Chargebacks & Square: How to Win and Prevent Disputes – Affiliate Knowledge Base

For Affiliates Using Square on K-BID

Chargebacks can be costly and frustrating. This guide outlines what to do if a buyer files a dispute through Square and how to prevent chargebacks before they happen.

How to Fight and Win a Chargeback with Square

If you receive a chargeback, Square allows you to submit evidence to prove the transaction was valid and authorized. A well-documented response significantly increases your chances of winning the dispute.

Required Documentation

1. Proof of Buyer Authorization

Screenshot of the K-BID Terms and Conditions the buyer agreed to during account creation or bidding.
Copy of the invoice and bid history confirming the buyer committed to the purchase.
Confirmation that the buyer paid via Square using their own device or IP address (if available).

2. Proof of Shipping and Delivery

Shipping label and tracking number showing the item was sent to the buyer’s address.
Delivery confirmation from the carrier (signature, GPS scan, or photo evidence).
Screenshot or record showing the buyer requested shipping through the K-BID dashboard.

3. Proof of Communication

Any email or message where the buyer requested shipping or acknowledged receipt.

4. Proof of Listing Details

A copy or screenshot of the original auction lot, including photos, condition notes, and as-is disclaimers.
Clear reference to the “As-Is Where-Is" policy on K-BID.

5. Platform Assistance

If you need access to user logs, terms acceptance, or other platform data, email support@k-bid.com with the invoice number and details of the chargeback. K-BID will disable the bidder and refund any BP collected on chargebacks.

Sample Statement for Dispute Submission

The buyer participated in a legally binding auction on K-BID.com, agreed to the terms and conditions, and paid in full using Square. They requested shipping, and the item was delivered to the address on file. Proof of delivery and the original listing are attached. All sales are final per the auction terms.

Best Practices to Avoid Chargebacks

Preventing chargebacks is more effective than fighting them. The following practices reduce risk and strengthen your position if a dispute occurs.

1. Use Trackable Shipping with Confirmation

Always use a carrier that provides full tracking.
Require a signature or photo confirmation for high-value shipments.

2. Verify Shipping Address Changes

Only ship to the address listed on the buyer’s invoice.
If the buyer requests a new address:
- Confirm the request in writing.
- Require supporting documentation (e.g., utility bill or ID) that matches the new address.

3. Require Certified Funds for High-Value Items

When shipping higher dollar invoices, especially with new buyers with limited history, we recommend requiring:
- Certified check
- Wire transfer
- Cash
Avoid accepting credit cards on high-value transactions to prevent large chargeback exposure.

4. Provide Transparent and Accurate Descriptions

Include all relevant details in your listing.
Disclose any damage, defects, or unknown functionality.
Use clear images and state “as-is, where-is” terms prominently.

5. Document All Buyer Interactions

Save any written communication where the buyer:
- Requests shipping
- Confirms delivery
- Asks questions about the item
Screenshots or exported message logs are acceptable documentation.

6. Monitor Risk Indicators

Be cautious of:
- Out-of-state buyers making large purchases
- New accounts with no bidding history
- Multiple payment attempts or card changes

What to Do If a Chargeback Occurs

Log in to your Square Dashboard and locate the chargeback.
Gather and organize all documentation listed above.
Submit a clean, labeled PDF to Square with your response.
Contact support@k-bid.com for help gathering platform-based evidence (terms acceptance, IP logs, etc.).

If you need help building your response or would like a chargeback checklist to keep on file, please contact the affiliate support team.