Chargeback / Payment-Dispute Tracker

The problem this kills

Chargebacks and payment disputes come in on the bank's clock, not yours. Each notice carries a reason code, a dollar amount, an order reference, and a hard response deadline - and that deadline is unforgiving. Miss it by a day and you lose the money automatically, even when you had a slam-dunk case.

Most teams track this in a spreadsheet that nobody watches, an inbox that buries the notice, or a processor portal that doesn't nag you. So winnable disputes quietly expire. Nobody decided to lose them - the calendar just ran out.

This plan kills that. It gives you a tracker that knows the deadline the moment a dispute is logged, knows exactly which evidence wins that reason code, chases you ahead of time, and refuses to let a response go out until a manager has signed off on the evidence pack.

What you'll build

A private web app, just for your team, that:

• Logs every dispute once - reason code, amount, currency, order reference, deadline, and processor/bank - with a duplicate guard on the case ID so the same notice can't be entered twice.
• Sets the right evidence checklist automatically - each reason code maps to the specific evidence that actually wins it (proof of delivery, customer comms, refund proof, AVS/CVV match, terms accepted, and so on - tuned to your codes in the interview).
• Holds the evidence pack - upload proof-of-delivery PDFs, screenshots, and email threads against each checklist item, in secure storage.
• Alerts you before the window closes - Resend emails fire at the lead times you choose (for example 7 days, 3 days, 1 day out), so nothing expires silently.
• Gates the response - a manager reviews the assembled pack and proposed response and approves before it's marked submitted. The tool drafts; a person commits.
• Tracks the outcome - submitted, won, or lost - so you can see your win rate by reason code over time.

What's inside the Implementation Plan

• A discovery interview that runs first. Before it builds anything, the plan has the AI agent interview you about your actual disputes - your processor(s), your real reason codes and what each one needs to win, your deadline math, your volumes, and your messy exceptions. It reflects a short spec back to you and waits for your thumbs-up. You get a tool shaped around how your business really handles chargebacks, not a generic template.
• Step-by-step build instructions, each ending in a ready-to-paste prompt for your AI coding agent.
• The full data model, validations, and reason-code-to-evidence mapping driven by your answers.
• Deadline-alert scheduling and the manager approval gate, wired end to end.
• A "No API yet?" fallback: import your disputes from a Google Sheet or CSV and export a clean dispute worklist + evidence checklist in the exact columns you need - so it's fully usable today, with zero processor integration.

The governance it includes (this is the point)

• Login so only your team can open the tool.
• Row-level security so each organization only ever sees its own disputes.
• A complete audit trail - who logged, edited, attached, approved, and submitted what, and when.
• A human-in-the-loop approval gate - no response is marked submitted until a manager reviews the evidence pack and approves it.
• Duplicate guards keyed on the dispute/case ID so the same chargeback can't be processed twice.

Who it's for

Support-ops, finance, and order-management teams who handle chargebacks and payment disputes - anyone who has ever lost a winnable case because the response window quietly closed.

You've got this. Open the Implementation Plan and paste the first prompt - the tool starts by interviewing you, and builds itself around your answers.