> For the complete documentation index, see [llms.txt](https://vendorspace.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://vendorspace.gitbook.io/docs/payments/disputes.md).

# Disputes and chargebacks

A dispute (also called a chargeback) happens when a vendor contacts their bank to reverse a payment. Vendor Space monitors disputes automatically through Stripe and keeps you informed every step of the way.

***

## How Dispute Monitoring Works

When a vendor initiates a dispute with their bank, Stripe notifies Vendor Space in real time. The system automatically:

1. Records the dispute with the amount, reason, and evidence deadline.
2. Links it to the original order and vendor.
3. Sends you a notification so you can take action quickly.

You do not need to check Stripe manually -- disputes appear directly in your Transactions page.

***

## Viewing Disputes

1. Click **Transactions** in the sidebar.
2. Click the **Disputes** tab.

Each dispute shows:

| Field            | Description                                                               |
| ---------------- | ------------------------------------------------------------------------- |
| **Date**         | When the dispute was filed                                                |
| **Vendor**       | The company that disputed the charge                                      |
| **Event**        | The event associated with the payment                                     |
| **Amount**       | The disputed amount                                                       |
| **Reason**       | Why the vendor filed the dispute (e.g., product not received, fraudulent) |
| **Status**       | Current state of the dispute                                              |
| **Evidence Due** | Deadline for submitting evidence to the bank                              |

***

## Dispute Statuses

| Status             | Meaning                                                   |
| ------------------ | --------------------------------------------------------- |
| **Needs Response** | You need to submit evidence before the deadline           |
| **Under Review**   | Evidence has been submitted and the bank is reviewing     |
| **Won**            | The bank ruled in your favor -- funds are returned to you |
| **Lost**           | The bank ruled in the vendor's favor -- the refund stands |

***

## Responding to a Dispute

Vendor Space tracks disputes but evidence submission happens through your Stripe Dashboard. Each dispute in the table includes a **View in Stripe** link that takes you directly to the dispute details where you can upload evidence.

**Common evidence to submit:**

* Signed contracts or agreements
* Proof of booth assignment and event attendance
* Email correspondence confirming the vendor's participation
* Screenshots of check-in records
* Your event's refund policy

> **Tip:** Respond to disputes as early as possible. Banks have strict evidence deadlines, and missing the deadline means you automatically lose the dispute.

***

## Notifications

Vendor Space sends you a notification when:

* **A new dispute is created.** So you can start gathering evidence immediately.
* **A dispute is lost.** So you can update your records and accounting.

***

## Reducing Disputes

A few practices that help prevent chargebacks:

* **Have a clear refund policy** and display it during checkout.
* **Send payment confirmations** so vendors have a receipt in their inbox.
* **Communicate proactively** if event details change.
* **Keep records** of all vendor correspondence and agreements.

> **Tip:** Most disputes happen because of unclear expectations. A well-documented event with clear terms and timely communication significantly reduces your chargeback risk.


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