Lender bundles built, indexed and validated before they leave the firm.
~6 hrs down to ~45 min
To assemble each file, now focused exception review
~8% down to Near zero
Of bundles rejected by lenders for missing pages or signatures
The brief
A conveyancing-focused practice closing roughly 18–25 files a month. Each file needed a bundle of fourteen to twenty-two documents (contract pack, local searches, replies to enquiries, signed transfer, completion statement, mortgage deed, ID verification), assembled by hand, indexed, named to the firm's matter-coded convention, and uploaded to the lender's portal.
Two paralegals were spending around six hours per file on assembly alone. Worse, lenders rejected ~8% of bundles for missing pages or signature inconsistencies, which sent the file back to the queue and pushed completion dates.
The build
A document workflow service that watches the matter folder in SharePoint, takes in source documents as they land, and runs each one through a structured pipeline: name-mapping to the firm's matter convention, OCR for non-text PDFs, page-count and signature-page validation, and indexed PDF assembly.
Every bundle goes through a checklist verification pass before it is allowed to leave the firm: required documents present, page-count thresholds met, signature pages flagged on signed instruments, completion statement totals reconciled. Anything the pipeline can't validate cleanly drops into a paralegal exception queue with a short reason. Validated bundles upload directly to the lender's portal via API, with a confirmation written back to the matter file.
Stack
What changed
- Per-file assembly time from ~6 hrs to ~45 min of focused exception review.
- Lender-side bundle rejections dropped to near zero, because every bundle pre-validates its required pages.
- Paralegal capacity redirected to closing-stage client communication, where it earns more.
- An audit trail for every document touched, useful at file review and at SRA inspection.
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