Behind the Scenes: Building a Digital Quoting and Onboarding System for Solicitors

When most people think of conveyancing, they think of contracts, title deeds, and the careful legal work that moves a property transaction from offer to completion. What they do not see is the amount of administration that happens behind the scenes — preparing quotes, chasing documents, opening files.

For solicitors, this early-stage work is vital, but it can also be time-consuming. In a busy property market, even small inefficiencies add up. Coyne Solicitors in Lucan decided to take a different approach. By investing in a digital quoting and onboarding system, they created a smoother journey for clients and a more efficient process for their team.

This is what it took to build it.

Understanding the requirements

The first step was to understand what clients really needed when requesting a quote. It was not enough to provide a single figure. Clients wanted to see:

• A professional fee, clearly distinguished from outlays and VAT.
• Common third-party charges such as PRA registration, commissioner for oaths, and closing searches.
• Information on stamp duty, tailored to the property value.

Equally, the system had to meet the firm’s requirements. It needed to:

• Handle a wide variety of transaction types — purchases, sales, apartments, houses, new builds, and auction properties.
• Reflect different price bands, since fees and outlays vary above and below €400,000.
• Generate quotes accurately and consistently, while still allowing for solicitor oversight.

Designing for simplicity

The next challenge was user experience. A digital tool must be straightforward, or clients will not use it. Coyne’s system was designed with:

• Plain-language instructions that avoid unnecessary jargon.
• Simple input fields for price, property type, and loan details.
• Clear output, showing the professional fee, outlays, and estimated total.
• Mobile responsiveness, so clients could request a quote easily from their phone.

The goal was to mirror the professionalism of the firm in the design of the calculator itself. A clean, easy-to-use interface sends a powerful message: this is a firm that values transparency and efficiency.

Building compliance into the process

Conveyancing is not just another consumer transaction. It involves sensitive client data and professional obligations. From the beginning, compliance was treated as a central design principle:

• Quotes are clearly marked as estimates until confirmed by the solicitor.
• Clients are informed of what is included and what may vary depending on circumstances.
• GDPR compliance is embedded, with clear privacy policies and secure handling of any submitted information.
• Online onboarding incorporates identity checks and secure document upload, ensuring regulatory requirements are met.

By weaving compliance into the digital journey, the firm avoided the risk of convenience undermining professionalism.

Technical foundations

Behind the scenes, the system runs on a modern and secure web stack. Built using Next.js, the tool integrates with back-end data sources to generate accurate estimates. The architecture was designed to be:

• Scalable – able to handle a growing volume of requests as awareness increases.
• Maintainable – fee structures and outlays can be updated easily without re-engineering the system.
• Secure – document uploads are encrypted, and access is strictly controlled.
• Flexible – capable of extending beyond conveyancing to other areas of legal practice if required.

For the firm, this meant the system was not just a marketing tool but part of the operational backbone of their client intake process.

Integrating onboarding

The most powerful feature was linking the quoting tool directly to online onboarding. After receiving a quote, clients can click “Proceed” and move into a secure intake process.

This onboarding system allows them to:

• Upload ID and property documents safely.
• Provide essential details required to open a file.
• Receive confirmation that their solicitor is instructed and their case is progressing.

This integration closes the gap that traditionally existed between enquiry and instruction. Clients no longer feel the uncertainty of waiting for a follow-up call or email. Solicitors no longer spend valuable time chasing paperwork.

Results so far

The combined system has had measurable impact for Coyne Solicitors:

• 20+ conveyancing quotes generated weekly, compared with none before the system launched.
• Around 30% of visitors to the calculator page request a quote, a strong engagement rate.
• Inbound calls and emails about conveyancing and other services have more than doubled.
• Faster file openings have reduced delays, giving clients confidence and helping solicitors progress transactions sooner.

Not every quote becomes a client, but even a conservative conversion rate represents a healthy flow of new matters for a busy practice. More importantly, the client journey is smoother and more reassuring.

Lessons learned

The project highlighted several key lessons for legal practices considering similar initiatives:

1. User experience matters – Clear design and plain language are just as important as accurate figures.
2. Compliance cannot be an afterthought – GDPR and professional obligations must be built in from the start.
3. Integration creates value – Connecting quoting with onboarding multiplies the impact of both.
4. Iteration is key – The system does not need to be perfect from day one; it can evolve as the firm gathers feedback.

Looking ahead

The success of Coyne Solicitors’ project suggests that digital quoting and onboarding will become standard features of legal practice in the coming years. As clients demand transparency and speed, firms that provide these will stand out.

At the same time, solicitors must continue to balance technology with professionalism. Digital systems should support, not replace, the trusted relationship between client and adviser.

Final thoughts

Building a digital quoting and onboarding system is not simply a technical exercise. It is about rethinking how clients experience the first steps of their legal journey. For Coyne Solicitors, the result has been a smoother, more efficient process that benefits both clients and the firm.

By combining transparency, compliance, and thoughtful design, they have created a model that other practices can learn from.

⚖️ This article is intended for general information purposes only and does not constitute legal advice.