What Evidence Do You Need to Win a QCAT Debt Claim?

If you are taking a debt claim to the Queensland Civil and Administrative Tribunal (QCAT), the outcome depends on the evidence you bring. The member hearing your case will only consider what you can prove in writing.

This guide lists the documents you need to win a QCAT debt claim in Queensland — whether you are claiming an unpaid invoice, a broken contract, or money owed under an agreement.

Why evidence matters in QCAT

QCAT operates on the principle that the applicant must prove their claim. If you are claiming money, you must show:

• That a debt exists
• That the amount is correct
• That the respondent has not paid
• That you have a legal right to recover the money

The respondent does not need to prove they do not owe the money. You need to prove they do.

The five categories of evidence for a QCAT debt claim

Every QCAT debt claim should include evidence from these five categories:

1. Proof the debt was created — the contract, invoice, or agreement that gave rise to the debt
2. Proof the work was done or goods delivered — delivery dockets, completion certificates, photos, receipts
3. Proof the respondent agreed to pay — signed contracts, purchase orders, email confirmations
4. Proof you demanded payment — letters of demand, emails, text messages
5. Proof the debt remains unpaid — bank statements, payment records, correspondence

If you can produce documents in all five categories, your claim is strong. Missing one or more makes your claim harder to prove.

Must-have documents for a QCAT debt claim

1. The invoice or statement of account

The invoice is the foundation of most debt claims. It must show:

• Your business name and ABN
• The respondent’s name and address
• A clear description of the goods or services provided
• The amount owed
• The date payment was due
• Payment terms (e.g. “Net 30 days”)

If you issued multiple invoices, include a statement of account showing the total outstanding balance.

No invoice? If the debt arose from a verbal agreement, prepare a written summary of what was agreed, when, and how much is owed. This is weaker than an invoice, but better than nothing.

2. The contract or written agreement

If the debt is based on a contract, include:

• The signed contract or service agreement
• Any amendments, variations, or addendums
• Terms and conditions that were agreed to

If there was no written contract, include:

• Emails or text messages where the terms were discussed
• Purchase orders or quotes that were accepted
• Any other evidence showing the respondent agreed to the arrangement

QCAT accepts verbal contracts, but proving them is harder. Written evidence of the agreement — even informal messages — strengthens your case.

3. Proof of delivery or completion

You must prove that you did what you were supposed to do. Depending on the type of debt, this might include:

• Delivery dockets signed by the respondent or their representative
• Completion certificates for building, trade, or service work
• Photos or videos showing the work was done
• Receipts for materials purchased and used
• Timesheets if you are claiming for labour
• Email confirmations from the respondent acknowledging receipt or completion

If the respondent claims the work was defective or incomplete, you need evidence that it met the agreed standard. Photos taken at completion are particularly valuable.

4. Correspondence and demand letters

QCAT expects to see that you tried to resolve the matter before filing. Include:

• Any letter of demand you sent
• Emails chasing payment
• Text messages or WhatsApp exchanges discussing the debt
• Phone records if you kept notes of conversations

If you sent a formal letter of demand, include proof it was delivered — a tracking receipt from Australia Post, or an email read receipt.

The correspondence should show:

• That you clearly stated the amount owed
• That you gave the respondent a reasonable time to pay
• That the respondent either ignored you, disputed the debt, or failed to pay

5. Bank statements and payment records

If the respondent claims they already paid, your bank statements prove otherwise. Include:

• Bank statements covering the period when payment was due
• Payment records showing any partial payments received
• Receipts for any amounts already paid

Highlight the relevant transactions or annotate the statements to make it easy for the QCAT member to follow.

Evidence for specific types of QCAT debt claims

Unpaid invoices for goods sold

• Tax invoice
• Proof of delivery (signed docket or tracking receipt)
• Purchase order or email confirming the order
• Terms and conditions of sale
• Letter of demand

Unpaid invoices for services rendered

• Service agreement or quote
• Timesheets or work logs
• Photos or completion certificate
• Email or text confirming the work was done
• Invoice and statement of account
• Letter of demand

Breach of contract claims

• The signed contract
• Evidence the contract was breached (emails, photos, expert reports)
• Evidence of your loss (invoices, receipts, quotes for rectification work)
• Correspondence attempting to resolve the breach
• Letter of demand

Loan recovery claims

• Loan agreement (written or email confirmation)
• Bank transfer records showing the money was sent
• Repayment schedule or terms agreed
• Evidence of any repayments made
• Letter of demand

Unpaid rent or bond disputes

• Tenancy agreement
• Entry condition report
• Exit condition report
• Photos showing damage (if claiming for repairs)
• Invoices for repairs or cleaning
• Correspondence with the tenant
• Letter of demand

How to organise your evidence for QCAT

QCAT does not require a specific format, but a well-organised evidence bundle makes your case easier to follow. Use this structure:

1. Cover page — list of documents in the bundle, numbered
2. Chronological order — earliest documents first
3. Numbered pages — bottom right corner
4. Tabs or dividers — separate each category of evidence
5. Highlighted or annotated — draw attention to key sections

Print three copies: one for QCAT, one for the respondent, one for yourself. If the hearing is by phone or video, upload a PDF version to the QCAT portal in advance.

What happens if you do not have enough evidence?

If your evidence is weak or incomplete, QCAT may:

• Dismiss your application — if you cannot prove the debt exists
• Award a lower amount — if you cannot prove the full amount claimed
• Adjourn the hearing — giving you time to gather more evidence

QCAT members will not go looking for evidence on your behalf. If you do not bring it, they cannot consider it.

How Claim Done helps with QCAT evidence preparation

If you have all the evidence but want the written hearing documents drafted, the Hearing Bundle Upgrade service drafts five separate A4 PDFs from your answers: a chronology, a statement of issues, an evidence index, a position statement and draft orders.

This service is useful if:

• You have the evidence but do not know how to organise it
• You want a professional presentation for your QCAT hearing
• You are running out of time and need it done fast

The Hearing Bundle Upgrade is a fixed-fee service. The evidence index lists your documents so you can put your own copies in order; you still number, copy and file your bundle yourself.

Final checklist before filing your QCAT debt claim

Before you lodge your application, confirm you have:

• The invoice or statement of account
• The contract, quote, or written agreement
• Proof of delivery or completion
• Correspondence and letter of demand
• Bank statements showing non-payment
• Three printed copies of your evidence bundle (or one PDF for online hearings)

If you are missing any of these, gather them now. QCAT will not accept “I forgot to bring it” as an excuse.

Ready to prepare your QCAT evidence bundle?

Winning a QCAT debt claim is not about who argues better. It is about who brings better evidence. If you can prove the debt exists, the amount is correct, and the respondent has not paid, you are in a strong position.

If you want help with the documents that go with your evidence, Claim Done’s Hearing Bundle Upgrade service drafts a chronology, a statement of issues, an evidence index, a position statement and draft orders at a fixed fee.

Frequently Asked Questions

Can I win a QCAT debt claim without a written contract?

Yes, but it is harder. QCAT accepts verbal contracts, but you need other evidence to prove the agreement existed — emails, text messages, quotes, invoices, or proof of delivery. The more written evidence you have, the stronger your case.

What if the respondent claims they already paid?

Your bank statements prove whether payment was received. If the respondent claims they paid cash or by other means, they need to provide a receipt. Without proof of payment, their claim fails.

Do I need to send a letter of demand before filing a QCAT claim?

It is not legally required, but QCAT expects you to have tried to resolve the matter first. A letter of demand shows you gave the respondent a chance to pay before taking tribunal action. It strengthens your case.

How many copies of my evidence do I need for QCAT?

Three printed copies: one for QCAT, one for the respondent, one for yourself. If the hearing is by phone or video, upload a single PDF to the QCAT portal before the hearing date.

What happens if I forget to bring a key document to the QCAT hearing?

The QCAT member can only consider the evidence presented. If you forget a key document, you may lose the case or be awarded a lower amount. In some cases, QCAT may adjourn the hearing to give you time to gather the missing evidence, but this is not guaranteed.