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:
Records the dispute with the amount, reason, and evidence deadline.
Links it to the original order and vendor.
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
Click Transactions in the sidebar.
Click the Disputes tab.
Each dispute shows:
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
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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