Don't write it off yet

Unpaid invoices feel personal. They're not — most of the time it's a cashflow problem on their end, or someone avoiding an awkward conversation. Either way, you're owed the money and there are clear steps to get it.

Step 1: Confirm the invoice was received

Before you escalate, make sure they actually have the invoice. Email goes to spam. Addresses change. Send it again with a read receipt if you can.

Step 2: Make direct contact

A phone call works better than email. Be calm and professional. Ask when they plan to pay. Get a specific date — not "soon" or "next week."

If they dispute the work, get the dispute in writing. Don't agree to reduce the invoice verbally.

Step 3: Send a formal written demand

If phone contact doesn't resolve it, send a written demand letter. Include:

The invoice number, amount, and due date
A clear statement that payment is overdue
A new deadline (7 days is standard)
What you'll do if payment isn't received (Disputes Tribunal, debt recovery service)

Send it by email and registered post so you have proof of delivery.

Step 4: Consider the Disputes Tribunal

For amounts up to $30,000, the Disputes Tribunal (New Zealand's small claims court) is your best option. It's cheap, fast, and doesn't require a lawyer.

Filing fee: $45–$180 depending on the claim size
Hearings are usually within 6–8 weeks
Decisions are legally binding

You can find forms at disputes.govt.nz.

Step 5: Use a professional follow-up service

Before it gets to the Tribunal, a professional calling service can often resolve the debt faster and with less stress. A firm, professional call from a third party sends a clear signal that you're serious — without burning the relationship yourself.

What not to do

Don't threaten legal action unless you're prepared to follow through
Don't discuss the debt on social media
Don't accept partial payment without a written agreement on the balance
Don't wait more than 30 days before escalating

The 6-year rule

In NZ, you have 6 years from the due date to pursue a debt through the courts. Don't let time run out.