Copy/paste worksheet
Chargeback evidence card
Customer / job:
Payment processor case ID:
Dispute deadline:
Disputed amount:
Charge date / invoice number:
Original estimate or authorization link:
Signed approval / email / text proof:
Service date and technician / crew:
Job completion proof:
Photos / before-after proof:
Materials or supplier proof:
Customer communication timeline:
Refund, warranty, or complaint history:
What the customer is claiming:
Evidence that supports our response:
Evidence that weakens our response:
Manager / owner reviewer:
Bookkeeper / processor reviewer:
Decision: accept / respond / partial refund / ask for more proof / legal/accounting review
Customer-safe next message:
CRM labels: CHARGEBACK-REVIEW, PAYMENT-DISPUTE, OWNER-REVIEW, FOLLOW-UP-DUE
Follow-up owner and due time:Customer-safe response starter
Use this only after a manager confirms the facts and payment-policy wording.
Hi {customer_first_name}, thanks for flagging this. We are reviewing the payment record, invoice, job notes, and any service proof tied to {job_or_invoice}. We will respond with the confirmed facts rather than guessing from memory. If you have a specific receipt, message, photo, or concern you want us to include in the review, please send it here and we will add it to the file.AI review prompt
You are helping a local-service business organize a payment-dispute evidence file. Do not invent policy, legal advice, fees, refunds, completion status, warranty coverage, customer intent, or processor rules. Using only the source notes below, produce:
1. missing evidence checklist,
2. neutral timeline,
3. customer-safe reply draft,
4. manager review questions,
5. STOP AUTOMATION warnings.
Source notes:
{paste verified notes only}STOP AUTOMATION rules
- Stop if the dispute involves legal threats, chargeback rules, collections, financing, refunds, warranties, fraud, or regulatory claims.
- Stop if the job completion proof is incomplete or contradicts the invoice.
- Stop if AI suggests a refund, fee waiver, penalty, legal statement, or payment-processor argument not found in the source notes.
- Stop if the customer message could sound accusatory, threatening, or like legal advice.
Where this fits
This resource supports Local Lead Rescue System users who need safer payment, invoice, and customer follow-up workflows after a job is done. Pair it with proof-backed estimate approvals, deposit confirmations, failed-payment retries, and complaint-escalation notes before letting AI draft the customer-facing response.
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