How to Take a Client to QCAT for Unpaid Invoices Under $25,000

You’ve done the work. You’ve sent the invoice. You’ve chased payment. The client still hasn’t paid. If you’re in Queensland and the debt is under $25,000, the Queensland Civil and Administrative Tribunal (QCAT) minor debt stream is built for this situation.

QCAT is faster and cheaper than court. You don’t need a lawyer. This guide explains how to file a QCAT application for unpaid invoices, what evidence you need, what it costs, and what happens at the hearing.

What is QCAT’s minor debt jurisdiction?

QCAT handles civil disputes up to $25,000 through its minor civil disputes stream. This includes:

• Unpaid invoices for goods or services supplied
• Breach of contract claims
• Debt recovery for work completed
• Claims under the Australian Consumer Law

The process is deliberately informal. You represent yourself, present your evidence, and the tribunal member makes a binding decision. No wigs, no courtrooms, no need to cite case law.

Key limits:

• Maximum claim: $25,000
• No legal representation without permission
• Decisions are typically final (very limited appeal rights)
• Both parties must be in Queensland or the debt must have arisen in Queensland

Before you file: send a letter of demand

QCAT expects you to attempt resolution before filing. Send a formal letter of demand giving the debtor a final opportunity to pay.

Your letter should:

• State the amount owed
• Reference the invoice number and date
• Specify the work or goods supplied
• Give a clear deadline (usually 7-14 days)
• State that you will file a QCAT application if payment is not received

Keep proof of delivery. If the debtor ignores the letter, that strengthens your case. The tribunal wants to see you tried to resolve it first.

What you need to file a QCAT application

QCAT’s minor debt application is Form 1. You can file online through the QCAT website or lodge a paper form at a QCAT registry.

You will need:

• Completed Form 1 (applicant details, respondent details, amount claimed, brief description)
• Copy of the invoice(s)
• Copy of any contract, quote, or agreement
• Copy of your letter of demand and proof of delivery
• Any supporting documents (emails, text messages, delivery receipts, photos of completed work)
• Filing fee payment

Respondent details must be accurate. If you’re claiming against a company, include the full registered name and ACN. If it’s an individual, include their full legal name and current address. QCAT cannot proceed if the respondent cannot be served.

QCAT filing fees for unpaid invoices

QCAT fees are based on the amount you’re claiming:

• Up to $5,000: $141.15
• $5,000.01 to $10,000: $282.30
• $10,000.01 to $25,000: $564.60

These fees are current as of 2025. Check the QCAT website for updates. If you win, you can ask the tribunal to order the respondent to reimburse your filing fee.

Concession fees are available if you hold a Centrelink concession card or meet hardship criteria.

What happens after you file

Once QCAT receives your application:

1. QCAT registers the application and assigns a case number
2. QCAT serves the respondent by post (you don’t have to do this yourself)
3. The respondent has 28 days to file a response (Form 3)
4. QCAT lists the matter for a compulsory conference (typically within 6-8 weeks)

The compulsory conference is a mediation session. A QCAT mediator helps both parties try to settle. Many minor debt disputes settle at this stage. If you reach agreement, QCAT issues consent orders and the matter is over.

If you don’t settle, the matter proceeds to a hearing.

Preparing for the QCAT hearing

If mediation fails, QCAT schedules a hearing.

What to bring:

• All invoices, contracts, and correspondence
• Photos or videos of completed work (if relevant)
• Bank statements showing non-payment
• Witness statements (if someone else can verify the work or agreement)
• Chronology of events (a simple timeline helps the tribunal follow your story)

Organise your evidence. Number your documents. Create a brief outline of what you’re claiming and why. The tribunal member will ask you to explain your case in plain language.

The respondent will also present evidence. They might argue the work was defective, the invoice was incorrect, or they already paid. Be prepared to respond.

What happens at the hearing

QCAT hearings are informal but structured. Here’s the typical process:

1. Introduction — the tribunal member explains the process
2. Applicant presents — you explain your claim and present your evidence
3. Respondent responds — they explain their position and present their evidence
4. Questions — the tribunal member asks both parties questions
5. Closing — each party makes a brief final statement
6. Decision — the tribunal member may decide on the day or reserve their decision (delivered in writing within 2-4 weeks)

Hearings usually last 30-60 minutes. Answer questions clearly and stick to the facts. Don’t argue with the respondent — address your answers to the tribunal member.

Common reasons QCAT applications fail

Even if you’re owed money, you can lose if:

• You can’t prove the debt — no invoice, no contract, no evidence of agreement
• The work was defective — if the respondent proves the work was substandard, QCAT may reduce or dismiss your claim
• You didn’t follow the contract — if your contract required written variation requests and you didn’t follow the process, QCAT may not enforce the extra charges
• The debt is statute-barred — in Queensland, you generally have 6 years to claim a debt
• You sued the wrong entity — if you invoiced “ABC Constructions” but the registered company is “ABC Constructions Pty Ltd”, QCAT may dismiss for lack of jurisdiction

Get the basics right: correct respondent details, clear invoices, proof of delivery, proof you tried to resolve it.

Enforcing a QCAT order

If QCAT orders the respondent to pay and they still don’t, you can enforce the order through:

• Garnishee order — QCAT can order the respondent’s bank to pay you directly from their account
• Warrant for seizure and sale — a QCAT bailiff can seize and sell the respondent’s property
• Examination hearing — QCAT can order the respondent to attend and disclose their financial position under oath

Enforcement costs extra. Budget for this if the respondent is likely to ignore the order.

Final checklist before filing

• [ ] Debt is under $25,000
• [ ] You sent a letter of demand and kept proof
• [ ] You have copies of all invoices, contracts, and correspondence
• [ ] Respondent details are accurate (full legal name, address, ACN if a company)
• [ ] You’ve calculated the total owed including any interest (if your contract allows it)
• [ ] You’ve paid the QCAT filing fee
• [ ] You’re prepared to attend a compulsory conference and potentially a hearing

If you’ve done the work, kept records, and followed the process, you have a strong chance of recovering what you’re owed.

How ClaimDone helps with QCAT applications

ClaimDone prepares your QCAT minor debt application based on the evidence you upload. You answer a short intake form, upload your invoices and correspondence, and our Proprietary AI Engine drafts:

• Completed Form 1 with all required details
• A clear statement of claim
• A chronology document
• Evidence index

You review, approve, and lodge with QCAT yourself. Flat fee. No subscription. Done in 60 minutes.

If your matter involves disputed quality of work, cross-claims, or high-value disputes, consider engaging a Queensland solicitor before filing.

Start your QCAT application now at ClaimDone's tribunal application service.

Frequently Asked Questions

Can I claim interest on an unpaid invoice at QCAT?

Yes, if your contract or invoice terms include an interest clause. You may also be able to claim interest under Queensland civil proceedings legislation from the date the debt became due. Include the interest calculation in your QCAT application and bring evidence of your contract terms to the hearing.

What if the client is interstate or overseas?

QCAT only has jurisdiction if the respondent is in Queensland or the debt arose in Queensland (the work was done here, or the contract was signed here). If the respondent is interstate, you may need to file in their state’s tribunal. If they’re overseas, QCAT is unlikely to have jurisdiction.

How long does a QCAT minor debt case take?

From filing to compulsory conference: 6-8 weeks. If the matter proceeds to a hearing, add another 4-8 weeks. Most cases resolve within 3-4 months. Complex disputes or cases requiring multiple adjournments can take longer.

Can I bring a lawyer to a QCAT minor debt hearing?

Not without QCAT’s permission. The minor civil disputes stream is designed for self-representation. You can get advice before the hearing, but you generally cannot have a lawyer represent you at the hearing unless QCAT grants leave (usually only in exceptional circumstances).

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

QCAT can proceed in their absence and make a decision based on your evidence alone. This often results in a default order in your favour. However, QCAT will only do this if satisfied the respondent was properly served with the application and hearing notice.