Identify the parties and the agreement

Collect the accepted quote, contract, purchase order or correspondence describing the work. Record the business entity you dealt with, rather than relying only on a trading name or the person who sent an email. Tell the adviser if the invoice was issued by a different entity from the one named in the agreement.

Ask what information is needed to assess the claimed amount and payment terms. A copy of the invoice is useful but may not explain how the obligation arose or what was agreed about variations.

Build a record of supply and payment

Organise delivery records, timesheets, work approvals, receipts and any changes to the original scope. Prepare a simple reconciliation of invoices, credits and payments. Mark estimates or missing records clearly so the lawyer can identify the questions that need investigation.

Preserve the full correspondence about any complaint or alleged defect. A payment issue can involve a disagreement about the work, not just a missed due date. Avoid presenting only the reminders if they omit the customer’s explanation.

Explain the commercial objective

Tell the adviser whether maintaining the business relationship matters, whether work is ongoing and what communication has already occurred. Ask how those practical factors relate to the options available. Do not send a legal-sounding threat copied from a template without understanding its implications.

The Australian Government’s business guidance describes steps to consider when an invoice remains unpaid. Use it as a starting point for questions, while asking an adviser about the circumstances of the actual transaction.

Compare stages and recovery costs

Ask the office to distinguish advice, correspondence, negotiation, proceedings and enforcement. A fee for one letter is not a quote for the whole recovery process. Ask what would trigger further instructions and what outside expenses could arise.

Discuss the difference between establishing an entitlement and actually recovering money. Ask what information is relevant to a proportionate decision about further work. Keep estimates and assumptions explicit rather than treating the unpaid amount as a guaranteed return.