Conveyancing File Agent
The Conveyancing File Agent prepares and checks transfer and bond files from instruction to lodgement. It drafts deeds and powers of attorney, tracks FICA, rates clearance, transfer duty and compliance certificates, and checks the file against Deeds Office requirements, ready for manual lodgement or electronic lodgement through eDRS.
Ideal forConveyancers
The difference
From 6-10 hours of preparation per transfer file to 1.5-2.5 hours
Your conveyancers handle more files with fewer delays, and clients get to registration sooner.
Done by hand
6-10 hours of preparation per transfer file
With the Vanine agent
1.5-2.5 hours
Time returned to your team
75%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Fewer Deeds Office rejections
Rejections delay registration and frustrate buyers, sellers and banks. The agent checks names, descriptions, conditions and supporting documents before lodgement.
Every clearance tracked
Transfers wait on rates clearance, transfer duty receipts, bond cancellation figures and compliance certificates. The agent tracks each one and chases what is outstanding.
Ready for electronic lodgement
With the eDRS running alongside manual lodgement, the agent prepares files for either route so your practice moves with the Deeds Office.
Capabilities
Transfer and bond files checked and lodgement-ready, without the rejections.
Built for conveyancers, conveyancing secretaries, bond registration attorneys and property law firms across South Africa.
Deed and power of attorney drafting
Drafts the deed of transfer or mortgage bond and the supporting powers of attorney from the deed of sale and bank instruction, in the required Deeds Office format.
Title and deeds searches
Uses Windeed or Lightstone via your subscription to confirm ownership, title conditions, existing bonds, interdicts and the correct property description.
FICA for parties
Checks buyer and seller FICA documents, including company and trust records, against your firm's RMCP and flags gaps.
Rates clearance and transfer duty
Prepares the rates clearance application under section 118 of the Municipal Systems Act and transfer duty workings for submission to SARS, or confirms VAT treatment where it applies.
Compliance certificate tracking
Tracks the electrical certificate of compliance and any beetle, gas or electric fence certificates required by the deed of sale.
Pre-lodgement checks
Checks the full file against Deeds Registries Act requirements and your examiner checklist, and prepares it for manual or eDRS electronic lodgement.
How it works
From your systems to a result you sign off
The conveyancer checks and signs the deeds and preparation certificates, an authorised person submits transfer duty on eFiling, and the conveyancer lodges at the Deeds Office.
Connect the places your transfer files already live.
Deeds of sale, bank instructions and FICA documents from Outlook and your practice management system, plus deeds and property data through Windeed or Lightstone via your subscription. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- LegalSuite, GhostPractice, AJS
- eDRS (electronic Deeds Registration System)
- Windeed, Lightstone and SearchWorks via your subscription
- SARS eFiling transfer duty workings
- Bank panel instruction portals
Runs on each new instruction and on request in Teams or OpenAI Frontier, tracking every open file to registration.
Draft deeds, powers of attorney, clearance applications, transfer duty workings and a checked lodgement file, saved to the matter in LegalSuite, GhostPractice or AJS.
Step by step
- 01
An instruction to transfer or register a bond is received.
- 02
The agent runs searches and checks the deed of sale and parties' FICA.
- 03
It drafts the deed, powers of attorney and clearance and duty applications.
- 04
It tracks certificates, clearances and guarantees until the file is complete.
- 05
It runs pre-lodgement checks and prepares the file for manual or eDRS lodgement.
- 06
The conveyancer reviews, signs and lodges the file.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Run a deeds search on the property"
- property
- Erf 2217, Pretoria
- transaction
- Sale and bond
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your transfer files never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your transfer files stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your transfer files. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR TRANSFER FILES NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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