White Label – Order Process & Information

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.

Team Portal

Your Team can access the SearchX ordering portal via: app.search-x.com.au

This portal is customised wit your own brand, and used for:

• Placing orders, tracking order progress
• Accessing completed documentation

Client Portal

Your Clients (Vendors) can access their portal via you own unique domain, selected in your Workspace settings under "Domains".

Important:
Clients 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 the 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@form2.app
• 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.

Checking for Duplicate Orders

Your team has its own Portal, providing visibility across all orders placed within your business.

If you are a multi-office business, each office will have its own Portal, meaning visibility is limited to orders placed within that particular office.

If an Admin attempts to place an order that already exists within the same Portal, the system will flag the existing order.

For multi-office businesses, you cannot see orders placed through another office’s Portal, so if you are handling something cross-office or placing an order on behalf of another office, please check internally first.

This helps avoid duplicate orders, unnecessary error fees and delays.

 

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 Clients 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!

 

Develo Reports

Unless absolutely necessary, we recommend including the Develo report and opting for full transparency.

Buyers can access this information themselves for around $33, through Develo directly, Council mapping and other online services. Their conveyancer or solicitor may also identify the same overlays through their searches.

Our view is simple: full disclosure is best. If the information is readily available, there’s no benefit in leaving a “pink elephant in the room” when it comes to the Contract.

If you wish to have the Develo not included, please see the short video below (Simply un-toggle form the completed report, and re-download):

How to untoggle Develo reports

 

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@form2.app 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@form2.app 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:

1. Confirm whether there is a separate title attached to the property
2. 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
3. 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

The Orders Team (orders@search-x.com.au) is here to assist with any order that falls outside of our standard automated ordering process or requires manual intervention.

If you're unsure whether something needs to go through Orders, it's always better to ask first as pricing can differ for these orders - they are bespoke and require price confirmation to ensure correct order cost & process to place.

Multi-Lot Orders

Any property involving:

• Multiple lots & Multiple titles
• Lots sold together on one contract
• Orders requiring more than one title search

 

Before Contacting Orders

Please include as much information as possible to avoid delays, including:

• Property address + Lot and Plan details & title number/s
• What assistance you require
• Any relevant screenshots or supporting documents

Remember

The more information you provide, the quicker the Orders Team can investigate and assist.

If you're unsure whether an order requires manual intervention, please contact orders@form2.app before proceeding. It's much easier to get it right the first time than to amend an order after it's been processed.

 

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@

 

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

 

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@form2.app 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: Rates figures disclosed on your Form 2 will not show any discount or concessions/credits for early payment that you may be entitled to.
• Water Access: The figure on your Form 2 will only show the fixed access fee charged by the council or water authority - it does not include usage or 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:

If the “Statutory Encumbrances” box is ticked “Yes” on your Form 2, don’t panic, that is actually very common and occurs because certain rights attach to almost every property in Queensland and must be disclosed. These statutory encumbrances include things like council drainage and sewerage rights, electricity or telecommunications infrastructure, gas pipelines and the location of water infrastructure. They apply automatically, whether or not you signed anything, because they protect essential public services.

So, while you may not have thought of your property as “encumbered,” the law requires these matters to be disclosed so that buyers are fully aware of all statutory rights that affect the land.

Unregistered Encumbrance

If your property is subject to a rental tenancy agreement or a lease, this is treated as and must be disclosed 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.