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Placing Orders via SearchX – Key Information & Best Practices

Welcome to the SearchX Order Guide. This article outlines the essential steps and key considerations for placing orders. Following this process will help avoid delays, reduce costs, and keep everything running smoothly.

Please circulate this guide to your team to ensure full transparency and alignment.

 

***DO NOT PLACE YOUR DETAILS AS AN AGENT INTO THE ORDER - "VENDOR" SCREEN***

 

🚀 Quick Tips for Fast Turnaround

Ensure these three items are submitted as soon as possible to prevent delays:

  • ✅ The Vendor Questionnaire
  • ✅ A copy of the Rates Notice
  • ✅ A copy of the Water Notice (if applicable)
  • ✅ A copy of the Tenancy Agreement (if applicable)
  • If you have trouble uploading these, please email to orders@search-x.com.au ensuring they are in PDF format, with all pages included.

You may follow up directly with vendors; contact details are visible in your portal.

⚠️ Important Notes for Your Team

Double-check order accuracy before submitting, especially:

  • Contact details (ensure access to payment/portal)
  • Vendor names and emails
  • Lot & Plan accuracy

❗Inaccurate orders require support from our Development Team to fix and can cause significant delays. A quick admin check beforehand is highly recommended.

💳 About Payments

Vendor Payment Options:

  • Credit/Debit Card: Immediate payment via Stripe → searches begin instantly.
  • Pay Later:
    • Cannot be changed mid-process.
    • If the vendor chooses to switch to Pay Now, payment can be made via card, but confirmation is needed before proceeding (due to third-party platform integration via Campaign Flow).

📬 Vendor & Agent Notifications

Refer to our communication flow chart:
🔗 Agent & Vendor Communication Flow (Figma)
Tip: Use the toggle in the top-right corner to zoom.

  • 📩 White & Green = Email
  • 📱 Coloured Tiles = SMS
📝 Submitting & Managing Orders
  • Check if an order is already placed to avoid duplicate submissions (which may incur charges).
  • Direct Debit Orders: Cannot be cancelled after submission.
  • You can delete orders in Draft or Pending status.

⚰️ Special Scenarios

Deceased Estates / Executor Orders
  1. Enter the executor’s details in the vendor section.
  2. Email orders@search-x.com.au and flag the matter.
  3. Attach a copy of the will.

Also flag:

  • Dual Titles or Lot Numbers
  • Tank Water or Septic Systems
  • Short-Term Accommodation

🏢 Body Corporate Orders

New Legislation from 1 August 2025

  • New Form 33/34 applies to Body Corporate properties.
  • Current searches (excluding CM Statement & Form 33/34) are being completed in advance.
  • Delays may still occur due to Body Corporate manager response times.

BC Warranties

  • In addition to Form 2 and Form 33
  • Includes seller-specific warranties and representations
  • Cost: $300
  • Can be selected by ticking the second box on the form
  • 🎥 Warranty Statement Video (YouTube)

💰 Payment Options & Statuses

Vendor Pay

  • A payment link is sent to the vendor, and they are prompted to make payment. Once payment is made, they receive another prompt to complete their Form 2 Questionnaire
  • The order remains in "Pending" until payment is made
  • Draft and Pending orders can be deleted without incurring costs
  • Once the vendor pays, the order changes to "Searching", and costs are incurred immediately as searches commence.

Direct Debit

  • Vendors do not get a prompt to pay
  • As soon as you hit submit, the order moves to "Searching" and charges begin
  • Searching orders cannot be deleted

📊 Order Status Breakdown

Status Meaning
Draft Order created, not submitted
Pending Awaiting vendor payment
Searching Searches in progress; charges apply
Reviewing Legal team reviewing reports
Signing Sent to vendor for signature
Completed Final report available for download

🔍 Vendor Visibility

If the vendor places the order, your agency:

  • ❌ You won’t receive updates
  • ❌ You won’t be able to track its status
  • ❌The final report will only be sent to the vendor

➡️ To stay in control, you must place the order via your portal.

💡 Including vendor details only initiates contact; it does not create liability.

🌍 International Mobile Numbers

International numbers are not supported via the platform.

To process manually:

1. Email orders@search-x.com.au with subject line:
"Manual Order – [Property Address] – International Mobile Number"

2. Include:

  • Property address
  • Vendor’s legal name
  • Vendor email
  • Supporting docs if applicable

📌 These orders will not be visible in your portal.

✅ Best Practice Tips

  • ✔️ Always check that an order hasn’t already been placed before submitting - duplicate orders will incur charges
  • ✔️ Flag any unusual conditions such as dual titles, short-term accommodation, tank water, or septic
  • ✔️ Email orders@search-x.com.au to manually flag matters
  • ✔️ The Seller Disclosure Report must be included with the contract at signing, just like any standard disclosure document. This ensures it forms part of the contract and is properly acknowledged by the buyer. You can then proceed with the usual conveyancing steps.

📚 Explanatory Notes (Form 2)

  • Council Rates: Figures have been calculated excluding any prompt payment discounts and do not include water access charges. 
  • Water Access: Water access charges reflect only the fixed access costs passed on by the local council or relevant water authority.  These do NOT include water consumption charges. 
  • Statutory Encumbrances: Where applicable, any statutory encumbrances disclosed in the report will be accompanied by location maps to clearly illustrate the areas affected, in full compliance with the legislative requirements.

📩 Need Help?