How to Apply to VCAT for Unpaid Invoices: Forms, Fees and Filing

If you are owed money in Victoria and the debtor will not pay, the Victorian Civil and Administrative Tribunal (VCAT) provides a straightforward pathway to recover debts without hiring a lawyer. VCAT’s Civil Claims List hears goods and services disputes, including unpaid money for goods or services supplied.

This guide explains exactly how to apply to VCAT for money owed, including which forms to use, how much it costs, what evidence you need, and what happens after you lodge.

When to use VCAT for debt recovery

VCAT is appropriate when:

• The debt is for goods or services you supplied
• The debtor is in Victoria or the contract was performed in Victoria
• You have already sent a letter of demand and allowed reasonable time to pay
• The debt is not genuinely disputed on legitimate grounds

VCAT is not suitable for:

• Family law disputes, criminal matters, or defamation claims
• Matters involving complex legal questions better suited to a court

Which VCAT form to use

For unpaid invoices and debt recovery, you lodge a goods and services claim in the Civil Claims List using the application form on VCAT’s website.

Complete it online via the VCAT portal; a print-friendly version is also available.

What the form asks

• Applicant details — your name, address, contact details
• Respondent details — the debtor’s full legal name and address (individual or company)
• Claim amount — the exact sum owed, broken down by invoice or line item
• Grounds — a brief statement of why the money is owed (breach of contract, unpaid invoice, etc.)
• Orders sought — what you want VCAT to order (typically payment of the debt plus interest and costs)
• Evidence summary — list the documents you are attaching

Be precise. VCAT will not accept vague claims like “they owe me money for work done.” Specify the amount, the date, and the basis of the debt.

VCAT filing fees

VCAT’s application fee depends on the amount you claim. Fees change each 1 July; check the current fee on the tribunal’s or court’s website before you file.

Additional fees: mediation or compulsory conference fees and hearing fees may also apply.

Fee waivers or reductions are available in cases of genuine financial hardship. You must apply separately and provide supporting evidence.

Evidence you need to attach

VCAT decides cases on the balance of probabilities based on the evidence filed. Attach copies (not originals) of:

• Invoice or tax invoice — showing the amount owed, date, and description of goods or services
• Contract or agreement — if the debt arises from a written agreement
• Proof of delivery or completion — delivery dockets, signed acceptance, photos of completed work
• Correspondence — emails, text messages, letters showing the debtor acknowledged the debt or promised to pay
• Letter of demand — proof you gave the debtor notice and an opportunity to pay before filing
• Bank statements or payment records — if partial payments were made

Do not attach irrelevant material. VCAT members read hundreds of applications. Make it easy for them to see why you are owed the money.

How to lodge your VCAT application

You can lodge in three ways:

1. Online via VCAT portal (fastest)

• Create an account at vcat.vic.gov.au
• Complete the application form online
• Upload your evidence as PDFs
• Pay the filing fee by credit card
• Receive instant confirmation and case number

2. By post

• Print and complete the application form
• Attach photocopies of all evidence
• Include a cheque or money order for the filing fee
• Post to: VCAT, GPO Box 5408, Melbourne VIC 3001

3. In person

• Visit the VCAT registry at 55 King Street, Melbourne
• Lodge the application form and evidence
• Pay by cash, card, or cheque
• Receive stamped copy and case number

Regional lodgement: You can also lodge at VCAT regional offices in Geelong, Bendigo, Ballarat, Wangaratta, Shepparton, and Warrnambool.

What happens after you lodge

Step 1: VCAT reviews your application

VCAT checks that the form is complete, the filing fee is paid, the claim is within jurisdiction, and the evidence supports the claim. If there are deficiencies, VCAT will contact you and may ask you to amend the application or provide further information.

Step 2: Serve the respondent

Once accepted, VCAT sends the respondent its own notice, but serving your application and every supporting document you filed on each respondent is your job.

The respondent can:

• Pay the debt and settle the matter
• Put their side in writing and dispute the claim at the hearing
• Do nothing (the hearing can go ahead without them)

Step 3: Compulsory conference or mediation

In most civil claims, VCAT lists the matter for a compulsory conference — an informal mediation session where a VCAT member helps both sides negotiate.

Attendance is mandatory. If you do not attend, your application may be struck out. If the respondent does not attend, you can apply for orders in their absence.

Many cases settle at this stage. If settlement is reached, VCAT will make consent orders reflecting the agreement.

Step 4: Hearing (if no settlement)

If mediation fails, the matter proceeds to a hearing. This is more formal but still less rigid than a court trial.

At the hearing:

• Both parties present their evidence and submissions
• VCAT may ask questions
• Witnesses can be called if necessary
• The VCAT member makes a decision based on the evidence

You do not need a lawyer, but you must be prepared to explain your case clearly and respond to the respondent’s arguments.

Step 5: VCAT order

After the hearing, VCAT will issue a written order. If you win, the order will typically:

• Require the respondent to pay the debt within a specified time (usually 28 days)
• Award interest (if applicable under the contract or statute)
• Award costs (usually the filing fee and hearing fee)

The order is legally binding. If the respondent does not comply, you can enforce it through the Magistrates’ Court.

How to enforce a VCAT order

A VCAT order is not self-executing. If the debtor still refuses to pay, you must take enforcement action.

Register the order in Magistrates’ Court

• File the VCAT order with the Magistrates’ Court
• Pay the registration fee
• The order becomes a court judgment

Enforcement options

Once registered, you can use:

• Warrant to seize property — sheriff seizes and sells the debtor’s goods
• Garnishee order — intercepts money from the debtor’s bank account or wages
• Examination summons — requires the debtor to attend court and disclose assets
• Instalment order — forces the debtor onto a payment plan

Enforcement costs are typically recoverable from the debtor.

How Claim Done prepares your VCAT application

Claim Done’s Tribunal Application service drafts the application document you file with VCAT, and a witness statement, based on the evidence you describe. Our Programmatic Algorithms:

• Work from what you tell us about your invoices, contracts, and correspondence
• Draft a clear statement of claim citing the applicable contract law principles
• Draft a witness statement

You receive everything you need to lodge at VCAT yourself. Flat fee, fast turnaround, Australia-wide.

Tips for a successful VCAT application

Be precise with amounts. Break down the debt into invoice numbers, dates, and line items. VCAT will not award vague or unsubstantiated claims.

Prove the debt is undisputed. If the respondent has a genuine defence (defective work, non-delivery, overcharging), VCAT may dismiss the claim or reduce the amount.

Attach proof of demand. VCAT expects you to have given the debtor notice and an opportunity to pay before filing.

Attend the compulsory conference. Be prepared to negotiate.

Keep copies of everything. VCAT does not return original documents.

Get your VCAT application prepared today

If you are owed money in Victoria and ready to apply to VCAT, Claim Done prepares your tribunal application in about 5 minutes. Tell us what evidence you have, answer a few questions, and receive a professionally formatted application document and a witness statement. You attach your own evidence and lodge it yourself. No subscription, no legal jargon, flat fee.

Prepare your tribunal application with Claim Done.

Frequently Asked Questions

How long does a VCAT application take from filing to hearing?

VCAT says that, in general, you should expect to wait about 52 weeks from applying to your mediation or hearing in a goods and services dispute.

Can I apply to VCAT if the debtor is interstate?

VCAT has jurisdiction if the contract was performed in Victoria, the debtor resides in Victoria, or the debt arose from a transaction in Victoria. If the debtor is interstate and has no connection to Victoria, you may need to apply to the tribunal or court that hears money claims in their state.

What happens if the debtor does not respond to my VCAT application?

VCAT’s respondent page for goods and services disputes sets out no response deadline for the respondent and does not describe a default order. VCAT’s respondent page says that if a respondent does not come, VCAT may make a decision that affects them, and that decision can be enforced by a court.

Do I need a lawyer to apply to VCAT?

No. VCAT is designed for self-representation. You can lodge the application, attend the compulsory conference, and present your case at the hearing without a lawyer. Claim Done prepares the paperwork so you can lodge it yourself.

Can I claim interest on the unpaid invoice at VCAT?

Yes. VCAT can award interest where the contract provides for it or under applicable Victorian legislation. The rate and calculation depend on the terms of your agreement and the relevant statutory provisions.