Lecture on Client Portal for Property Sale and Purchase

Overview of Client Portal

• The portal is accessible from the first letter sent to clients.
  • Clients receive a username and password.
  • Username and password include the case reference number and a system-generated password.
• Portal tracks live updates on transactions.
• GDPR-related data like anti-money laundering is hidden.
• Estate agents have similar access through an agent portal.

Milestones in Sale Process

• Categories and Stages:
  • 10 categories on sale, subdivided into stages.
  • Green, orange, red indicators show completion status.
• Initial Steps:
  • Lawyers instructed upon receiving instruction form.
  • ID checks should be completed within 14 days via Checkboard app.
  • Documents like title, plan, etc. are compiled and sent to buyer's solicitors.
• Automation and AI:
  • Automated redemption figure requests and chases.
  • Contracts drafted automatically using special coding.
• Client and Document Interaction:
  • Documents to read and sign are accessible on the portal.
  • PIF, Fiches, Lease Sold forms are completed using e-sign.
  • Documents are submitted online and some require wet signatures.

Process of Handling Issues

• Potential issues like court orders, third-party payments are flagged.
• Clients provide necessary documentation or explanations.
• System automatically generates memos for flagged issues.

Exchange and Completion Process

• Client Involvement:
  • Clients coordinate with agents to agree on a completion date.
  • System allows continuous exchange attempts without re-authorization.
• Final Stages:
  • Post-exchange tasks include requesting final redemption figures.
  • Completion involves money transfer and key release.

Purchases Process

• Initial Setup:
  • Similar instruction and ID check processes as sales.
  • Deeds are downloaded for review and initial inquiries are raised.
• Search and Contract Pack:
  • Searches are requested and completed in parallel to receiving contract packs from sellers.
  • Contract packs are reviewed for discrepancies or issues.
• Inquiries and Reporting:
  • Additional inquiries based on contract review.
  • A report on title and request for deposit are sent to the buyer.

Handling of Mortgage and Title

• Mortgage Offer:
  • Includes the offer, deed, sometimes valuation.
  • Reviewed automatically for standard cases, manually for exceptions.
• Final Preparation:
  • Pre-exchange papers are sent to the client.
  • Wet signatures required for some documents.

Post-Completion Tasks

• Final Steps:
  • Balance from clients and funds from lenders confirmed.
  • Stamp duty and AP1 submitted to respective authorities.
• Agent and System Interaction:
  • Agents view milestones but not GDPR-sensitive data.
  • Clients see live updates of case history.

Additional Notes

• Avoid unnecessary calls for inquiries; use emails and automated systems.
• Ensure clients understand the importance of timely document submission and signature.
• Case management system mirrors portal updates in real-time.