How to Apply to VCAT for Unpaid Goods or Services: The Complete Process

When a customer refuses to pay for goods or services you have supplied in Victoria, the Victorian Civil and Administrative Tribunal (VCAT) hears goods and services disputes, including unpaid money, in its Civil Claims List. The Civil Claims List provides a straightforward pathway for small businesses, sole traders, and individuals to recover unpaid debts.

This guide covers the complete VCAT application process, from calculating your filing fee to preparing for your final hearing.

Before You Apply: Send a Letter of Demand

VCAT expects you to attempt resolution before filing. Send a formal letter of demand giving the debtor at least 14 days to pay. Keep proof of delivery — you will need to show VCAT you tried to resolve the dispute first.

Your letter should specify:

• The exact amount owed
• What goods or services were supplied
• The date payment was due
• A clear deadline for payment (typically 14 days)
• That you will apply to VCAT if payment is not received

If 14 days pass without payment or meaningful response, you can proceed with your application.

Check Your VCAT Filing Fee

VCAT fees depend on your claim. Fees change each 1 July; check the current fee on the tribunal’s or court’s website before you file.

If you win, you can ask VCAT to order the respondent to reimburse your filing fee.

Fee waivers are available if you hold a Centrelink concession card or can demonstrate financial hardship. Apply using the Fee Waiver Application form available on the VCAT website.

Complete the VCAT Application Form

Use the application form on VCAT’s website.

Essential information to include

Your details (applicant):

• Full legal name and ABN if claiming as a business
• Current postal address and email
• Phone number for VCAT to contact you

Respondent details:

• Full legal name of the person or company that owes you money
• Their last known address (residential or business)
• ABN or ACN if they are a registered business

Claim details:

• Exact amount claimed, broken down clearly
• Brief description of the goods or services supplied
• Date the debt became due
• Copy of your letter of demand and proof of delivery

Common mistakes to avoid

Do not leave the respondent’s address blank. If you genuinely cannot locate them, you will need to apply for substituted service, which delays your application.

Do not write “see attached” in the claim description box. VCAT requires a clear summary in the form itself, even if you attach supporting documents.

Do not round amounts. Claim the exact figure including cents.

Attach Your Supporting Evidence

VCAT requires you to file your evidence with your application. Attach:

• Invoices or quotes showing what was agreed
• Proof of delivery or completion (delivery dockets, signed acceptance, photos of completed work)
• Copy of your letter of demand and proof it was sent
• Any contract or written agreement between you and the respondent
• Records of any payments already received

Organise documents chronologically and label them clearly (Invoice 1, Invoice 2, Email dated 15 March 2024). VCAT will not chase you for missing documents later.

Lodge Your Application

You can lodge your VCAT application:

Online: Through the VCAT Portal at vcat.vic.gov.au — requires creating an account and uploading documents as PDFs

By post: Mail the completed form, evidence, and fee payment to: Victorian Civil and Administrative Tribunal 55 King Street Melbourne VIC 3000

In person: Attend the VCAT registry at 55 King Street during business hours (Monday to Friday, 8:45am to 4:30pm)

Pay by credit card, cheque, or money order. Cash is only accepted in person.

What Happens After You Lodge

VCAT will review your application within 5-10 business days. If the form is complete and the fee is paid, they will:

1. Assign a case number (e.g., BP 1234/2024)
2. Serve the respondent by posting a copy of your application and evidence to the address you provided
3. Set a directions hearing date

You will receive a Notice of Listing by email or post confirming the date, time, and whether the hearing is in person or by phone.

If your application is incomplete, VCAT will return it with a letter explaining what is missing. Fix the issues and re-lodge.

Prepare for the Directions Hearing

The directions hearing is a case management conference where a VCAT member checks both parties are ready to proceed and sets a timetable for the final hearing.

What to bring

• Your VCAT case number
• A copy of your application and all evidence
• Notes on what orders you want (payment of the debt, interest, costs)

What happens at the hearing

The VCAT member will ask:

• Whether the respondent disputes the claim
• Whether both parties have exchanged all evidence
• Whether mediation is appropriate
• When both parties are available for a final hearing

If the respondent does not attend, VCAT may make a decision without them. Bring proof the respondent was properly served.

If the respondent attends and disputes the claim, VCAT will usually order:

• Both parties to exchange any additional evidence by a set date
• Both parties to attend mediation (compulsory in most civil cases)
• A final hearing date

Mediation at VCAT

VCAT refers most unpaid goods or services disputes to mediation before listing a final hearing. Mediation is conducted by a VCAT mediator (not the member who will hear your case) and is confidential.

Attend with:

• A realistic bottom line — what is the minimum you will accept to settle
• Evidence of your loss, including any mitigation efforts
• Authority to settle on the day

If mediation succeeds, the agreement is recorded in VCAT orders and is enforceable. If it fails, your case proceeds to a final hearing.

The Final Hearing

If mediation does not resolve the dispute, your case will be listed for a final hearing where a VCAT member hears evidence from both sides and makes binding orders.

Format: Hearings may be held in person, by phone or by video. Your notice of listing tells you which.

Duration: Typical hearings for unpaid goods or services run 30 minutes to 2 hours depending on complexity.

What to prepare:

• A written outline of your case (one or two pages summarising what happened, what you are owed, and why)
• All evidence organised and ready to refer to
• Any witnesses who can support your claim (customers, employees, contractors)

On the day:

• Arrive 15 minutes early or join the phone/video link on time
• Speak clearly and directly to the member’s questions
• Refer to specific documents by name and date
• Do not interrupt or argue with the respondent

The VCAT member may make orders on the day or later. Orders are sent to both parties by post and email.

Enforcing VCAT Orders

If you win and the respondent still does not pay, VCAT orders can be enforced through:

• Magistrates’ Court warrant — sheriff seizes goods or garnishes bank accounts
• Examination summons — respondent is ordered to court to disclose their financial position
• Instalment order — if the respondent can demonstrate genuine hardship

VCAT does not enforce orders itself. You must take the sealed order to the Magistrates’ Court and apply for enforcement.

How Claim Done Helps

Claim Done prepares your VCAT application. Tell us about your invoices, quotes, and proof of delivery, and our Programmatic Algorithms draft the application document you file and a witness statement. You attach your own evidence and lodge VCAT’s form yourself.

We draft your application the way VCAT’s form asks, for you to check and lodge yourself, saving you time. Claim Done does not give legal advice — we generate legal-style documents based on the information you give us.

Get Your VCAT Application Prepared

Filing a VCAT application for unpaid goods or services follows a clear structure: send a letter of demand first, check the current fee, complete VCAT’s application form with all supporting evidence, and lodge online or in person. Attend the directions hearing prepared to discuss mediation and hearing dates, and bring organised evidence to the final hearing.

For straightforward debt recovery claims, VCAT provides an accessible pathway to enforce payment without needing a lawyer. Prepare your tribunal application with Claim Done and get your application and a witness statement drafted in about five minutes.

Frequently Asked Questions

Can I apply to VCAT if the debtor lives interstate?

VCAT only has jurisdiction over respondents who live in Victoria, or where the contract was performed in Victoria. If the debtor lives interstate and the work was done interstate, you may need to apply to that state’s tribunal instead.

What if the respondent claims the work was defective?

If the respondent disputes the quality of your work, VCAT will assess the evidence from both sides. Bring photos, independent reports, or witness statements showing the work met the agreed standard. VCAT may reduce your claim if defects are proven.

How long does a VCAT case take from filing to final 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. Simple cases with no defence may be resolved at the directions hearing.

Can I claim interest on the unpaid amount?

Yes. VCAT can award interest from the date payment was due to the date of the order. The applicable rate is typically set by Victorian legislation and published on the VCAT website.

What happens if the respondent does not attend the directions hearing?

If the respondent was properly served and does not attend, VCAT may make a decision without them. Bring proof of service to the hearing.