Why Your Conveyancer’s Digital Systems Matter More Than You Think

When people choose a conveyancer, they typically ask about experience, fees, and maybe turnaround times.

But very few ever think to ask the most critical question of all:
“If something goes wrong with your technology, what happens to my settlement?”

In Victoria, we’re all required by law to use PEXA for electronic settlements. That means whether you’re buying, selling, or refinancing, your transaction must run through this one platform.

But what you may not realise is that there are multiple ways to access and sign on PEXA, each with different underlying software providers. Most conveyancing offices simply use the standard mobile phone app connected directly to the PEXA platform. If that software or network fails—like it did recently, when a PEXA system outage delayed roughly 10% of settlements nationwide—they’re left with no backup. Your settlement gets pushed back. Your costs increase. Your stress skyrockets.

Our office is different.

We have deliberately built multiple layers of protection into our digital processes.

We use two completely separate signing methods: the standard mobile approach, plus a PEXASigning Block, which is a secure USB device plugged into a computer. This block works through different software that links either to your mobile phone or via an SMS-based confirmation. These are handled by two entirely different software providers, meaning if one pathway is unavailable, we can still sign using the other.

On top of that, we maintain two separate sign-on platforms—one using SMS, the other using direct phone app verification. This spreads our digital load as widely as possible, increasing both security and redundancy.

But we don’t stop at just the PEXA side.

We also maintain two independent computer systems, one of which runs its own private network through a direct SIM card connection to the GSM mobile network.

So when major storms hit Victoria last year—cutting power and broadband internet at our office for more than two days—our clients didn’t notice. We simply picked up the dedicated mobile computer, powered it on, and connected through the GSM network within minutes.

Yes, after several hours the laptop batteries ran low. So we did what any committed professional would do: we sat in the front seat of a running car, powered the charger, and kept settlements moving. Clients were still served. Contracts were still executed. Settlements were not delayed.

We apply the same redundancy to our phone system. There’s simply no reason why settlements shouldn’t proceed or why you can’t reach us during business hours.

Finally, we make sure it’s not just one person who can sign off your settlement. Many offices have a single registered signatory. If that person is tied up in court or, as we’ve unfortunately seen, ends up in hospital unexpectedly, your settlement fails—no matter how many people are technically “working on your file.”

Our firm has multiple people trained and authorised to sign off on settlements. We don’t believe your transaction should depend on a single individual being available at the right time.

Because at the end of the day, if your settlement is delayed or fails, it’s your problem—you pay the penalties, you wear the stress.

That’s why we go to these lengths. Because professional conveyancing isn’t just about having the latest software. It’s about making absolutely sure we’re ready to settle, no matter what happens.

If you’d like to see how our approach could safeguard your next property transaction, we’d be pleased to speak with you.

David Dawn
Licensed Conveyancer
Victorian Property Settlements
PO Box 11220 Frankston VIC 3199
Email: david@quick32.com