Preparing an Unpaid-Invoice Intake in EasySuit Before a Demand Letter

An unpaid invoice is easier to explain when the amount, agreement and payment history fit together. Before asking software to prepare a demand-letter draft, make a factual intake that a person can check. EasySuit provides separate entry points for a demand letter and for a court claim; choose the one that matches what you are preparing.¹

This guide addresses a business seeking payment on its own invoice. It does not cover debt-collector compliance, bankruptcy, construction-lien notices or an answer to a lawsuit. Those situations can require different procedures and advice.

Reconcile the amount before entering it

Use the actual invoice, contract or accepted proposal, change approvals and payment records. Write a calculation that another person can reproduce. Keep principal, credits, payments, disputed charges and any proposed interest or fee separate. Do not add a late fee merely because a template includes space for one.

In a fictional example, Pine Studio billed Cedar Workshop $1,200, received $300 and believes $900 remains unpaid. Cedar says one deliverable was incomplete. The useful intake is not “client refuses to pay.” It is “invoice total $1,200, payment $300, claimed balance $900; client disputes completion of the final design file.”

Prepare this mini-ledger before continuing:

If you cannot reconcile the amount, identify the missing record instead of supplying an estimated demand as though it were final.

Use the demand-letter entry point

Sign in and open EasySuit, then Send a demand letter. Choose the closest available dispute category. The intake asks for the other party, the kind of claim, your name, an amount, an approximate date and jurisdiction information. Availability is subject to your account and the current product gate.

Use the contracting party's correct name. A store name, an individual's name and an LLC's legal name may refer to different parties. Preserve the contract signature block and relevant entity records so a lawyer can review whom the agreement actually binds.

Keep the longer explanation in your own review sheet. A short guided intake cannot replace all invoice line items, delivery evidence or the other side's position. Do not assume that facts you left out will appear correctly in a later draft.

Make the review sheet specific

Use the following structure alongside the intake:

1. Agreement: what was promised, by whom, and where the written terms are.
2. Performance: what you delivered and which record supports each milestone.
3. Payment: invoice dates, payments, credits and the current calculation.
4. Disagreement: the recipient's actual objection, with the relevant message.
5. Requested resolution: what you want reviewed, without unsupported penalties or threats.
6. Unknowns: missing approvals, uncertain dates or conflicting versions.

For Pine Studio, an important unknown is whether the final file was delivered and accepted. The review sheet should preserve both the delivery email and Cedar's objection. It should not describe disputed acceptance as an established fact.

Review a draft before doing anything with it

If your account produces a demand-letter draft, compare every factual sentence and amount with your records. Complete all blanks, remove unsupported assertions, and check the intended recipient and delivery address. A draft's suggested response date is not necessarily a legally required notice period or a court deadline.

Ask counsel whether a contract, specific claim or jurisdiction requires a particular notice or delivery method. For a Colorado small-claims example, use the Judicial Branch's current instructions to check the court process separately; a generic letter is not the court's claim form.² A dispute in another state requires that state's guidance.

Creating or reviewing a draft does not send it. Decide how any final letter should be delivered only after reviewing the relevant agreement and legal requirements. Keep a copy of what was actually sent and delivery evidence. No step described here files a case, serves process, creates an attorney-client relationship or guarantees payment.

Bring useful material to professional review

Finish with the original agreement, invoice ledger, delivery records, the opposing explanation, your intake notes and any draft requiring review. Explain the question you need answered: for example, whether the amount is supported and what notice procedure applies.

If court papers have already arrived, treat them as a separate urgent task. A payment demand or negotiation does not pause a litigation deadline. For a different workflow, read how the existing LawSensai contract-review entry point is organized.

Open EasySuit's demand-letter intake when your factual record is ready. LawSensai provides legal information and preparation tools, not legal advice. Consider independent attorney review before sending a disputed business demand.

Sources and references

1. LawSensai, EasySuit, product reviewed October 26, 2026. Distinguishes demand-letter and filing preparation entry points; sign-in and product availability apply. ↩

2. Colorado Judicial Branch, Guide to Small Claims. Official Colorado procedural instructions; not a national notice rule. ↩