Technical Deep Dive: Secure Document Upload and Digital Intake for Solicitors

When clients instruct a solicitor in a property transaction, one of the first steps is providing sensitive documentation — proof of identity, mortgage details, and property-related paperwork. Traditionally, this has been done in person or through email attachments. Both methods have drawbacks: in-person submission can be slow and inconvenient, while email raises obvious concerns about security.

Coyne Solicitors in Lucan tackled this challenge head-on as part of their move towards digital conveyancing. Alongside their online quoting tool, they introduced secure digital onboarding with document upload, allowing clients to provide everything needed to open a file safely and efficiently.

This article takes a closer look at the technology and principles behind that system.

Why digital intake matters

The client journey does not end when they receive a conveyancing quote. In fact, that is only the beginning. For the matter to proceed, the solicitor must:

• Verify the client’s identity.
• Collect details about the property and transaction.
• Secure copies of necessary supporting documentation.

If this stage is slow or cumbersome, clients may become frustrated. Worse, if it feels insecure — such as being asked to email sensitive ID documents — clients may question the firm’s professionalism.

Digital intake provides a solution. It combines the convenience of online submission with the safeguards of encryption and controlled access.

How Coyne Solicitors implemented secure onboarding

Coyne’s onboarding system was designed to integrate directly with their online quote calculator. After receiving a fee estimate, clients can immediately click “Proceed” and begin uploading documents securely.

Key features include:

• Encrypted transfer – All documents are uploaded via secure connections, ensuring data cannot be intercepted.
• Role-based access controls – Only authorised members of the property team can access submitted documents.
• Audit trail – Every submission and action is logged, supporting compliance and transparency.
• GDPR compliance – Data handling and storage policies are aligned with current regulations, with clear privacy notices for clients.

This approach provides peace of mind for both clients and solicitors.

Benefits for clients

For clients, secure digital intake is more than a technical detail. It directly improves their experience by offering:

• Convenience – Upload documents at any time, without needing to visit the office or rely on post.
• Reassurance – Clear messaging that documents are being transferred securely.
• Speed – Files are opened sooner, reducing delays in issuing contracts or engaging with lenders.

In short, clients feel that their solicitor is both accessible and professional from the very first step.

Benefits for the firm

For Coyne Solicitors, secure onboarding has streamlined operations:

• Reduced administration – Less time spent chasing documents or scanning paper copies.
• Faster progression – Matters move forward quickly once the initial file is complete.
• Professional image – Clients perceive the firm as modern, efficient, and trustworthy.
• Capacity for growth – The system can scale with the number of new instructions, without creating bottlenecks.

The firm has seen that combining quotes with secure onboarding increases the likelihood that prospective clients become active instructions.

Technical considerations for solicitors

For other firms considering similar systems, several technical principles are essential:

1. Encryption – Data should be encrypted in transit and at rest.
2. Authentication – Ensure only authorised users can access the system.
3. Scalability – The platform should handle increasing document volumes without slowing down.
4. Auditability – Maintain logs of all actions for compliance purposes.
5. Flexibility – Allow for updates to accommodate changes in regulations or firm requirements.

By embedding these elements, solicitors can ensure their systems remain robust and trustworthy.

Results in practice

Since adopting secure digital intake, Coyne Solicitors have experienced:

• 20+ conveyancing quotes generated weekly, a significant increase compared with before the system.
• Around 30% of visitors to the quote page proceeding to request a quote, showing strong engagement.
• A doubling of calls and emails, reflecting greater visibility and client trust.
• Faster onboarding, with files opened more quickly and clients reassured that their matter is progressing.

Not every quote converts, but even a conservative percentage of instructions represents meaningful new business for a growing practice. More importantly, the client journey is smoother and more secure.

Looking ahead

Digital onboarding is likely to become standard in conveyancing and beyond. Clients are already used to secure uploads when dealing with banks, insurers, and government agencies. It is only natural that they expect the same from their solicitor.

For firms, the benefits are equally clear: reduced risk, improved efficiency, and stronger client relationships.

Coyne Solicitors’ experience demonstrates that with the right design and technology, solicitors can provide a process that is not only convenient but also compliant and secure.

Final thoughts

The future of conveyancing is not just about faster transactions — it is about safer, smoother client journeys. Secure document upload and digital intake systems are now central to that future.

By embracing these tools, firms can reassure clients, reduce administrative burden, and position themselves as leaders in a competitive market.

Coyne Solicitors have shown that moving onboarding online is not just possible — it is practical, effective, and already delivering results.

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