An invoice upload failed. Keep proof of what happened.
A customer portal can reject an invoice without resolving your payment position. Preserve the error, check the submission requirements and confirm the invoice was received.
Corporate Recovery Partners
01 / 06
Selecting the file is not the end of the job
Your office uploads a progress invoice to the builder’s portal. The screen changes, so the task is marked complete. Days later, the invoice is still sitting in a rejected queue.
Check the final submission status and any receipt. A file on your computer, a selected attachment and an accepted upload are three different things.
Save the error message, date, invoice version and any submission reference. Identify whether the issue concerns a file format, missing field, amount or duplicate reference.
Avoid repeatedly uploading slightly different copies without notes. That can leave both businesses unsure which version is under consideration.
Ask the customer’s nominated contact how to correct the rejected item. If the issue is a file-size limit or unreadable attachment, preserve the original and produce a clearly identified replacement.
Do not alter the claimed work or amount simply to get a green tick. A substantive change needs a separate decision and a consistent accounting record.
business.gov.au recommends choosing an invoice delivery method that lets you record and retrieve invoices. Keep the portal receipt with the invoice and relevant correspondence so it can be found later. Give the record an identifiable file name.
Check the contract before relying on another channel
If the portal remains unavailable, contact the customer promptly and check the agreed submission requirements. An ordinary email may help communicate the issue, but do not assume it satisfies every contractual or statutory requirement.
If a payment deadline or formal claim is involved, get advice on the correct delivery process. A technical error should not sit unnoticed while time passes.
Once resubmitted, confirm the status and retain the new receipt. Record who is reviewing it and whether anything further has been requested.
If payment remains blocked, CRP can discuss the account using the work records, invoice and submission history. Keep the technical problem and any dispute about the work clearly separated.
