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.
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)
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.
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
Executor Orders (Deceased Estates or POA)
If an executor is acting on behalf of a deceased vendor or under a EPOA:
- Enter the executor’s mobile & email with the Vendors name/s in the vendor section of the order.
- Email orders@search-x.com.au to flag the matter and attach a copy of the will as supporting documentation
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
- Tank Water or Septic System
- Short-Term Accommodation
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.
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 tomorrow, and once the Body Corporate forms are received, we’ll be able to finalise your order.
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
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
- 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, 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.
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
- 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.
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.