Check the deadline the day it arrives
Your payment provider sets a short window to respond. Note the date in the ticket and assign one owner so nothing waits on a handoff.
Contact the customer first
Many disputes come from confusion about a charge, a forgotten trial or an unclear descriptor. A friendly message with a clear answer, or a refund, can end it before the bank decides.
Gather the evidence in one place
Collect the order, the terms they accepted, usage logs, delivery proof and every message with the customer. A tidy bundle is what wins a dispute.
Decide whether to fight or refund
If the amount is small and the customer has a fair point, a refund is often cheaper than the fee and the time. Fight clear cases of fraud claims on delivered work.
Write the response plainly
State what was bought, when, what was delivered and what the customer agreed to, in order, with the proof attached. Skip the argument and let the facts speak.
Fix what caused it
Tag each dispute by cause. Unclear charge names, hard-to-find cancellation and missing receipts are common, and each has a cheap fix.