Dealing with more refund requests lately and had my first chargeback last month. Currently handling everything manually through email and spreadsheets but it’s getting messy.
Wondering how other solo freelancers organize this stuff without losing track of paperwork or missing deadlines.
Most payment processors handle the chargeback timeline stuff for you. Just respond when they ask.
I keep all my refund and chargeback stuff in one simple digital folder with dates in the filename. Makes it easy to find everything later.
For tracking deadlines, I just add them straight to my phone calendar with alerts set for a few days before. No fancy systems needed.
The main thing is documenting everything from the start of each project. Save all client emails, contracts, and work samples because you’ll need them if things go wrong.
I just write it down when it happens and deal with it.
Had my wake up call with chargebacks about two years ago. Lost one because I missed the response deadline by three days.
Now I keep a simple folder system. One folder for refunds, another for chargebacks. Everything gets printed and filed the day it happens.
For tracking, I use a basic notebook where I write down the date, amount, reason, and what I need to do next. Set phone reminders for any deadlines.
With chargebacks, respond fast. Don’t wait around thinking about it. Gather your evidence and send it back within a week if possible.
The key thing is having a routine. Same steps every time so nothing falls through the cracks.
Create a dedicated email for refunds and chargebacks. Forward every request or notice there to keep it organized.
Contact your payment processor as soon as you receive a chargeback notice. They will guide you on what evidence is needed and the deadlines involved. Avoid making assumptions.
Also, set up an invoicing system that alerts you to any disputed payments. Most accounting software offers this feature, making it easier to track issues from previous jobs.
Honestly, spreadsheets work fine if you keep them simple. I use one sheet with these columns:
For chargebacks specifically, your payment processor usually sends you everything by email. Forward those emails to a dedicated folder right away. Don’t let them sit in your main inbox.
One thing that saved me time was creating a standard response template for refund requests. Not copy paste exactly, but having the same structure each time makes it faster.
Also set up a weekly review. Every Friday I check what’s coming up and what needs attention. Takes maybe 10 minutes but prevents those panic moments when you realize something is overdue.