Independent Contractor Didn’t Get Paid: How to Recover Your Invoice

You finished the job. You sent the invoice. The client said “all good, we’ll process it this week.” Then silence. A week becomes two. Your follow-up emails get vague replies. The payment date passes. Now you’re sitting on an unpaid invoice, wondering how hard you can push without losing the client forever.

This is the independent contractor’s dilemma: you need the money, but you also need the relationship. Push too hard and you might never work for them again. Say nothing and you become the person they can ignore indefinitely.

Here’s how to recover your unpaid invoice without torching the bridge.

Why contractors don’t get paid

Most non-payment falls into three categories:

Administrative chaos — your invoice is sitting in someone’s inbox, buried under 200 unread emails. The person who approved the work isn’t the person who processes payments. No one is deliberately withholding your money; it’s fallen through the cracks.

Cash flow problems — the client genuinely doesn’t have the money right now. They’re juggling their own creditors, waiting on their own invoices to be paid. They want to pay you, but they’re prioritising suppliers who’ve already threatened legal action.

Deliberate avoidance — the client is unhappy with your work, or they never intended to pay in full, or they’re testing whether you’ll actually chase it. This is the smallest category, but it’s the one that makes contractors paranoid about every late payment.

The strategy for each is different. Fortunately, the first two steps are the same regardless.

Document everything before you escalate

Before you send anything formal, gather your evidence. If this ends up in a tribunal, you’ll need to prove the work was agreed, you completed it as specified, the invoice amount is correct, and payment is overdue.

What you need:

• The original quote, proposal, or scope of work (even if it’s just an email saying “yes, go ahead”)
• Proof you delivered the work (emails, file transfers, photos, sign-offs)
• The invoice itself, showing the due date
• Any follow-up correspondence about payment

If you’re missing any of these, reconstruct them now. Send a polite email summarising what was agreed, what you delivered, and what’s outstanding. If they reply confirming any of it, save that email. You’ve just created evidence.

The friendly follow-up (one last time)

You’ve probably already sent a few “just checking in” emails. Send one more, but make it clear this is the final friendly reminder before things get formal.

Template:

> Hi [Name], > > I’m following up on invoice [number] for [amount], which was due on [date]. It’s now [X days/weeks] overdue. > > I understand things get busy, but I do need to finalise this payment. If there’s an issue with the invoice or the work, please let me know so we can sort it out. > > If I don’t hear back by [specific date — give them 7 days], I’ll need to escalate this formally to recover the amount owed. > > Thanks, > [Your name]

This email states the facts without emotion, gives them an out if there’s a genuine problem, and warns them that formal action is coming. Most contractors skip the warning. That’s a mistake. Clients need to know you’re serious, but they also need one last chance to pay before you bring out the legal paperwork.

Send a letter of demand

If the friendly follow-up gets ignored, it’s time for a letter of demand. This is a formal notice that you intend to recover the debt, and it’s the document you’ll need if you end up filing in a tribunal.

A letter of demand typically includes:

• Your details and the client’s details
• The amount owed and the invoice date
• A breakdown of the work performed
• The payment terms that were agreed
• A clear demand for payment within a specific timeframe (usually 7-14 days)
• A statement that you will commence proceedings if payment is not received

Why this works:

Most clients don’t want to be sued. A letter of demand signals that you’re not going away, and that ignoring you will cost them more in the long run. It also shows you’re organised and serious, not someone they can fob off indefinitely.

The contractor’s concern: “Won’t this burn the bridge?”

Possibly. But if a client is willing to burn the bridge over a legitimate invoice, that’s a bridge you don’t want to cross again. Clients who respect contractors pay their invoices.

That said, the tone of your letter of demand matters. You’re not threatening them. You’re stating the facts and outlining the next steps. Keep it professional, not personal.

What to include in your letter of demand

A proper letter of demand for an unpaid contractor invoice should be clear, factual, and unemotional.

Key sections:

1. Statement of the debt — invoice number, date, amount, payment terms
2. Evidence of the agreement — reference the quote, email, or contract that established the work
3. Evidence of performance — state that you completed the work as agreed
4. Demand for payment — specify the amount and the deadline (typically 7-14 days from the date of the letter)
5. Consequences of non-payment — state that you will file a claim in the relevant tribunal or court

You can draft this yourself, but if you want it done properly and delivered by email, Claim Done generates a letter of demand based on the evidence you describe. The system uses what you tell us about your invoice, contract, and correspondence to draft a legally structured letter. It’s sent by email.

What happens after you send the letter

One of three things will happen:

They pay immediately — this is the most common outcome. The letter of demand makes it real. They realise you’re serious, and they don’t want the hassle of a tribunal claim.

They contact you to negotiate — they might ask for a payment plan, or they might dispute part of the invoice. This is where you decide whether to compromise. If the relationship is valuable and the dispute is minor, a payment plan might be worth it. If they’re just stalling, hold firm.

They ignore it — if they don’t respond within the deadline, you file a claim in the relevant tribunal or court (usually the small claims division of your state’s civil tribunal; in New South Wales, the Local Court). The filing fee is typically $50-$200 depending on the amount. You’ll need your letter of demand as evidence that you attempted to resolve it before filing.

Filing in a tribunal: what contractors need to know

If the letter of demand doesn’t work, the next step is a tribunal claim. In Victoria and Queensland, this is the civil and administrative tribunal (VCAT or QCAT). In New South Wales a contractor’s unpaid invoice goes to the Local Court, not NCAT: the Small Claims Division up to $20,000 and the General Division over $20,000 up to $100,000.

Tribunal claims are designed for non-lawyers. You don’t need a solicitor. You file the paperwork, attend the hearing, and present your case. The tribunal member makes a decision based on the evidence.

What you’ll need:

• The original contract or agreement (even if it’s just an email)
• The invoice
• Proof you completed the work
• The letter of demand and proof it was sent
• Any correspondence about the dispute

If the tribunal or court decides in your favour, it can order the client to pay the invoice amount and your filing fee.

The downside: even if you win, you still have to enforce the order. If the client refuses to pay, you’ll need to apply for enforcement (wage garnishment, bank account seizure, or property seizure). This adds time and cost, but it’s often enough to make them pay.

Protecting yourself next time

Once you’ve recovered this invoice (or learned the hard way that you won’t), put systems in place to avoid this situation again.

Deposit or milestone payments — don’t start work until you’ve received at least 50% upfront. For long projects, invoice at milestones, not just at the end.

Clear payment terms — state your payment terms on every invoice and in every contract. “Payment due within 7 days” is enforceable. “Payment due on receipt” is not.

Stop work if payment stops — if a client misses a milestone payment, pause the work until they pay. Don’t keep delivering in the hope they’ll catch up later.

Credit checks for new clients — if you’re taking on a new client for a large project, do a basic credit check or ask for references. A client with a history of non-payment will do it to you too.

Written agreements, always — even if it’s just an email confirming the scope, price, and payment terms. Verbal agreements are enforceable, but they’re much harder to prove.

When to walk away

Not every unpaid invoice is worth chasing. If the amount is under $500 and the client has disappeared, the time and stress of recovery might cost you more than the invoice itself.

Walk away if:

• The client has gone into liquidation (you’ll need to lodge a proof of debt with the liquidator, and you’ll likely get nothing)
• The amount is so small that tribunal filing fees eat up most of it
• The client is overseas and has no Australian assets
• You have no written evidence of the agreement

In these cases, write it off, learn from it, and move on. Your time is worth more than chasing a $300 invoice through a tribunal.

You’re not being difficult

Contractors often feel guilty about chasing payment. You’re not being difficult. You did the work. You sent the invoice. You followed up politely. The client is the one who broke the agreement, not you.

A letter of demand is not aggressive. It’s a formal request for payment that you’re legally entitled to. If the client interprets that as aggressive, they were never going to pay you anyway.

Chase your money. Protect your business. And next time, get the deposit upfront.

How Claim Done helps contractors recover unpaid invoices

Claim Done’s letter of demand service is built for independent contractors who need to recover payment without paying a solicitor’s hourly rate.

You complete a 5-minute intake form about the unpaid invoice, tell us what evidence you have (invoice, contract, emails, proof of work), and Claim Done’s Programmatic Algorithms use what you tell us to draft a letter of demand. The letter is sent by email. You receive a copy.

$49 flat fee. No subscription. No hourly billing. Done in about 5 minutes.

If the client still doesn’t pay, Claim Done can prepare your tribunal application documents for an additional fee, for you to lodge yourself.

Start your letter of demand now and recover what you’re owed.

Frequently Asked Questions

Can I charge interest on an overdue contractor invoice in Australia?

Yes, but only if your original invoice or contract stated that interest would apply to late payments. Without that clause, you can’t add interest retrospectively. If you did include an interest clause, the rate must be reasonable (typically 10-15% per annum). You can also claim debt recovery costs if you end up filing in a tribunal.

Will sending a letter of demand ruin my relationship with the client?

Possibly, but if a client is willing to end the relationship over a legitimate invoice, that’s not a client worth keeping. The ones who ghost you after a letter of demand were never going to pay anyway.

What if the client disputes the quality of my work after I send a letter of demand?

If they raise a genuine quality issue for the first time after receiving a letter of demand, it’s likely a stalling tactic. Document everything you delivered and any approvals or sign-offs you received. If they accepted the work at the time, they can’t suddenly claim it was defective just to avoid payment. A tribunal will see through this.

How long do I have to chase an unpaid contractor invoice in Australia?

In most states, you have six years from the date the invoice was due to take legal action. However, the longer you wait, the harder it becomes to recover. Clients are more likely to pay if you act quickly, and evidence becomes harder to gather over time.

Can I file a tribunal claim without sending a letter of demand first?

Technically yes, but most tribunals expect you to have attempted to resolve the dispute before filing. A letter of demand shows you gave the client a reasonable opportunity to pay. It also strengthens your case — if the client ignored a formal demand, the tribunal is more likely to rule in your favour quickly.