Refresh your Vendor Central recovery playbook for 2025

Introduction

Sreenath Reddy:
Welcome everyone to today’s Intentwise webinar! I’m your host, Sreenath Reddy, and we’re excited to bring you actionable strategies for refreshing your Vendor Central recovery playbook for 2025.

If you’re a vendor selling to Amazon, you know how crucial it is to stay ahead of chargebacks, shortages, and dispute processes. And with constant policy changes, a 2024 playbook simply won’t cut it in 2025.

Today, I’m joined by Peter Beke, a recognized expert in Vendor Central operations. Peter has helped dozens of brands recover millions from invalid chargebacks and optimize supply chain processes. Peter, welcome!

Peter Beke:
Thanks, Sreenath! Thrilled to be here. Vendor Central is evolving quickly, and brands need a proactive plan more than ever.

Why Vendor Recovery Needs a 2025 Update

Sreenath:
Let’s start with why brands can’t rely on their old processes. What’s changed?

Peter:
First, Amazon’s compliance policies have become more strict and automated. Systems like CARP (Chargeback Auto-Resolution Platform) have changed how and when disputes must be raised.

Second, the financial impact has grown—chargebacks and shortages can now eat 3-7% of gross revenue for many vendors if left unchecked.

And finally, supply chain volatility—from labor strikes to transportation delays—means more opportunities for fees, even if your team did nothing wrong.

New Chargeback Types & Updated Policies

Sreenath:
What new or revised chargebacks should brands watch out for in 2025?

Peter:
Three big ones:

1. ASN Accuracy Chargebacks – Stricter tolerance for mismatched unit counts.
2. Prep Compliance – New rules around labeling, polybagging, and carton marking.
3. OTD (On-Time Delivery) Window Shrinkage – Many vendors miss deadlines because they’re still using older lead-time assumptions.

Ignoring these can lead to thousands in unnecessary deductions each month.

Building a Proactive Recovery Playbook

Sreenath:
What does a proactive chargeback recovery process look like today?

Peter:
Here’s the high-level playbook:

✅ Centralize Data – Build a chargeback dashboard pulling data from Vendor Central’s COOP & chargeback reports.
✅ Categorize Deductions – Know whether issues are internal (your team) or external (carrier/Amazon error).
✅ Set Weekly Dispute Cadence – Don’t wait until month-end; many dispute windows close in 30-60 days.
✅ Use Templates – Standardize your dispute documentation to increase approval rates.
✅ Track Win Rates – Monitor trends by chargeback type, ASIN, warehouse, or carrier.

This allows brands to recover money faster and identify systemic issues.

Technology’s Role in Dispute Management

Sreenath:
How are brands using tools to make this easier?

Peter:
Spreadsheets alone won’t cut it anymore. The smartest vendors are:

• Using API integrations or third-party tools to sync chargeback data.
• Automating data pulls from Vendor Central’s COOP, shortage claims, and payment reports.
• Creating custom dashboards that track dispute status across teams.

This helps teams stay on top of every open, won, or lost dispute, improving cash flow visibility.

Best Practices for Avoiding Chargebacks Altogether

Sreenath:
Prevention is always better than recovery. How can brands reduce chargebacks proactively?

Peter:
Three tips:

1. Carrier Communication – Confirm pickup and delivery windows in writing.
2. Compliance Checklists – Train warehouse teams on Amazon’s packaging/prep standards.
3. Frequent Self-Audits – Run mock shipments or shadow audits quarterly to catch issues before Amazon does.

What to Do When Disputes Are Rejected

Sreenath:
It’s frustrating when disputes are rejected. What’s your advice when that happens?

Peter:
First, understand the root cause—is it missing documentation, late submission, or misunderstanding of the chargeback reason?

Second, escalate with Vendor Support if you have strong proof. And if you lose, treat it as a lesson: document it so your team can adjust SOPs to prevent repeat issues.

Final Takeaways

Sreenath:
Peter, before we close—what’s the one thing you wish every vendor knew heading into 2025?

Peter:
Chargebacks are not a fixed cost—they’re a controllable expense. Brands that treat recovery like a strategic priority recover tens or hundreds of thousands annually and avoid future problems. Don’t accept deductions at face value—fight them smartly.

Sreenath:
Thank you so much, Peter. This has been packed with insights vendors can act on immediately.

Peter:
Thank you, Sreenath. Always a pleasure.