Guide
Payment Disputes: What to Document
Document scope, price, timeline, and customer approval (text, email, or signature), plus before/during/after photos; store it with the job record so you're not hunting in separate files. When a dispute happens, you can show what was agreed and what was done. Add a simple dispute log (date, outcome, notes) if you get disputes often. When you're ready for software, look for approval capture and photo attachments that stay with the job so proof is always there.
For teams dealing with payment disputes but don't have clear proof of what was agreed or what was done.
Next: On the next 5 jobs, capture approval and key photos and store them with the job; then add a simple dispute log (date, outcome, notes) if you get disputes often.
The situation
A customer disputes a payment but you don't have proof of what was agreed. You need to document so you have evidence if needed, and you want a simple system to track disputes without overcomplicating it.
Document scope, price, and approval (text or signature) plus before/during/after photos; store it with the job. Add a simple dispute log (date, outcome) if you get disputes often. When you're ready for software, look for approval capture and photos that stay with the job.
What usually causes it
- No clear documentation of what was agreed (scope, price, timeline) so you're arguing from memory.
- Missing customer approval so there's no proof of agreement when they say they didn't agree.
- No photos or notes so you can't prove what was done and it becomes he-said-she-said.
- Disputes stored in different places so when you need the evidence you can't find it.
Quick fixes you can try this week
- Document what was agreed: scope, price, timeline, approval method so it's in one place.
- Get customer approval in writing: text, email, or signature so you have proof.
- Take photos: before, during, after so you have proof of work done.
- Store dispute documentation with job record so you're not hunting in separate files.
- Track dispute resolution: date resolved, outcome, notes so you can see patterns and improve.
If you're ready: what to look for
- Dispute tracking that shows pending vs. resolved disputes so nothing slips.
- Customer approval capture that stores proof with jobs so you're not re-attaching every time.
- Photo attachments that stay with job records so proof travels with the job.
- Dispute templates that make it easy to document and track so you're not starting from scratch.
Mistakes to avoid
- No documentation of what was agreed; you'll have no proof if disputed and often lose.
- Missing customer approval; you can't prove agreement when they say they didn't agree.
- No photos or notes; you can't prove what was done and chargebacks are harder to fight.
- Disputes stored in different places; when you need the evidence you won't find it in time.
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Copy-paste scripts and checklists for this pain: