Med spas and aesthetics
Chargebacks in aesthetics: the four disputes med spas actually lose
Updated 10 September 2026 · 6 min read
Most med spa chargebacks fall into four groups: the client did not recognise the statement descriptor, they dispute a cancellation fee, they want a refund on an unused package, or they are unhappy with the result. Three of the four are won with paperwork you can put in place today — a clear descriptor, a signed policy, a signed consent and a redemption record.
Unrecognised descriptor
A client books at 'Glow Aesthetics' and sees a holding company name on their statement. They call the bank, not you. This is the cheapest dispute in the world to prevent and the most common one practices leave in place for years.
Set the statement descriptor to the trading name clients know, and send an emailed receipt on every charge so there is something to search for.
Cancellation and no-show fees
These are winnable only when the policy was shown before booking and the client agreed to it in a way you can produce. A booking confirmation that displays the policy, plus a signed authorisation covering cancellation charges, is usually enough.
Charge the fee promptly and send a receipt naming it as a cancellation fee. Vague descriptions invite disputes.
Unused packages
A client who paid for six sessions, took two, and wants the rest back is arguing about your published policy rather than the payment. Your evidence is the point-of-sale terms, the expiry rule and the redemption history showing which sessions were used and when.
This is the strongest argument for tracking redemptions in the payment record rather than a notebook.
Unhappy with the result
This one is not really a payment dispute and is the hardest to win. Signed consent describing realistic outcomes, before-and-after documentation and a written complaints route are what you submit.
Practically, a goodwill resolution offered before the bank gets involved costs less than the dispute fee and the lost client together.
Responding on time
Every dispute has an evidence deadline, and a missed deadline is an automatic loss. Disputes raised against your account appear in the dashboard with the deadline, a checklist of evidence and space for internal notes.
Keep a standing folder of the four documents above so responding takes ten minutes rather than an afternoon.
Frequently asked
- How long do we have to respond?
- The deadline is set by the card network and shown against the dispute in the dashboard. Missing it forfeits the case.
- Does refunding stop a chargeback?
- Refunding before a dispute is raised usually prevents one. Once the bank is involved the case runs its course, so respond as well.
- What is the best single prevention step?
- A statement descriptor that matches your trading name, followed by an emailed receipt on every charge.
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