SearchX – Order Process & Notifications
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.
📲 Vendor & Agent Notification Flows
Please see the link below to access the flow of Agent & Vendor communications:
- Use the toggle on the RHS Corner to zoom in & out.
- Coloured tiles represent SMS, while white and green boxes represent emails.
Submitting & Managing Orders
- Double-check with your team to ensure an order hasn’t already been placed. Duplicate submissions may not 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
Executor Orders (Deceased Estates)
If an executor is acting on behalf of a deceased vendor:
- Enter the executor’s name and contact details in the vendor section
- Email orders@search-x.com.au to flag the matter
- Attach a copy of the will as supporting documentation
Additional Scenarios:
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.
In preparation, current orders are still being placed, and all searches except for the CM Statement and Form 33/34 are being completed in advance. This will help reduce turnaround times once the new forms are released.
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.
We appreciate your understanding and will continue to keep you updated as the transition progresses.
📄 BC Warranties
This is the document 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 in addition to the Form 2 and will incur a separate cost of $300
- You can select/tick the second box, and the Vendor can help complete
🎥 Watch the video on Warranty Statement
💳 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
- Draft – Order created but not submitted
- Pending – Awaiting vendor payment (Vendor Pay)
- Searching – Searches are underway; costs incurred
- Reviewing – Report under review by our lead conveyancers
- 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 vendor's behalf via SearchX.
🌍 International Mobile Numbers for Vendors
Our platform currently does not support international mobile numbers.
If your vendor uses an international number, we’ll need to submit the order manually.
📧 Email orders@search-x.com.au using the subject line:
“Manual Order - Property Address - International Mobile Number”
Include:
- Property address
- Vendor’s full legal name
- Vendor email address(es)
- Any supporting documentation, if required
We’ll load and process the order for you. Please note that this will be the same process as the Vendor process; you will not be able to see these orders.
✅ 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 the usual conveyancing steps.
- 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
📬 Questions?
- For assistance & updates to/for orders: orders@search-x.com.au
- For general support: support@search-x.com.au