While they don’t happen often, payment disputes are a risk you take when accepting payment cards. If you take the following precautions, you can reduce the likelihood of receiving a dispute and be prepared in the event that you do receive one.
Present Your Refund, Return, and Cancellation Policies on Your Receipts
Write out and present your return, refund, and cancellation policies on your receipts or any other agreements made at the point of sale. Presenting a no returns/refunds/cancellation sign at the point of sale is not sufficient to verify your business’s policies.
Make the Name on Your Customer’s Bank Statements Recognizable
Make sure your business name reflects the type of goods or service you provide. If you don’t have a business name, include your service followed by the name of the city where you provide your service (eg. Taxi - Ottawa, ON). Do not use your personal name as your business name. Your customer may not recognize this name when it appears on their statement.
Communicate with Your Customers
Initiate and maintain open communication channels with your customers. Clearly communicate expectations around pricing, sales tax, delivery, and shipping.
Keep in mind that you can always re-send a receipt from your mobile device or from the Square Dashboard.
Attach a Contract
One of the best ways to avoid misunderstandings or late payment is to put a contract in place. Contracts allow you and your customer to understand exactly what is expected from your transaction, minimize your chance of a dispute, and help ensure that you get paid.
If you are using Square Invoices to get paid, you can attach a contract right to your customer’s invoice. While contracts aren’t appropriate for every business, they can be invaluable to businesses who work in wholesale or on a project basis.
Using Square Invoices, you can attach a copy of your contract directly to your customer’s invoice. If you aren’t familiar with creating a contract, our team has created two templates that you can use.
If you need help attaching a file to your Invoice, our Support Centre can help.
*Square is not a law firm, an attorney or a professional advisor in any industry. Square provides this template to individuals who choose to prepare their own contractual documents and does not constitute legal advice.