Conveyancing integration for estate agents: what a smooth online instruction journey looks like

The conveyancing services that fit an estate agent’s online instruction journey record the referral at the point of quote, move client checks online from day one, and give the branch live case status without a phone call. Agents should test each of those steps before choosing a partner.

Conveyancing integration for estate agents covers everything between a client asking for a quote and the case becoming live: who records the referral, how the client’s details travel, and how the branch finds out what is happening afterwards. Technology matters here, but the larger question is whether anyone has to repeat themselves or chase to find out where a case stands. This guide sets out the steps in a well-run journey, the questions that show whether a provider can deliver them, and how Nova Conveyancing handles each one.

What does a smooth conveyancing instruction journey look like?

A smooth instruction journey has five steps: a quote request that records the referring branch, online onboarding for the client, a case opened without re-keying, live status visible to the agent, and proactive updates through to completion. Each step should work without a negotiator having to pick up the phone.

1. Quote and referral. The agent or client requests a quote, and the referring branch is recorded at that point. Nova Conveyancing does this through a referral form that captures the referrer’s name, or through a dedicated landing page for the partner.
2. Client onboarding. Clients verify their identity, complete anti-money laundering checks and provide source of funds through Nova Conveyancing’s online app, and sign documents electronically with DocuSign. A transaction can be fully paper-free, depending on the mortgage lender.
3. Case opening. Nova Conveyancing can act for both the buyer and the seller, which reduces the number of firms an agent has to coordinate on a linked sale and purchase.
4. Visibility. The agent portal on Hoowla shows the status of every case and referral at any hour, and clients have a live tracking view of their own purchase or sale.
5. Updates. Each client has an account or relationship manager who supports the conveyancer and passes updates to the client, and the team sends proactive weekly updates with live case visibility, including when nothing has moved.

Which questions show whether a conveyancer fits your online journey?

Ask where the referral is recorded, whether client checks are completed online, what the agent can see without asking, and who answers when a case stalls. A provider that can demonstrate each of these in a short walkthrough is likely to fit an online journey better than one that describes them in a brochure.

Journey step	Question to ask any provider	How Nova Conveyancing answers
Referral capture	How is our branch recorded against each instruction?	Referral form capturing the referrer’s name, or a dedicated landing page
Client onboarding	Can the client complete ID, AML and source of funds checks online?	Yes, through an online app, with DocuSign e-signing (mortgage lender dependent)
Case visibility	What can we see without calling?	24-hour agent portal on Hoowla showing all cases and referrals
Updates	When will we hear about progress?	Proactive weekly updates, including when waiting on third parties
Escalation	Who do we call when a case stalls?	A named relationship manager for the partnership, and an account manager on each case

Can a conveyancing quote form sit on an estate agent’s own website?

Yes. Nova Conveyancing can place a dedicated quote form on an estate agent’s own landing page, depending on the agent’s own web setup, and enquiries from it reach Nova Conveyancing directly. Alternatively, agents can also use a referral form that captures the referrer’s name, or a dedicated landing page on Nova’s website, so an instruction can be traced back to the branch that introduced the client.

Because the form sits on the agent’s own page, the client stays within the branch’s online journey, and the enquiry is passed straight to Nova Conveyancing. That matters for tracking cases and for referral administration. Nova Conveyancing’s team can explain how a form is set up for a branch or group.

Agents who prefer to request a quote directly can email novaquotes@novalegal.co.uk, and their relationship manager can help with anything else the branch needs

What should agents expect after the client instructs?

After instruction, an agent should be able to see every case and referral in one place, and should hear about progress before they have to ask. At Nova Conveyancing, the agent portal shows the status of all cases at any hour, and the team sends updates each week, including when a case is waiting on a third party.

The practical test is what happens on a case that is not moving. A branch that has to chase for an answer loses negotiator time and has to manage an anxious client alone, which is where an otherwise sound instruction journey starts to wear thin. Nova Conveyancing’s customer charter sets out what clients can expect from the service. Fixed legal pricing gives the branch a clear starting point when it talks to clients about costs.

What kinds of cases can an online journey cover?

An online instruction journey should cover the case types a branch actually sells, including leasehold, new build and auction properties, and not only straightforward freehold sales. A provider that handles the full range avoids the branch maintaining a second route for anything unusual.

Nova Conveyancing handles freehold and leasehold properties, new builds, Building Safety Act properties, auctions, remortgages and transfers of equity, with coverage across England and Wales for single branches and for agency networks. A fast-track option is available for clients who need one, with timeframes starting from 7 weeks to exchange, and the timing depends on the case and on the other parties involved. Read more about our Nova Rocket upgrade here.

Why integration is a service question as much as a technology one

A digital journey removes friction only when somebody owns the gaps between the systems. The referral form, the onboarding app and the tracking portal each solve one step, and the agent experience depends on whether a named person picks up when something falls between them. Agents choosing a conveyancing partner are better served by asking to see a live case than by comparing feature lists. Agents who want to see how that works at Nova Conveyancing can start on the Partner with Us page, and the agent reviews show how other branches describe the experience.

Do clients need to complete identity checks in person?

No. Nova Conveyancing’s clients verify their identity, complete anti-money laundering checks and provide source of funds through an online app, and they sign documents electronically with DocuSign. A transaction can be paper-free, although that depends on what the mortgage lender requires for the individual case.

Can one conveyancer act for both the buyer and the seller?

Nova Conveyancing can act for both buyer and seller on the same transaction, which cuts the number of firms an agent has to coordinate. Whether it is suitable depends on the individual case, so the conveyancer confirms this at instruction before the client proceeds.

How does an agent request a conveyancing quote?

Agents can complete the referral form on the Nova Conveyancing website or email novaquotes@novalegal.co.uk. Their relationship manager can also help with quotes and with any other support the branch needs, so a quote request does not have to go through a general enquiry line.

Is the online journey suitable for leasehold and new build sales?

Yes. Nova Conveyancing handles freehold and leasehold properties, new builds, Building Safety Act properties and auctions through the same digital route. Leasehold and management company cases tend to take longer, so the agent should plan around the timing the conveyancer gives for the specific property.