisions sit with you as the reporting entity. And the VA’s own InfoTrack access reflects all of this structurally: a named user login under your account that you control and can revoke the day the engagement ends, every order logged against their name and the matter it was billed to. Not a promise of good behaviour, a named login with an audit trail.

What it costs and where to start

InfoTrack admin sits on DotVA’s admin tier at $12-17 AUD an hour excl GST. Most firms land at 10-15 hours a week, roughly $500-1,100 a month, which is usually less than the billable time the principal was burning on search orders and signing chases. Placement takes 7-10 business days, and the first 5-7 days are supervised inside your InfoTrack and your practice management system before any solo ordering, which for this platform matters more than most: that is when your certificate checklists, matter conventions and escalation rules get written down and tested against live files. A $500 refundable deposit credits to your first month, there is a 30-day recalibrate-or-replace guarantee, and no lock-in beyond 14 days notice. Since 2024 we have made 87+ Australian placements, and Jenn takes every discovery call herself.

If you want the wider practice view first, the conveyancers page covers the full file-admin picture and the law firms page does the same for general practice. The client onboarding task page goes deeper on the intake side, and the VA cost guide has the complete pricing breakdown. Otherwise, book a discovery call and bring your last InfoTrack invoice; the unbilled searches on it usually settle the question.