triConvey Virtual Assistant: a VA who runs the file so you can run the settlement

Nobody types “triconvey virtual assistant” into Google at a calm moment. You search it at 7pm on a Tuesday because settlement on one file is Thursday, the vendor on another still has not completed VOI, three searches came back this afternoon that nobody has read, and the software that was meant to shrink the practice admin has quietly become the practice admin. triConvey is very good at holding a conveyancing file together. It is completely indifferent to whether anyone works the file, and in a one or two person practice, “anyone” is you.

The daily rhythm a VA runs in your triConvey

New instructions first. When the agent’s sales advice or a signed cost agreement lands overnight, your VA opens the matter properly: parties, property details, agent and the other side keyed once, and the correct state workflow attached. That last part matters more in triConvey than in most systems, because the workflows are genuinely state-specific. A Victorian purchase and a Queensland purchase are different animals with different task lists and different dates that can kill a deal, and triConvey knows it, provided the matter starts life on the right rails. A VA who opens every matter the same way, against the right workflow, on the day instructions arrive, is the difference between a system you trust and a system you double-check.

Then searches. This is where triConvey earns its keep and where a VA earns theirs, because triSearch ordering is built directly into the matter. Title search, plan, and whatever certificates your checklist calls for in that state get ordered without leaving the file. Your VA places the orders you have specified for that matter type, tracks the returns as they trickle back over the following days, files each one against the matter, and reads them enough to flag the odd ones out. Not to interpret them, that is your job, but to tell the difference between a clean certificate that just needs filing and a notation that needs to be in front of you before the contract goes out.

Dates get worked, not just recorded. Cooling off expiry, finance approval, building and pest, settlement: entered the day the contract arrives, and then chased ahead of themselves. Finance due Friday means the buyer’s broker gets an email Wednesday and the response gets noted on the matter. Settlement in ten days means the agent, the other side and your own checklist all get a nudge on the schedule you have set, so the week of settlement is confirmation, not discovery.

Client communication runs on triConvey’s built-in SMS and messaging, and this is the part clients actually feel. Every conveyancer knows the “just checking in on my file” call, which is never about the file, it is about silence. Your VA sends the update before the silence gets long enough to prompt the call: contract exchanged, searches back, finance confirmed, on track for Thursday. Message logged on the matter, agent copied where they should be, and your phone noticeably quieter.

Underneath all of it sits the unglamorous discipline that makes the file real: the Outlook integration files email to the matter, but only if someone files every email, every time. Your VA keeps that habit for the whole inbox, so when a dispute or a query surfaces months later, the correspondence is on the file rather than scattered across a mailbox. And on the money side, every search fee lands on the matter as a disbursement when it is incurred, the invoice drafts from the matter complete, and unpaid ones get followed up on a chasing cadence you have approved.

OneFlow, eCOS and the paper that used to be paper

The triSearch stack around triConvey is part of the same daily loop, and it responds well to somebody persistent. OneFlow handles verification of identity: your VA sends the VOI request the day the matter opens, and then does the thing the software cannot, which is chase the client who ignored it. A polite SMS on day three, a call on day five, and a note to you when it is back. Files stall on VOI constantly, and they stall because chasing identity documents is the first job a busy licensee drops.

eCOS, the electronic contract of sale, follows the same pattern with a harder boundary. On vendor matters the VA assembles the contract pack as the certificates come back, attaches everything in the right order, and stages it for review. You read it, you release it. The VA’s job is to make sure the version in front of you is complete and current so your review is the last step, not the first of four.

The honest bit

A few things worth saying plainly, because they are true.

The $0 licence is a trade, not a gift. triConvey is free while your search spend runs through triSearch, which is precisely why it has become a default in small Australian conveyancing practices and why triSearch sits among the AIC Victorian division’s business partners. That is a perfectly reasonable deal, but it is a deal: the software is paid for by the searches, and a VA ordering your searches efficiently inside the platform is part of what keeps the arrangement worth having.

The workflows are checklists, not colleagues. A task that says “chase VOI” does not chase VOI, and a milestone that says “confirm finance” does not ring the broker. triConvey will surface the work reliably; it performs none of it. Every practice that describes the platform as “not really doing much for us” turns out, on inspection, to have nobody assigned to work the task list.

Dates are only as good as their entry. The system will faithfully remind you about the wrong settlement date if the wrong date was keyed from the contract. That is an argument for one person owning date entry with a consistent routine, not an argument against the software.

It is a desktop-first platform. triConvey runs on the Smokeball engine as a Windows application with cloud sync and companion tools, not as a pure browser product. A VA placement needs a proper setup, usually a firm machine or remote desktop arrangement, and we sort that in the first week rather than letting it become a week-three surprise.

And PEXA is still PEXA. triConvey connects into eConveyancing, but the workspace itself, and everything a subscriber is required to do in it, remains practitioner work. No VA, ours or anyone’s, settles a property.

What stays with you

In conveyancing the boundary is not a preference, it is the licence, so we write it down before day one.

Advice stays with you: contract terms, requisitions, special conditions, and any client question that starts with “should I”. When one of those arrives by phone or SMS, the VA’s standing instruction is to escalate with the file attached, not to answer from a template. Settlement figures can be prepared and cross-checked by the VA, but final verification, and everything inside the PEXA workspace, is yours. Trust money is the hardest line of all: the VA captures disbursements and drafts invoices, and their triConvey user simply has no trust accounting access, so authorisation and receipting sit with the licensee by permission, not by policy. VOI runs the same way: the VA drives the OneFlow process and chases the stragglers, and accepting the outcome is your decision. Every eCOS contract goes out under your review, every time, without exception.

The pattern across all of it: the VA does the gathering, keying, ordering, chasing and updating that consumes 60 to 70 percent of a conveyancing file’s admin hours, and every judgement a licensed person must make still gets made by the licensed person.

What it costs and where to start

triConvey work sits on the admin tier, $12-17 AUD an hour excl GST. Most conveyancing placements run 10-15 hours a week, roughly $500-1,100 a month, which maps neatly onto a morning pass over new instructions, searches and dates, plus a heavier day when a settlement week stacks up. Sole practitioners at lower file volumes often start nearer 10 hours; we will tell you on the call if your volume does not justify more.

Placement takes 7-10 business days, and the first 5-7 days are supervised inside your own triConvey before any solo work, starting with matter opening and search ordering because they are high-volume and low-judgement, and finishing with client messaging once your tone is learned. There is a $500 refundable deposit credited to your first month, a 30-day recalibrate-or-replace guarantee, and no lock-in beyond 14 days notice. We have made 87+ Australian placements since 2024, a good number of them into property practices where the principal was the entire back office.

If you want the wider industry picture, the conveyancers page covers the full role beyond the software, the client onboarding page shows how the first-contact sequence works, and the VA cost guide has the complete pricing breakdown. Otherwise book a discovery call with Jenn, and bring a live file: the fastest way to scope the role is to walk through one matter from sales advice to settlement and mark what you never want to touch again.