Payment claims in NSW and Queensland: a plain template for tradies

Payment claim vs invoice

An invoice asks for money.

A payment claim under your state's security of payment Act asks for money and starts a process with time limits for the other side.

Queensland: QBCC says your claim must identify the work, state the amount and request payment, "even if you are using your usual tax invoice".

NSW: check the NSW Government page (opens in a new tab) and your contract for what your claim needs.

NSW: what your claim needs

The NSW Government says that to make a payment claim you:

1. make a written claim, stating the amount due and describing the construction work, related goods or services you're claiming for
2. serve it at the time in the contract, or on or after each reference date: in person, by post or fax, or another way the contract allows
3. record the date the other side receives it
4. if you're a subcontractor and the contract is connected with a residential construction contract, include the statement "This is a payment claim made under the Building and Construction Industry Security of Payment Act 1999 NSW"

NSW: good to know (from the same page)

• One claim per reference date. The reference date is the one in your contract. If there isn't one, it's the last day of each month. Money not paid on an earlier claim can go in the next one.
• Attachments can help: statements showing how much work is done, completion certificates, delivery dockets, photos.
• Head contractors claiming from the principal must give a supporting statement on the approved NSW form. There's a separate approved form for owner-occupier contracts. Get them from the NSW page. Don't have AI write them.
• The Act also covers owner-occupier construction contracts.
• Time limits, payment schedules and due dates: the NSW page sets these out, and some depend on who you are and the type of work. Read them there. Don't guess.
• No reply, a lower payment schedule, or not paid? The NSW page explains your options, including adjudication and suspending work. Read it and get advice before you act.

Queensland: what your claim needs

QBCC says that under the Building Industry Fairness (Security of Payment) Act 2017 (BIF Act), a payment claim is a written request for payment that:

1. identifies the work, or goods and services, it relates to
2. states the amount claimed
3. requests payment of that amount

Queensland: good to know (from QBCC)

• There's no set format. QBCC's free commercial subcontract includes a payment claim template.
• Reference date: the one in your contract or, if the contract doesn't say, the last day of the month the work was done. One claim per reference date. A claim sent before a reference date may be invalid.
• Time limits apply to when you can give a claim, including a final claim. Read them on the QBCC page (opens in a new tab). Don't guess.
• Head contractors on non-residential contracts must give a supporting statement with a claim to the principal. See QBCC: supporting statement (opens in a new tab).
• "Pay when paid" terms are void under the BIF Act.
• Due date and payment schedules: the other side must pay in full by the due date, or give you a written payment schedule that identifies your claim, states what they'll pay and gives all their reasons for paying less. The time limits come from your contract and the Act. Check them on the QBCC pages.
• No payment or schedule? QBCC says you can notify it. See Respond to payment request (opens in a new tab).

Fill-in layout for your claim (NSW or QLD)

Use your own figures from your job software. This is a layout only. It isn't an official form, and it doesn't replace a supporting statement.

Copy this prompt and fill in the [square brackets]:

PAYMENT CLAIM No. [number]
[NSW subcontractor on work connected with a residential construction contract only:
"This is a payment claim made under the Building and Construction Industry Security of Payment Act 1999 NSW"]

To (respondent): [name, ABN, address]
From (claimant): [your business name, ABN, address, contact]
Contract: [contract name/number, date, site address]
Reference date: [date from contract, or as your state's rules say]
Work, goods or services claimed: [plain description]

Amount claimed:
  Work completed to date: [amount]
  Approved variations to date (Nos. [x, y]): [amount]
  Less previous payments received: [amount]
  Less retentions (if any, as per contract): [amount]
  Amount claimed this claim: [amount] [incl./excl. GST]

Payment of [amount] is requested by [due date, as per contract].
Attached: [progress statement / delivery dockets / photos / variation forms]
[Head contractor claiming from principal: official supporting statement]

Tip: AI can lay out your figures, but you check every number.

How to do it

1. Check your contract for reference dates, due dates, how to serve claims and retention terms.
2. Open your regulator page: NSW (opens in a new tab) or QBCC (opens in a new tab).
3. Pull your figures from your job or accounting software.
4. Draft the claim with AI (prompts below), using only your numbers.
5. Check it against the NSW or Queensland section above.
6. Head contractors: attach the official supporting statement form.
7. Send it on or after the reference date, the way the contract allows, and record when it was received.
8. Diary the payment schedule date and due date from your contract and regulator page. If the schedule comes back lower, or nothing comes, get advice.

Prompt 1: Lay out my payment claim (NSW or QLD)

Paste your own details. Remove anything you don't need to share.

Copy this prompt and fill in the [square brackets]:

Lay out a payment claim for a [NSW / Queensland] construction contract using this structure: claim number; respondent; claimant (with ABN); contract; reference date; description of the work, goods or services; calculation (work completed to date, approved variations, less previous payments, less retentions, amount claimed); a line requesting payment of the amount by the due date; list of attachments. [NSW subcontractor on residential-connected work: include the line "This is a payment claim made under the Building and Construction Industry Security of Payment Act 1999 NSW".] Use only my figures and details below. Don't calculate anything I haven't given you; if a figure is missing write [CHECK]. Details: [paste]

Prompt 2: Check my claim has the basics

Copy this prompt and fill in the [square brackets]:

Check this payment claim and tell me what's missing or unclear: it's in writing; it describes the work, goods or services; it states the amount claimed; it requests payment; it shows a reference date and due date; attachments are listed. Don't give legal advice, don't tell me if it's valid, and don't change my figures. Claim: [paste]

Prompt 3: Friendly cover email

Copy this prompt and fill in the [square brackets]:

Write a short, friendly cover email to [first name] sending payment claim No. [x] for [job], for the reference date [date]. Say the claim is attached, payment is requested by [date], and to call me on [your number] with any questions. No threats, no legal jargon. Keep it short.

Prompt 4: Progress statement in plain words

Copy this prompt and fill in the [square brackets]:

Turn my notes into a short progress statement to attach to my payment claim: each stage or item, what's been done up to the reference date, and any signed variations by number. Notes: [paste]. Don't add anything I didn't write.

Prompt 5: Explain a payment schedule I've received

Copy this prompt and fill in the [square brackets]:

Summarise this payment schedule in plain words: which claim it responds to, how much they say they'll pay, and every reason they give for paying less. List the items we disagree on as questions for my lawyer or adviser. Don't tell me what my rights are or what to do next. Schedule: [paste, with names removed]

⚠️ If the amounts are disputed, get legal advice or contact your regulator. More AI won't fix it.

Prompt 6: Track my claims and dates

Copy this prompt and fill in the [square brackets]:

Make a simple table from my notes with these columns: claim number, job, reference date, date sent, how it was sent, date received, payment schedule due, payment due, status. Use only the dates I give you. Don't work out business days for me; write [CHECK] if a date is missing. Notes: [paste]

⚠️ Count business days yourself, using your contract and your regulator's page.

Tools that help

• ChatGPT · Claude · Gemini: laying out claims and checking against the list
• Xero · MYOB: your figures and invoices
• Fergus · Jobber · ServiceM8 · Tradify: your job records and progress. Check your own app for progress-claim features.

What's a payment claim in NSW or Queensland?

It's a written request for payment for construction work, or related goods and services, made under your state's security of payment Act. It starts time limits for the other side to respond.

Can my normal tax invoice be a payment claim?

In Queensland, QBCC says your claim must identify the work, state the amount and request payment, even if you use your usual tax invoice. In NSW, check the NSW Government's Making a payment claim page and your contract.

How long does the other side have to respond?

It depends on your state, your contract and who you are. Check your contract and the official NSW Government or QBCC page. Don't guess.

Can AI write my payment claim?

AI can lay out your own figures and wording neatly. It can't tell you what you're owed or whether the claim is valid, and it shouldn't write a supporting statement. You check and send it.

Do I need a supporting statement?

In NSW, head contractors claiming from the principal must give one on the approved form. In Queensland, head contractors on non-residential contracts must give one with a claim to the principal. Subbies claiming from a head contractor: check your regulator page.

Is it the same in New Zealand?

No. NZ uses the Construction Contracts Act and Form 1. See Payment claim template NZ.