Use this article to check where a document order is up to, download a document once it’s been fulfilled, understand what each column in the Order Manager means and follow up on an order that hasn’t arrived.
The Order Manager is the single place in Landchecker where every document and certificate order you or your organisation has placed is listed, and it’s available to all members who order documents through Landchecker.
What the Order Manager Is
The Order Manager is a tab in your Landchecker account that lists every document and certificate order placed through the platform, along with its current status, the date it was ordered, the estimated delivery date and the invoice it appears on.
Landchecker orders many documents – Register Search Statements (Titles), Copies of Plans, Instrument Searches and other certificates – from the state authority responsible for issuing them. That means an order isn’t always fulfilled instantly. The Order Manager is where you check whether a document has come back, what stage it’s at and when to expect it.
If you have a Business Account, the Order Manager shows orders placed by everyone in your organisation, not only your own. The Ordered By column identifies which member placed each order.
Open the Order Manager
To open the Order Manager:
Log in to Landchecker.
Select your profile in the top right corner of the screen.
Select Business Account if you’re part of an organisation, or My Account if you order as an individual member.
The Order Manager is the first tab. Your orders load as a table, with the most recent order at the top.
If no orders appear, no documents have been ordered on the account yet, and the table is empty rather than showing an error.
What Each Column Shows
The Order Manager table has nine columns. The table below explains what each one contains, so you can read an order line without opening it.
Column | What it shows |
Product | The type of document ordered, for example Register Search Statement or Instrument Search |
Ordered By | The member who placed the order |
Job Reference | Your own job, file or matter reference, if one was added at the time of ordering |
Order Reference | The unique identifier Landchecker assigns to the order. This also appears in the subject line of the email that delivers your documents |
Description | The property identifier used to make the purchase, for example the address or the volume and folio |
Invoice | The invoice the order is billed on. This is blank on accounts with monthly billing terms until the monthly invoice is issued |
Date Ordered | The date the order was placed |
Est. Date Delivery | The estimated delivery date, based on the fulfilment timeframes of the authority issuing the document |
Status | The current stage of the order: Completed, With Authority or Error |
Check the Status of an Order
The Status column in the Order Manager tells you where each document order is up to. Status is shown as a coloured icon rather than as text, and there are three:
Completed – a green tick inside a circle. The order has been fulfilled and the document is ready to download.
With Authority – an amber circular arrows icon. The order is pending and is awaiting fulfilment by the authority responsible for issuing the document.
Error – a red exclamation mark inside a circle. The order was cancelled because the document couldn’t be retrieved. You aren’t charged for any document that results in an error.
Hover over any status icon to see a tooltip naming the status. On an order With Authority, the tooltip also shows the estimated delivery date, labelled ETA, for example “With Authority, ETA: 28/08/26”.
An order With Authority doesn’t need any action from you until its ETA has passed.
Download a Completed Document
To download a document once its order shows a status of Completed:
Find the order in the Order Manager.
Select View More on that order line to open the order item summary.
Select the download option against the document you need.
The order item summary lists every item included in that order, so an order containing several documents shows each one separately.
Edit a Job Reference on an Order
A job reference is your own file, matter or project reference, added so you can match an order back to the work it belongs to. If a job reference was entered incorrectly or left blank when the order was placed, you can change it after the fact.
Find the order in the Order Manager.
Select View More on that order line.
Edit the Job Reference field and save your change.
The updated job reference then appears against that order in the Order Manager table, and can be used to filter your orders.
Find a Specific Order
Every column in the Order Manager can be sorted and filtered, which is how you narrow a long list down to the order you’re looking for.
Select the filter button in the top right corner of the Order Manager.
Choose the column you want to filter, for example Job Reference or Status.
Choose a filter type. Text columns offer Contains, Equals and Is Empty, date columns offer a From – To date range, and Status lets you choose Completed, Error or With Authority.
Enter your keywords to narrow the results.
Select Reset to clear all active filters and sorts and return to the full list.
For a full walkthrough of each filter type and when to use it, read How to Use the Order Manager Filters.
Follow Up an Order That’s Past Its Estimated Delivery Date
If an order still shows With Authority after the date in its Est. Date Delivery column has passed, email Landchecker Support at support@landchecker.com.au with the email address the order was placed with, the date it was ordered and the products that haven’t been fulfilled. The Support team responds within 1 business day. Full instructions are in How to Follow-Up on Documents That Are Past the Estimated Delivery Date.
How the Order Manager Supports Your Work
Document orders sit on the critical path of most property work, so knowing exactly where each one is up to saves chasing. Here’s how the Order Manager supports common ways different professionals use Landchecker.
Legal Professionals and Conveyancers
Settlement dates don’t move because a Title hasn’t come back. Filter the Order Manager by Job Reference to see every document ordered against a matter in one view, and check the Est. Date Delivery column before you commit to a timeframe with a client.
Real Estate Agents
Vendor statements depend on certificates arriving on time. Check the Order Manager before a listing goes live to confirm every document ordered for the property shows a status of Completed, rather than assuming an order placed last week has been fulfilled.
Property Developers
Feasibility work often involves ordering documents across several sites at once. Use the Description and Job Reference columns to keep orders matched to the right site, and the Order Reference on a completed order to avoid paying twice for a Title you’ve already bought.
Valuers
When a valuation file is being assembled to a deadline, the Order Manager shows at a glance which supporting documents have landed and which are still with the authority, so you can start on the parts of the report that aren’t waiting on paperwork.
Common Questions
What does a status of With Authority mean?
It means the order is pending and is awaiting fulfilment by the authority responsible for issuing that document. Check the Est. Date Delivery column on the order line for the expected date.
Will I be charged for an order that shows a status of Error?
No. An Error status means the order was cancelled because the document couldn’t be retrieved, and no charge applies to that document.
Why is the Invoice column blank on my order?
The Invoice column is blank on accounts with monthly billing terms until the monthly invoice is issued. The order itself is unaffected.
Can I see orders placed by other members of my organisation?
Yes, if you have a Business Account. The Order Manager lists orders across the organisation, and the Ordered By column shows which member placed each one.
Where do I find the Order Reference for a document I’ve already purchased?
Select View More on the order line in the Order Manager, and the Order Reference appears on the left-hand side. It also appears in the subject line of the email that delivered the documents. You can use it to avoid repurchasing a Title or Copy of Plan – see How to Use an Order Reference or Security Number for Previously Ordered Titles and Copy of Plans.
My order is past its estimated delivery date. What should I do?
Email support@landchecker.com.au with the email address the order was placed with, the date ordered and the products that haven’t been fulfilled. The Support team responds within 1 business day.
If you have questions or need help, use the live chat on the platform, and our team will be happy to assist.