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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 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)
  • ✅ A copy of your Levy Notice - so we can order your Form 33 & CMS (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 ( It's a legislative requirement that the Seller Disclosure Statement (Form 2) includes not just the Rates and Water notices, but the detailed costings pages - so buyers can clearly see the fixed access charges attached to the property!)

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 (all Vendors MUST be on the order as per Title).
  • Check via titles office - for correct order details - Titles Office
  • 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 Property Credit). This can cause delays until the Vendor has provided all information.
Property Credit Fees (please visit their website for T&C's)
    • $895 fixed monthly fee $29 paying nothing till settlement 
    • $1095 fixed monthly fee is $29 paying nothing till settlement
    • $1395 fixed monthly fee is $29 paying nothing till settlement

Flexible payment options (pay at settlement, at the removal of the listing, or end of a 6-month term - 180 days).

No establishment fees 

No application fees 


📬 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

Executor Orders (Deceased Estates or POA)
  1. Enter the executor’s mobile & email with the Vendors name/s in the vendor section of the order.

  2. Email orders@search-x.com.au to flag the matter and attach a copy of the will as supporting documentation

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.
  • We must receive the Levy Notice to enable us to order the Form 33/34 & CMS.
  • Delays may still occur due to Body Corporate manager response times.

BC Warranties (Statutory Warranty Statement):

  • 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
  • Statutory Warranty Statement requires a physical inspection of Body Corporate records, therefore delays can be expected up to 7 business days from Levy Notice being provided.
  • 🎥 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. Enter in the Vendors details, with the mobile as "0400 000 000" and you will be required to email us on orders@search-x.com.au with the Vendors filled out VQ, rates, water and levy notices if applicable, so they do not have to access the portal until their order is ready for signing via email.

✅ 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?