The Problem
A residential transfer touches three roles over eleven weeks. When one person is on leave or a clearance is late, the matter quietly stalls, usually until the client phones to ask.
Bespoke System Live
Task Management System
Every owner, every dependency, every deadline. When one slips, the rest of the matter knows, and the right person hears before the client does.
- Industry
- Property law firms
- Best for
- Multi-role workflows with weeks of sequential and parallel steps
In short
What is dependency-aware task management?
Dependency-aware task management shows every matter in flight, what’s stuck, and who owes what to whom, and when one task slips, it recomputes the timeline so nothing surprises anyone at the eleventh hour. The next person’s brief lands on their screen the moment the previous task finishes.
How we work
We sit with your business. We find the operational problem costing you the most. We build the system that fixes it.
What We Built
A board that shows every matter in flight, what's stuck, and who owes what to whom. Finish your task; the next person's brief is on their screen, deeds search, FICA pack, prior correspondence attached. Slip a clearance and the timeline recomputes so nothing surprises a partner the morning of lodgement.
What Changed
Matter cycle time dropped from twelve weeks to seven. The number of files sitting in nobody's queue dropped to zero. Partners stopped getting phoned by clients asking "is anything happening?".
Example deployment
One example of how we'd wire this capability. We'd shape it to your business.
Interactive demo
Matter 2026-0341 · 11 Acacia Avenue, Sandton
Residential transfer · Smith → Naidoo · R 4,250,000
0%
Board
Blocked Ready Done
Blocked
13PLIntake
FICA verification
Verify ID and proof of address for buyer and seller.
Due
d3
Waiting on 1 task
CVDiligence
Order deeds office search
Confirm title, bondholder, and existing endorsements.
Due
d3
Waiting on 1 task
CVDiligence
Review Offer to Purchase
Suspensive conditions, occupation date, agent commission.
Due
d4
Waiting on 1 task
PLDiligence
Bond approval from bank
Track grant letter, raise queries with bond originator.
Due
d6
Waiting on 1 task
PLDiligence
Request rates clearance
Apply to municipality, settle figures, await certificate.
Due
d7
Waiting on 1 task
PLDiligence
Request levy clearance
Body corporate consent and outstanding levies.
Due
d7
Waiting on 1 task
PLDiligence
Receive guarantees
Bank guarantees lodged with the firm in lieu of cash.
Due
d9
Waiting on 1 task
CVDrafting
Draft transfer documents
Deed of transfer, power of attorney, declarations.
Due
d11
Waiting on 2 tasks
CVDrafting
Client signature appointment
Witnessed signatures on transfer pack.
Due
d13
Waiting on 1 task
PLSign-off
Compile partner brief
Assemble the matter pack with summary memo.
Due
d14
Waiting on 3 tasks
PTSign-off
Partner sign-off
Final review and signature on the deed.
Due
d15
Waiting on 1 task
CVLodgement
Lodge at Deeds Office
Submit to Registrar of Deeds for examination.
Due
d16
Waiting on 1 task
PLLodgement
Registration & invoice
Confirm registration, release funds, send invoice.
Due
d21
Waiting on 1 task
Ready
1PLIntake
Open matter & client onboarding
Capture parties, property, mandate, fee estimate.
Due
d1
Ready · Paralegal
Done
0Nothing complete yet.
Timeline
Days from intake · target completion d21
d0
d5
d10
d15
d20
Intake
Diligence
Drafting
Sign-off
Lodgement
Blocked Ready Done Original target Click a ready pip to open the late-task simulator
Activity
Notifications fire automatically
- Matter 2026-0341 opened, 11 Acacia Avenue, Sandton. Playbook loaded.
Want one built for your business? The first conversation is free.
Book a discovery call How it fits the two pillars
One system, two jobs.
Automation
Completing one task unblocks the next, notifies the right role, and assembles the brief they need to start without anyone having to chase it.
Explore AutomationAudit Trails
Every state change, handoff, and due-date shift is captured against the matter, who did what, when, and what cascaded as a result.
Explore Audit TrailsAnomaly Detection
Not the primary focus for this system.
Analytics
Not the primary focus for this system.
FAQ
Frequently asked questions
- How is this different from a simple to-do or Kanban board?
- A plain board shows tasks; it doesn’t understand that task C can’t start until task A finishes. A dependency-aware board does, so a late clearance recomputes every downstream date, and a partner isn’t surprised the morning of lodgement. Slip one task and the whole matter knows.
- What problem does it solve?
- Work quietly stalling when one person is on leave or a clearance is late, usually discovered only when the client phones to ask. With dependencies tracked, the right person hears before the client does, and no file sits unseen in nobody’s queue.
- Who is it for?
- Conveyancing and legal teams running multi-step matters, and any project-based business with handoffs across roles, anywhere one person’s delay quietly stalls the whole job until someone finally notices.
Related systems
Systems we often build alongside this one.
- Case Management SystemEvery matter, every owner, every deadline, tracked end to end with the audit trail written by default.
- Cross-System Sync EngineTwo systems, one truth. Edits on either side land on both in seconds. Conflicts resolve by the rule you set.
- Notification & Alert OrchestrationOne rule engine deciding who hears about what, on which channel, at what hour. The noise stops; the signal lands on the right person's phone.
- Approval & Sign-Off WorkflowStop chasing signatures. Your chain reshapes itself, every decision is captured, and work moves the moment the last signature lands.
Next Step
Want one built for your business?
The first conversation is free. And useful either way.