Chargeback evidence packs
If you also run a Shopify or WooCommerce store: evidence gathered and responses drafted for every dispute, before the deadline.
Record Subscriber ledger & processor backup for subscription software
Every subscriber in your own records. A tested plan to switch processors.
{{BRAND}} keeps your own monthly ledger of every subscriber, plan, price, renewal date, tax and fee from Paddle, Lemon Squeezy, Polar, Stripe or Gumroad, matched to your payouts, in a sheet you own. We also write a plan for moving to another processor and test it every quarter. A person checks every exception before you see it.
- No card needed
- Read-only access
- Your sheet stays yours
September ledger · 412 active subscribersReady 2 Oct
ShortPaddle payout of 1 Oct is $290.00 short: a yearly plan refunded on 29 Sep, but the subscription still shows active
Look at5 renewals past due for 9 to 16 days, $94.00 a month
Matches62 Gumroad sales tie to 4 payouts, to the cent
BackupWeekly copy saved 28 Sep. Switch plan dry run passed 10 Sep
Sample with a made-up app and numbers
The problem
Your customer list lives in someone else's account.
The records sit with your processor
Subscribers, plans and renewal dates live inside Paddle, Lemon Squeezy, Polar or Stripe. When an account is closed, payouts can be held and dashboard access can go too, so you can't even see who your customers are.
Payouts are a net number nobody checks
Each payout arrives net of fees, tax, refunds and disputes. If nobody matches it to the month's sales, a missed refund or a short payout turns up at tax time, or not at all.
There's no plan B until you need one
No second processor approved, no list of which plan goes where, no email ready. Saved cards usually can't move between processors, so every day spent scrambling costs subscribers.
With your own copy, refreshed every week and matched to every payout, a closed account still hurts, but you know who every customer is and what each one paid for. It costs less than any hire, and you don't have to manage anyone.
How it works
Three steps. Your first ledger in about a week.
Give us read-only access, or exports
A read-only API key where your processor offers one (a Stripe restricted key, for example), or your processor's own exports each month. We send the exact settings for your processor. Add your plan list and, if you like, an export of who has paid access in your app. No code changes.
We build and match your ledger
Every subscriber, plan, price, status, renewal date, tax and fee goes into a sheet in your own Google Drive or an Excel file. Each month we match the transactions to every payout and list what doesn't add up. A person checks every exception.
We write and test your switch plan
A short written plan: where the ledger is, which checkout each plan moves to, the emails to send your customers, and the order of steps. Every quarter we dry-run it in test mode and note what has changed. No second processor yet? The plan lists ones you could apply to; the application is yours.
What changes hands
What you send, and what you get each week and month
You send (once, then monthly)
- Once: a read-only API key, or your processor's exports each month (we send the settings)
- Once: your plans and prices, including any old prices still running
- Once: your second processor if you have one, with test-mode access, or a note that you don't
- Monthly, optional: an export of the accounts with paid access in your app
- Who should get the monthly email
You get (weekly and monthly)
- Weekly: a fresh copy of your subscriber list saved to your Drive (with a read-only key)
- Monthly: the full ledger in your own Google Sheet or Excel file, with every subscriber, plan, price, status, renewal date, tax and fee
- Monthly: every payout matched to its sales, fees, tax, refunds and disputes
- A short email by the 5th working day: what doesn't match, what to look at, what changed
- A written switch plan, dry-run every quarter
- A real person to reply to: {{FIRST_NAME}}
Sample monthly ledger
The email and the sheet you'd get each month
Short, and sorted by what needs you. This sample uses a made-up app, made-up customers and made-up numbers.
From {{FIRST_NAME}} at {{BRAND}}
Subject Your September ledger: 412 active, 2 don't match, 3 to look at, backup current
Doesn't match (2)
- Paddle payout · 1 Oct · received $6,190.00, expected $6,480.00 from September's transactions. The $290.00 gap is a refund to Customer 311 (Pro yearly) on 29 Sep that the payout includes but the transaction export doesn't. The subscription still shows active until 14 Mar 2027. Should it be cancelled, or was the refund a goodwill credit?
- Access check · 6 accounts have Pro access in your app's user export but no paid subscription: 4 cancelled in August, Customer 311 (above), and 1 email we can't find in Paddle or Gumroad. The list is on the "Access" tab. We don't change anything in your app.
Look at this (3)
- Past due · 5 renewals failed and are 9 to 16 days past due: 3 Starter and 2 Pro, $94.00 a month in total. Paddle is still retrying. All 5 still have access in your app.
- Old price · 18 Pro subscribers still pay $25.00, not the $29.00 you set on 1 Aug. Fine if they're grandfathered. If not, that's $72.00 a month.
- Payout timing · Gumroad's 18 Sep payout arrived on 21 Sep, 3 days later than usual. Noted in the record. Nothing else unusual this month.
Matches
- Subscribers · 398 active on 1 Sep, 31 new, 17 cancelled = 412 active on 30 Sep: 260 Starter, 128 Pro monthly, 24 Pro yearly. Monthly recurring revenue $7,340.00.
- Paddle, September · sales $7,180.00 before tax, less fees $569.00, refunds $87.00 and one dispute $44.00 (including a $15.00 fee) = $6,480.00 expected. Tax of $612.40 was collected and paid by Paddle and is recorded per customer.
- Gumroad, September · 62 template sales, $1,240.00 less $155.00 of fees = $1,085.00, matching 4 weekly payouts to the cent.
Backup and switch plan
- Copies · weekly copies saved to your Drive on 7, 14, 21 and 28 Sep, plus the month-end ledger. Opened and counted without Paddle: 412 active rows.
- Switch plan · the dry run on 10 Sep passed: test checkouts for Starter, Pro and Pro yearly work on your second processor (Polar, sandbox). You added a Team plan on 20 Sep. It needs a matching product on Polar; we'll add it to the plan this week.
Full ledger, payout matches and the access list: your Google Sheet
Checked by {{FIRST_NAME}} · reply to this email with any question
Checked by {{FIRST_NAME}} · reply to this email with any question
Your subscriber ledger · 30 Sep (excerpt)412 active
| Customer | Country | Plan | Price | Status | Next renewal | Sep tax | Source |
|---|---|---|---|---|---|---|---|
| Customer 7 | US | Pro monthly | $29.00 | Active | 14 Oct | $0.00 | Paddle |
| Customer 118 | GB | Starter monthly | $12.00 | Past due, day 9 | Retrying | – | Paddle |
| Customer 204 | DE | Pro monthly | $25.00 | Old price | 9 Oct | $4.75 | Paddle |
| Customer 311 | CA | Pro yearly | $290.00 | Refunded, still active | 14 Mar 2027 | −$37.70 | Paddle |
| Customer 356 | AU | Starter monthly | $12.00 | Cancelled 18 Sep | Ends 2 Oct | $1.20 | Paddle |
| Customer 390 | IN | Pro yearly | $290.00 | New 21 Sep | 21 Sep 2027 | $52.20 | Paddle |
| Customer 402 | NL | Template pack (one-off) | $20.00 | Paid 25 Sep | – | $4.20 | Gumroad |
| 412 active · 5 past due · 62 one-off sales | $7,340.00 | Monthly recurring revenue, yearly plans counted at 1/12 | |||||
Payouts: Paddle 1 Oct $6,190.00 (expected $6,480.00, short $290.00, see above) · Gumroad 4 payouts $1,085.00 (matches).
Tax amounts are as your processor reported them. Prepared by {{FIRST_NAME}}, {{BRAND}}.
Sample with a made-up app, customers and numbers
Pricing
Priced by active subscribers, not by seat or by revenue
Up to 250 active subscribers
$50/month
For a solo founder with one product
Up to 1,000 active subscribers
$100/month
For a growing app with monthly and yearly plans
Up to 3,000 active subscribers
$200/month
For several products or a larger base
Every plan includes
- Your ledger in your own Google Sheet or Excel file
- A weekly copy of your subscriber list (with a read-only key)
- Every payout matched to its sales, fees, tax and refunds
- A monthly email: doesn't match, look at this, what changed
- A written switch plan, dry-run every quarter
- Optional check of who has access in your app against who pays
- Up to 3 processors or stores
- A named person, not a ticket queue
- Monthly billing, cancel any time
- Over 3,000 active subscribers? Ask us.
Free for 2 weeks: we build your ledger from your full history and match last month's payouts. No card, no contract.
Start the free trialFor context: a bookkeeper in the US typically costs about $27 an hour, and an offshore bookkeeper or assistant about $280–1,400 a month, plus the time it takes you to train and check them. Some subscription tools take 1% of revenue once you pass $2,500 a month. We never charge a share of your revenue.
What we don't do: collect, hold or move money; issue refunds or change prices in your processor; email your customers (we draft, you send); get you approved by a processor; move saved cards between processors; or give tax, accounting or legal advice, including on your processor's terms.
Questions
FAQ
Who are you?
{{BRAND}} is run by {{FIRST_NAME}} in Dhaka, Bangladesh. Our working day overlaps the UK morning and the Australian afternoon, and runs overnight for the US and Canada, so the monthly email is waiting when you start work.
What access do you need?
As little as possible: a read-only API key where your processor offers one (Stripe restricted keys can be set to read-only, for example), or the processor's standard exports sent to us each month. We never ask for a key that can issue refunds, change prices or move payouts, and never for passwords to your processor, bank or email. You can revoke a key from your processor's dashboard at any time. For the switch plan we need test-mode access to your second processor, if you have one. Nothing to install and no code changes.
Is my data safe? My subscribers' details are personal data.
Yes, they are, and we treat them that way. In data-protection terms we act as your processor (not to be confused with your payment processor) under a written data processing agreement, with the EU standard contractual clauses and the UK addendum for EU and UK customers' data. We keep only what the ledger needs: name, email, country, plan, dates and amounts. We never see full card numbers. The ledger lives in your Drive. Our working copy is kept in our Google Workspace account with 2-step login, seen only by the person on your account, never shared or sold, and deleted within 7 days if you leave. We don't take on apps whose subscriber list is health information or whose subscribers are children.
Is this software or people?
People, with good tools. Software pulls and sorts the data from your processor. A person checks every exception, every payout match and every line in your monthly email before you see it.
Can you move my subscribers to a new processor?
Not on their own, and nobody can promise that. Saved card details usually stay with the processor, so after a switch most customers have to re-enter a card. What the plan does is make that one clear email instead of a scramble: a list of every subscriber with plan, price and paid-until date, a matching checkout for each plan on your second processor, and drafted emails with re-subscribe links that you send. Expect some subscribers not to come back. Before you email customers whose old subscriptions may still be live, read your processor's terms on refunds and held payouts, ideally with a lawyer, so nobody is billed twice.
Can you warn me before my account is frozen?
No. Closures often come with no warning, and we can't predict or prevent them. We do record payout delays and jumps in refunds or disputes each month and tell you about them, but the point of this service is being ready, not seeing it coming.
My account is already frozen, or my processor is moving me. Can you help?
Possibly, as a one-off move pack for $300. If you still have exports, your own database or your customers' receipts, we rebuild the subscriber list, map each plan to your new checkout and draft the emails. We can't get your account or payouts back, and we don't deal with your processor for you.
What don't you do?
We don't collect, hold or move money, issue refunds, change prices or cancel subscriptions in your processor, or email your customers. We don't get you approved by a processor, and we don't give tax, accounting or legal advice. We're not accountants or auditors: the ledger is a record for you and your accountant, not an audit or a tax filing. Your merchant of record or your accountant handles tax; we record the amounts they report. If something needs a decision about money or your contract, we tell you the same day and leave it with you.
What happens after the free trial?
Pick a plan or stop. Either way the ledger and every file in your Drive are yours. Your written switch plan is done in your first paid month.
How do I pay?
A monthly invoice that you can pay by bank transfer (US ACH or UK bank transfer) or by card.
Free 2-week trial
Start with your current subscribers
Tell us roughly how many active subscribers you have and which processor you use. {{FIRST_NAME}} will reply within one working day with the exact export or key settings. We aim to have your first ledger ready within 5 working days of your files.
Prefer email? {{EMAIL}}