Use cases by capability
Responding to a dispute
Gather in one afternoon what proves your side, with its dates.
In a dispute what is argued is almost never what a document says: it is when it was known, who accepted it, and whether what you are showing now is what existed then. All three are answered with dates.
- 1
Gather the sequence, not loose documents
What was asked, what was delivered, what was approved, in what order. The sequence is the argument.
- 2
Check the dates are trustworthy
A date you set yourselves is worth less than one certified by a third party.
- 3
Export with the trail
A document without its delivery record is half the proof.
What usually settles it
| What is argued | What closes it |
|---|---|
| "You never told us" | The send and open records |
| "That is not what we signed" | Verification of the signed document |
| "You delivered late" | The delivery date, set by the system |
| "We did not approve it" | The approval record, with name and time |
Important
Do not modify or reorganise anything once a dispute is live. Every change is logged, and a change made after the dispute always reads in the worst possible way, however innocent.
Worth knowing
What helps most is usually the dullest thing: the record that an email was opened on the 4th, not the thirty-page contract.
›How long is the trail kept?
According to your retention policy, set in the settings.
›Can I give it straight to my lawyer?
Yes, with scoped access or a download carrying its dates.
›Is a screenshot any good?
Not much. Anyone can make a screenshot; a verifiable document, no.
A real case
The situation
A client claims they were never told about a cost overrun.
What you do
- Retrieves the case sequence
- Exports the send and open record for the notice
What you get
The record shows it was opened on the 4th, and the claim is withdrawn before lawyers get involved.
The situation
A client complains about a job from eight months ago and it has to be reconstructed from emails.
What you do
- Checks the file with its complete history
- Provides what was delivered, its dates and who approved it
What you get
The response is prepared in an afternoon and rests on the trail, not on memory.
The situation
It is answered from memory and a contradicting fact turns up later.
What you do
- Checks before asserting
What you get
What is answered holds up.
The situation
The complaint reaches somebody who no longer handles that client.
What you do
- Checks who was involved and when
What you get
The response is prepared by whoever has the context.
The situation
It is answered and no record remains of what was sent.
What you do
- Records the response in the file
What you get
The next complaint starts from there.
The situation
The same complaint arrives twice through different routes.
What you do
- Checks whether it was already answered
What you get
The client receives a coherent response.
This article answers
- prove we delivered on time
- a client dispute what evidence do i have
- retrieve a case history
- prepare documentation for litigation