How to Recover Payment From a Client Who’s Gone Silent After the Job

You delivered the work. You sent the invoice. You waited a week, then two, then three. You’ve sent polite follow-ups. You’ve called. You’ve texted. Nothing.

Your client has ghosted you.

This guide covers the practical steps to recover payment, from follow-up to demand letter to a tribunal or court claim.

Why clients ghost after the job is done

Understanding why it happens helps you respond strategically.

Cash flow problems — the client doesn’t have the money right now and is avoiding the conversation.

Buyer’s remorse — they’ve decided the work wasn’t worth what they agreed to pay.

Disorganisation — they’re overwhelmed, your invoice got buried, and they’re not deliberately avoiding you.

Dispute brewing — they have an issue with the work but haven’t raised it directly, so they’re withholding payment as leverage.

Bad faith — they never intended to pay and are hoping you’ll give up.

You won’t know which one applies until you push harder.

Stay commercial, not emotional

Being ghosted after you’ve delivered work feels personal. You trusted someone, did the work in good faith, and now they’re ignoring you.

That frustration is valid. But it can’t drive your next move. If you send an emotional, accusatory message, you risk giving them an excuse to claim you’re unprofessional and damaging your case if this ends up in tribunal.

Stay calm, direct, and commercial. You’re not begging. You’re recovering what you’re owed.

Step 1: One final direct follow-up

Before escalating, send one clear, non-emotional message. Email and text if you have both.

Subject: Final request — Invoice [number] now overdue

> Hi [Name], > > I’ve sent several reminders about Invoice [number] for [amount], which was due on [date]. I haven’t received payment or a response. > > If there’s an issue with the work or the invoice, I’m happy to discuss it. Otherwise, I need payment by [date — give them 7 days]. > > If I don’t hear from you by then, I’ll proceed with formal debt recovery. > > [Your name]

This message gives them one last chance to pay or respond, invites them to raise any dispute, and signals that you’re about to escalate.

If they respond with a complaint about the work, deal with it directly. If they ask for more time, get it in writing with a firm date. If they ignore this too, move to Step 2.

Step 2: Send a letter of demand

A letter of demand is a formal written notice that you intend to recover the debt. In most Australian states, it’s a prerequisite before you can file in a tribunal.

A proper demand letter:

• States the amount owed and the basis for the debt
• Refers to the contract or agreement (even if it was verbal or implied)
• Gives a clear deadline (typically 7-14 days)
• States what will happen if they don’t pay (tribunal proceedings)

You can draft one yourself, but if you get the tone or the detail wrong, it weakens your position. Claim Done generates a demand letter based on your evidence and sends it by email, for a flat fee.

What happens after you send it:

• Some clients pay immediately (the formality shocks them into action)
• Some clients finally respond with their side of the story
• Some clients continue to ignore you

If they ignore the demand letter, you now have documented proof that you tried to resolve this before filing.

Step 3: File in your state’s tribunal or court

If the demand letter doesn’t work, your next step is a small claim. Depending on your state, that goes to a tribunal or to the Magistrates or Local Court, and small claims are designed so you don’t need a lawyer.

Where a money claim goes, by state:

• New South Wales: Local Court of New South Wales — Small Claims Division up to $20,000; General Division over $20,000 up to $100,000 (not NCAT, which hears consumer claims brought by consumers)
• Victoria: VCAT, Civil Claims List
• Queensland: QCAT — minor civil dispute, up to $25,000
• South Australia: Magistrates Court of South Australia — minor civil action up to $12,000; general claims up to $100,000
• Western Australia: Magistrates Court of Western Australia — minor case claims up to $10,000; general procedure claims up to $75,000
• Tasmania: Magistrates Court of Tasmania (Civil Division) — claims up to $50,000
• Australian Capital Territory: ACAT — civil disputes up to $25,000
• Northern Territory: NTCAT — small claims up to $25,000

Filing fees change each 1 July; check the current fee on the tribunal’s or court’s website before you file. You can add these costs to your claim.

What you’ll need to file:

• Your original invoice and any contract or agreement
• Evidence you did the work (photos, emails, delivery confirmations, signed-off milestones)
• Proof you sent the demand letter
• Any correspondence showing they agreed to the work and price

Most tribunals and courts have online filing systems. The process is straightforward, but the paperwork has to be right.

Step 4: What happens at the hearing

Small claims hearings are less formal than other court proceedings, but they’re still serious. A tribunal member or magistrate will hear both sides and make a binding decision.

What to bring:

• All your evidence in a clear, organised folder
• A written summary of what happened (a witness statement)
• Any witnesses who can support your version of events
• Copies of everything for the tribunal or court and the other party

What to expect:

• You’ll explain your case, they’ll explain theirs
• The tribunal member or magistrate will ask questions
• A decision is then given

If you win, the tribunal or court will order them to pay. If they still don’t pay, you can enforce the order through a sheriff or debt collector.

How Claim Done helps you recover payment

Claim Done is built for this situation. You’ve been ghosted, you need to act, and you don’t want to spend weeks figuring out the process.

Letter of Demand — Tell us about your invoice and evidence. Our Programmatic Algorithms draft a demand letter and send it by email. $49 flat fee, done in about 5 minutes.

Tribunal Application ($97) — If the demand doesn’t work, we prepare your tribunal application (for a New South Wales debt, a Local Court statement of claim) and supporting documents based on your evidence. You file it yourself, but the hard part is done.

Witness Statement — We help you draft a clear statement of what happened, based on the evidence you describe.

No subscription. No hourly fees. Just fast, practical help to recover what you’re owed.

When to just write it off

Sometimes, chasing the debt costs more than the debt itself — not just in money, but in time and mental energy.

Consider writing it off if:

• The amount is under $500 and the client is interstate (enforcement gets complicated)
• The client has no assets and is genuinely broke (you’ll win but never collect)
• The stress of pursuing it is affecting your health or other work
• You have no written agreement and weak evidence

If you do write it off, claim it as a bad debt on your tax return. And learn from it — tighter contracts, deposits upfront, progress payments, and clear terms for next time.

Protect yourself from future ghosting

Once you’ve recovered this payment (or decided to move on), put systems in place so it doesn’t happen again.

Deposits and milestones — Never do the full job before you’ve been paid something. 50% upfront, 50% on completion is standard for a reason.

Written agreements — Even a simple email confirming scope, price, and payment terms is enforceable. Use a proper service agreement for anything over $2,000.

Payment terms on every invoice — “Payment due within 7 days” is not the same as “Payment due on receipt.” Be specific.

Follow up early — If an invoice is 3 days overdue, send a polite reminder. Don’t wait until it’s 30 days overdue and you’re angry.

Trust your gut — If a client gives you bad vibes during the quoting process, walk away. The warning signs are usually there early.

Start with a demand letter

Being ghosted by a client after you’ve done the work is frustrating, but it’s also recoverable. You don’t have to accept it. You don’t have to hire a lawyer. You just have to follow the process: final follow-up, demand letter, tribunal if needed.

The ones who don’t usually lose at tribunal.

If your client ghosted after the job finished, get your demand letter drafted and sent by email through Claim Done. $49 flat fee, done in about 5 minutes, Australia-wide.

Frequently Asked Questions

How long should I wait before sending a demand letter?

Send at least two polite reminders first — one when the invoice is 7 days overdue, another at 14 days. If you get no response after that, send a final direct follow-up giving them 7 days. If they still ignore you, send the demand letter. The whole process from invoice to demand letter typically takes 3-4 weeks.

Can I take a client to tribunal without sending a demand letter first?

In most Australian states, you’re required to make a reasonable attempt to resolve the dispute before filing in tribunal. A demand letter is the standard way to prove you tried. Some tribunals will reject your application if you can’t show you gave the other party a chance to pay or respond.

What if the client claims they're not happy with the work after I've finished?

If they raise a genuine issue, address it directly. Offer to fix it if it’s reasonable. If they’re using it as an excuse not to pay, document everything. A tribunal will look at whether they raised the issue during the job, whether you had a chance to fix it, and whether their complaint is proportionate to the amount they’re withholding.

What if my client is in a different state?

You can still recover the debt, but enforcement gets more complicated. You’ll usually need to file in their state’s tribunal or court, not yours. For small amounts (under $1,000), it’s often not worth the hassle. For larger amounts, it’s still worth pursuing — just factor in the extra time and cost.

Do I need a written contract to recover an unpaid invoice?

No. A verbal agreement is still enforceable in Australia. You’ll need evidence that the client agreed to the work and the price — emails, text messages, quotes they accepted, or even witnesses. A written contract makes it easier, but it’s not essential.