Hi Team!
To help you get started, we’ve outlined the key steps and important things to keep in mind when placing your orders. Following this process will help avoid delays, reduce costs, and keep everything running smoothly.
Please circulate this information to your Team, for full transparency around placing orders.
Agent Portal
Agents can access the SearchX ordering portal via: app.search-x.com.au
This portal is used for:
- Placing orders, tracking order progress
- Accessing completed documentation
Vendor Portal
Vendors can access their portal via: my.search-x.com.au
Important:
Vendors must use the same email address the order was originally placed with. This is required to ensure the Two Factor Authentication (2FA) process works correctly and allows access to the portal and documents.
Quick Tips for a Fast Turnaround
To ensure your order is processed as quickly as possible, there are a few key components that need to be completed promptly:
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)
Please provide as much information and supporting documentation as possible when placing your order.
Documents such as:
- RTA Agreements
- EPOA Documents
- Water & Rates Notices
- Levy Notices
These documents are extremely important in helping ensure the preparation and delivery of your report is as streamlined and efficient as possible.
Providing these upfront assists our team in reducing delays, identifying any issues early, and ensuring the report is completed accurately.
Best Practice Tips
- Always check that an order hasn’t already been placed before submitting - duplicate orders will incur charges ($300 (non Body Corp) - $500 Body Corp (inc CMS & Form 33/34/18)
- Flag any unusual conditions such as dual titles, short-term accommodation, tank water, or septic
- If you need to flag something manually, email orders@search-x.com.au
- 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 usual conveyancing steps.
|
SearchX Fee Schedule |
||
|
Service / Report Type |
Fee (AUD) |
Description / Notable Deliverables |
|
Seller Disclosure Report |
$895 |
Includes legally-reviewed seller disclosure report. |
|
– Residential or Commercial |
||
|
Seller Disclosure Report |
$1,095 |
Includes Body Corporate Form 33 /34 / 18 + CMS search + full seller disclosure report |
|
– Body Corporate |
||
|
Statutory Warranty Statement (Section 223 / Page 5 of REIQ contract for Body Corporates) |
$300 |
7 day turnaround (from receiving the levies notice) - provides coverage under Section 223 / REIQ contract provisions |
|
Error Order Fee (NON BC) |
$300 |
If an order is placed in error, searches are automatically and immediately ordered. All incurred search costs are payable |
|
Error Order Fee (BC) |
$500 |
If an order is placed in error, searches are automatically and immediately ordered (included Form 33 and CMS). All incurred search costs are payable |
You’re welcome to follow up with your Vendors directly - these details are visible in your portal.
Important Notes for Your Team
Please ensure your Agency users are entering the correct information when submitting orders. Inaccurate details can cause significant delays, as any changes require support from our Development Team to update the back end of the system.
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).
- Separate emails for each Vendor
- Title, Lot & Plan accuracy
We recommend using QLD Titles to ensure title number accuracy, and using this place the order in the portal - it's quick, free and confirms the details quickly.
To avoid this, we recommend your admin team confirm contact details (i.e. ensure the person receiving the order can access payment and/or the portal for the vendor questionnaire) and order information before submission. A little check upfront goes a long way in keeping things running smoothly!
About Payments
- If a Vendor chooses to pay via Credit or Debit Card, payment is processed instantly through our secure Stripe platform, and searches begin immediately.
- If a Vendor selects Pay Later, via Property Credit, please note that this path cannot be reversed mid-process.
If a Vendor starts with Pay Later but changes their mind and selects Pay Now instead, that’s completely fine - they can proceed with card payment. However, as this step involves a third-party platform (Campaign Flow), we’re required to confirm that payment has been marked as “paid” on our end before moving forward.
How to untoggle Develo reports
Vendor Communication Flow once submission is complete -
https://www.youtube.com/watch?v=VFhkGlqD2Is
Vendor Two Factor and Portal Flow once submission is complete - including Vendor Questionnaire and upload of documents
https://www.youtube.com/watch?v=I8EPF1-DiQM
Vendor & Agent Notification Flows:
Please see link below, to access the flow of Agent & Vendor communications:
Use the toggle on the RHS Corner to zoom in & out. Coloured tiles are SMS & White & Green boxes are emails.
Submitting & Managing Orders
- Double check with your team to ensure an order hasn’t already been placed. Duplicate submissions may not be able to be deleted and may incur charges - see further information below.
- Once submitted, orders cannot be cancelled if using Direct Debit, as searches begin instantly.
- You can delete orders in Draft or Pending status.
Special Scenarios
International Mobile number
Simply place the order as usual, just use 0400 000 000 - the Vendor will not receive SMS notifications, but they will still receive their emails and be able to complete two factor authentication and complete the VQ, submit docs etc
Entity Orders - Pty Ltd, Super Funds & Corporations with Directors
If there is an Entity listed on title, the order must match this accordingly.
Please ensure that you enter ALL VENDORS AS DIRECTORS.
Our tech will recognise the entity on file - no need to enter it.
You can then enter each Director required to sign the Form 2 document in the fields provided.
This ensures the order and execution process aligns correctly with the entity listed on title.
Enduring Power of Attorney (EPOA)
An Enduring Power of Attorney (EPOA) is used when the registered owner of the property is still alive, however another person has legal authority to act on their behalf. The attorney will sign documents for the owner.
Ordering Process
- Enter the Vendor names into the Vendor fields exactly as they appear on title (when completing the Vendor Questionnaire, please ensure Vendors names are as per title, and the mobile/email addresses are as per EPOA).
- Enter the EPOA contact mobile number and email address into the relevant contact fields
- Email a copy of the EPOA documents to orders@search-x.com.au so we have authority documents on file and can confirm who is required to sign the Form 2 documentation
A Deceased Estate process is used when the registered owner of the property has passed away. The executor named within the Will (or appointed via Letters of Administration) has authority to act on behalf of the Estate.
Ordering Process
- Enter the Executor/Representative details into the Vendor fields for the order
- Provide a copy of:
- The Will (or at the very least the name and details of the Executor) - if the Vendors are Tenants in Common
- Letters of Administration / Probate documents
- If the Vendor is a Sole Proprietor or are Joint Tenants then there is no need to provide the Will as the deceased portion of the Estate
These documents should be emailed to orders@search-x.com.au so we can confirm executor authority and ensure the correct parties are signing the documentation.
Executor Orders (Deceased Estates or EPOA)
If an executor or attorney is acting on behalf of a vendor, this must be flagged at the time of ordering to ensure the correct parties are included for execution and to avoid amendments later.
Understanding the difference:
- Enduring Power of Attorney (EPOA)
Used when the registered owner is still alive but another person has legal authority to act on their behalf. The attorney signs documents for the owner. - Deceased Estate/Will
Used when the registered owner has passed away. The executor named in the will is authorised to act on behalf of the estate.
These are two different legal scenarios, however both impact who is required to sign the Form 2 and must be identified upfront.
Why this matters
Providing this information at the time of ordering ensures:
- the correct authorised signatories are included from the outset
- the Form 2 is issued correctly the first time
- delays, rework and amendments are avoided
Please flag any other unique information with an order to orders@search-x.com.au
Including but not limited to:
- Dual Titles or Lot Numbers, Development/Subdivisions
- Tank Water or Septic System
- Short-Term Accommodation
Retirement Villages/Lifestyle Villages & Form 2 Requirements
Where a property within a Retirement Village or Lifestyle Village does not have a separate legal title, a Form 2 Seller Disclosure Statement is generally not applicable.
These arrangements are commonly:
- Leasehold interests, licence agreements, occupancy rights, resident agreements,
rather than a standard freehold property sale.
If there is:
- No separate Certificate of Title
- No registrable lot/plan
- No freehold ownership being transferred
Then a Form 2 is generally not required under the standard REIQ sale process.
Important Notes
These types of transactions are often:
- More legally complex
- Governed by Retirement Villages legislation and contractual agreements
- Not suitable for standard REIQ contracts in many circumstances
Process
If a Retirement Village or Lifestyle Village sale is identified:
- Confirm whether there is a separate title attached to the property
- If no separate title exists:
- Advise the client that a Form 2 is generally not applicable
- Recommend they seek advice from their conveyancer or solicitor
- Do not proceed with a standard Form 2 order unless legal advice confirms otherwise
Recommendation
These matters can be directly referred to our in house Conveyancing Team for handling of the matter!
Bespoke/multiple lots/title orders
Body Corporate Orders
From 1 August 2025, new disclosure forms (Form 33/34) will come into effect for Body Corporate properties under the updated legislation.
We must receive the Levy Notice to enable us to order the Form 33/34 & CMS, or notify us if the property is privately managed.
However, please note that we are still dependent on Body Corporate managers to provide key documentation, and this may result in unavoidable delays outside of our control.
Please note, under the Body Corporate and Community Management Act (BCCM Act), Body Corporates have up to 5 business days to provide these documents.
In the meantime, searches for the relevant parties will continue to be pulled and once the Body Corporate forms are received, we will be able to finalise your order.
There are some Body Corporate Managers that do not offer an urgent service. We will still request and pay for urgent processing where available, however if they only operate on a standard 5 day turnaround, there is nothing further that can be done to expedite this.
Please note, that even if the vendor manages the property privately, we still require the order to be put through as Body Corporate - and we provide documentation explaining private management + CMS.
If your Vendor is providing their own Body Corporate documentation, they will be required to provide both Form 33 AND CMS to avoid additional fees being added to the order.
You can then place the order via a “standard” $895 order
Please ensure upon placing the order, if the Vendor is providing their own documents by emailing orders@search-x.com.au
Privately Managed Body Corporate
If the property is part of a registered community titles scheme, the Community Management Statement (CMS) is recorded on title and must still be disclosed, even if the body corporate is not currently active.
The CMS forms part of the legal framework of the property, setting out lot entitlements, by-laws and common property, and remains relevant to a buyer.
However, where the body corporate is inactive and no records are being maintained, there is no authorised committee or manager able to issue a Form 33 or Form 34 certificate, which is why those documents cannot be provided and we are required to prepare an “Explanatory Statement” to cover the fact that there are no records, or ability to provide the BCCM Form 33/34/18.
The $200 Body Corporate fee applies to cover these costs.
BC Warranties (Statutory Warranty Statement):
This is the Documents that is going to be in addition to Form 2 and Form 33 - It is the warranties document - (Any additional warranties or representations (including body corporate-specific conditions or warranty statements) that sellers wish to include should be handled via separate contract clauses or as supporting documents, not within the Form 2).
- This is additional to the Form 2 and will incur a separate cost of $300
- 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.
Here is a video on our youtube in relation to the Warranty Statement:
https://www.youtube.com/watch?v=Z2MnG-RSQyo
Payment Options & Statuses
Vendor Pay
- A payment link is sent to the vendor, 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 (please always check to see if an order has been placed before you place yours!)
- Searching orders cannot be deleted
Order Status Breakdown
- Draft - Order created but not submitted
- Pending - Awaiting vendor payment (Vendor Pay)
- Searching - Searches are underway; costs incurred
- Reviewing - 1st Stage review by our lead conveyancers
- Reviewed - 2nd Stage review before execution
- Signing - Sent to vendors or executors for signing
- Completed - Finalised report, ready to download
Vendor Visibility
If the vendor places the order themselves via our Website, your Agency will not see it.
- You won’t receive updates
- You won’t be able to track its status
- The final report will only be sent to the vendor
SearchX is designed for Agents - to stay in control, your team must place the order through your portal.
Adding vendor details does not create liability - it simply initiates the contact and disclosure process on your Vendors behalf via SearchX.
Reviews/Expiration of Reports & Orders
There is no strict 90-day expiration period on a Form 2 Seller Disclosure Statement. A Form 2 remains valid for so long as the information contained within it remains accurate.
This can become a bespoke situation depending on the property and circumstances, so we kindly ask that any review or update requests be emailed through to orders@search-x.com.au for assessment.
Our team will review the file to determine:
- Whether additional searches or updates are required
- Whether any costs apply
- Or whether we are able to simply review and reissue the report at no additional charge
A Form 2 only becomes outdated where a material change has occurred, for example:
- New works completed
- Boundary realignments
- Covenants added to title
- Owner-builder status applied
- Any other material change affecting disclosure accuracy
For Body Corporate properties specifically, certain components can become outdated more quickly. This is particularly relevant to Form 33 certificates, as these may change due to:
- AGM outcomes
- Budget updates
- Levy arrears
- Financial changes
- Administrative updates within the scheme
As updated Form 33 certificates incur re-ordering costs through the Body Corporate, there is generally a fee involved to update these documents. Please contact orders@search-x.com.au for pricing, however these updates are typically around $150.
Important Explanatory Notes in relation to Form 2 details:
- 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.
A great way to explain Statutory Encumbrance's below:
At SearchX we write 'Please see the attached Statutory Encumbrance Maps and Annexure for further information.' The issue at hand with the form 2 is that the space provided in the uneditable QLD Government form does not enable a prudent lawyer to adequately particularise encumbrances cited in the maps - this is why you will see a Stat Encumbrance report/annexure in the bundle detailing more specifically what is founded in the maps.
The reason the “Statutory Encumbrances” box is ticked “Yes” on your Form 2 is because certain rights attach to almost all properties in Queensland by law. These are called statutory encumbrances, and they include things like council drainage and sewerage rights, electricity or telecommunications infrastructure, gas pipelines, and transport corridor rights. They apply automatically, whether or not you signed anything, because they protect essential public services.
In addition, if your property is subject to a rental tenancy agreement, this is treated as an unregistered encumbrance. Even though it doesn’t appear on the title, it still gives the tenant legal rights to occupy the property and must therefore be disclosed.
So while you may not have thought of your property as “encumbered,” the law requires these matters to be disclosed to ensure buyers are fully aware of all statutory and tenancy rights that affect the land.
Pay Later Funding - How Property Credit Can Help
Property Credit gives vendors access to funds during the sales process, helping them maximise their property's potential while preserving cash flow.
Key Features
• Access up to 80% of available equity
• No income testing required
• No credit file enquiry or lodgement
• Simple one-time application
• Approvals on the spot as a SearchX client
• No repayments until settlement
• No establishment fees on advertising loans
Common Uses
• Marketing, styling and staging
• Pre-sale renovations and improvements
• Auction and campaign costs
• Deposit for a new property purchase
• General cash flow during the sales campaign
Helpful Resources
Rate Calculator:
https://go.property.credit/rate-calculator
Seller's Guide:
https://property.credit/lp/sellers-guide/
Eligibility
• Applicants must be actively selling a property
• Maximum loan term of 180 days (6 months)
All loans are subject to responsible lending obligations, lending criteria, terms and conditions.
For more information, please visit property.credit or contact the team directly:
Phone: 1300 829 536
Email: enquiries@property.credit
What are the minimum and maximum loan terms?
There is no minimum loan term. The maximum loan term is 6 months.
Do sellers have to pay anything upfront or along the way?
No. There is nothing to pay until settlement of the property.*
Can I apply for additional funds afterwards?
Yes. While you are still committed to selling your property, additional funds may be approved, subject to standard assessment processes.
What happens if my property doesn't sell within six months?
The loan will need to be repaid, or a rollover application can be submitted prior to expiry. Additional fees may apply.
How long does it take to get funding?
Once all required information is received, funding can be approved in as little as 24 hours.
What is pre-sale improvement funding?
Property Credit provides an "improve now, pay later" solution, enabling property owners to invest in upgrades that enhance sale price and buyer appeal, with repayment taken from settlement funds.
What can funding be used for?
Property Credit funding can be applied to a wide range of campaign and compliance costs, including:
• Form 2 Seller Disclosure Statements
• Advertising and marketing
• Moving costs
• Pre-sale improvements and renovations
• Building and pest repairs
• Deposits
• Legal costs
Does Property Credit do a credit check?
No. Property Credit does not perform credit checks when assessing applications.
Who can apply for funding?
Any property owner who is actively selling and is signed under an exclusive agency agreement.
Can I use Property Credit if my property is connected to my SMSF?
No. Unfortunately, Property Credit is unable to provide funding for properties held within Self-Managed Superannuation Funds (SMSFs).
What happens at settlement?
At settlement, simply provide your solicitor or conveyancer's details. Property Credit will liaise directly with them to finalise the account and arrange repayment from settlement proceeds.