What Evidence Do You Need to Prove an Unpaid Invoice in QCAT?

If a customer in Queensland refuses to pay your invoice, QCAT gives you a fast, affordable way to recover what you’re owed. But you need to prove your case with documentary evidence.

This guide lists the exact documents QCAT expects, how to organise them, and what happens if you turn up without the right evidence.

The core documents QCAT requires

QCAT operates on the civil standard of proof: balance of probabilities. You need to show it’s more likely than not that the debt is owed.

1. The invoice itself

The invoice is your primary evidence. It must show:

• Invoice number
• Date of issue
• Your business details (name, ABN, contact details)
• Customer details
• Description of goods or services supplied
• Amount owing
• Payment terms (due date, payment method, late fees if applicable)
• GST breakdown (if you’re registered for GST)

A handwritten note saying “You owe me $2,000” is not an invoice. If your invoice is missing key details, QCAT may question whether it’s a valid tax invoice.

2. Proof the work was done or goods delivered

An invoice alone doesn’t prove you delivered. QCAT expects evidence the customer received what they were billed for.

For goods:

• Delivery docket signed by the recipient
• Courier tracking showing delivery
• Photographs of the goods at the delivery location
• Email confirmation from the customer acknowledging receipt

For services:

• Signed scope of work or service agreement
• Timesheets or job completion reports
• Photos of completed work
• Email or SMS from the customer confirming the work was done

If the customer claims they never received the goods or the work was never completed, this evidence becomes critical.

3. The contract or agreement

QCAT will want to see what the parties agreed to:

• A signed written contract
• A quote that was accepted in writing
• An email chain where the customer agreed to the price and scope
• A purchase order issued by the customer
• Terms and conditions referenced on the invoice (if the customer had prior notice)

If you don’t have a written agreement, QCAT can still find a contract existed based on conduct, but it’s harder to prove the exact terms.

4. Payment terms and due date

You need to prove when payment was due. QCAT won’t enforce a debt that isn’t yet payable.

Where payment terms come from:

• Stated on the invoice (e.g. “Payment due within 30 days”)
• Agreed in the contract or quote
• Your standard trading terms (if the customer had notice of them)
• Industry standard (if no terms were specified, 30 days is often implied)

If your invoice says “Payment on receipt” and you’re claiming three months later, bring evidence showing when the invoice was sent.

5. Proof the invoice was sent

QCAT may ask how you know the customer received the invoice.

Acceptable proof:

• Email with the invoice attached
• Australia Post tracking (if sent by registered post)
• Delivery confirmation from your accounting software
• Customer acknowledgment (even if they didn’t pay, an email saying “I got your invoice but can’t pay yet” proves they received it)

If the customer claims they never got the invoice, you need to prove otherwise.

6. Evidence of demand and follow-up

QCAT expects you to have made reasonable attempts to recover the debt before filing. Bring:

• Reminder emails or letters
• SMS or text message screenshots
• Phone call logs (note the date, time, and outcome)
• A letter of demand
• Any response from the customer (even if it’s an excuse or promise to pay later)

If you went straight to QCAT without ever asking for payment, the tribunal may question whether you gave the customer a fair chance to pay.

7. Bank statements or payment records

If the customer claims they already paid, you need to prove they didn’t.

Bring:

• Bank statements covering the period since the invoice was due
• Payment reconciliation from your accounting software (Xero, MYOB, QuickBooks)
• A statement of account showing the outstanding balance

If the customer did pay part of the invoice, your evidence needs to show the remaining balance.

How to organise your evidence for QCAT

QCAT is designed to be accessible, but that doesn’t mean you can turn up with a shoebox of receipts.

Best practice:

1. Create a chronological folder — arrange documents in date order
2. Number each document — Invoice (Doc 1), Delivery docket (Doc 2), Reminder email (Doc 3)
3. Prepare an index — a one-page list of all documents with a brief description
4. Bring three copies — one for you, one for the tribunal, one for the other party
5. Highlight key sections — make it easy for the member to find the critical facts

QCAT members hear dozens of cases. Make their job easy and you increase your chances of a fast decision in your favour.

What happens if your evidence is weak?

If you can’t prove the debt, QCAT will dismiss your claim. Common problems:

• No proof of delivery — customer says they never received the goods, you have no tracking
• Vague invoice — description just says “Services rendered” with no detail
• No agreement on price — you claim $5,000, customer says they only agreed to $2,000
• No follow-up — you never asked for payment before filing

QCAT may also reduce the amount you’re claiming if your evidence only supports part of it.

QCAT’s approach to unpaid invoice disputes

The tribunal member will:

• Ask you to explain your claim
• Ask the other party to respond
• Review the documents you’ve both provided
• Make a decision based on the balance of probabilities

But that only works if you bring the right evidence.

How Claim Done helps you prepare evidence for QCAT

Claim Done’s Tribunal Application service drafts your QCAT application and a witness statement based on the evidence you describe. You provide the invoice, delivery proof, and correspondence — our Programmatic Algorithms structure it into your application.

What you get:

• A drafted application document for your QCAT minor civil dispute, for you to check and file
• Statement of claim
• A witness statement
• Cover letter for filing

You file it yourself with QCAT. No lawyer required. Flat fee, done in about 5 minutes.

Final checklist before you file

Before you lodge your QCAT application, confirm you have:

• The original invoice with all required details
• Proof the goods were delivered or services completed
• The contract, quote, or agreement
• Evidence the invoice was sent to the customer
• Proof of follow-up (emails, letters, calls)
• Bank statements showing non-payment
• All documents organised, numbered, and copied

If you’re missing any of these, get them before you file. QCAT typically will not adjourn the hearing just because you forgot to bring your evidence.

Ready to file your QCAT claim?

If you’re owed money in Queensland and the customer won’t pay, gather your evidence now. Tell Claim Done’s Tribunal Application service about your invoice, delivery proof, and correspondence and we’ll draft your QCAT application in about five minutes for you to check and lodge.

Frequently Asked Questions

Can I claim an unpaid invoice in QCAT if I don't have a written contract?

Yes. QCAT can find a contract existed based on conduct — emails, text messages, or the fact that you delivered goods and the customer accepted them. But it’s harder to prove the exact terms without a written agreement.

What if the customer claims they never received the invoice?

You need proof you sent it — an email with the invoice attached, registered post tracking, or an acknowledgment from the customer. If you can’t prove delivery, QCAT may find the debt wasn’t properly claimed.

How much does it cost to file an unpaid invoice claim in QCAT?

QCAT’s filing fee depends on the amount you’re claiming. Fees change each 1 July; check the current fee on the tribunal’s or court’s website before you file. You can ask QCAT to order the other party to repay the filing fee if you win.

Do I need a lawyer to take an unpaid invoice case to QCAT?

No. QCAT is designed for self-represented parties. You can prepare and file your own application. Claim Done’s Tribunal Application service drafts the documents for you in about five minutes.

What happens if the customer doesn't show up to the QCAT hearing?

If the respondent doesn’t attend and you have proper evidence, QCAT may decide the matter in their absence. If it makes an order in your favour, you can then enforce it.