FiveM Refund Evidence Standards Using Discord Attachment Naming Rules

Refund requests are a security and compliance workflow, not a customer-service guessing game. If your FiveM community sells perks (priority queue, cosmetic packs, donator vehicles, whitelisted jobs) you need consistent evidence standards to resolve disputes quickly and fairly. Discord is usually where evidence lives—screenshots, clips, invoices, and bot logs—but unstructured attachments create risk: missing context, mismatched identities, and files that can’t be tied back to a specific transaction. The fix is simple: define what “acceptable evidence” means and enforce attachment naming rules inside your refund ticket process.

Why evidence standards matter for FiveM refunds

Refund decisions often hinge on identity and timing: who purchased, what they received, when it was delivered, and whether server rules allow a refund. Without standards, staff rely on subjective judgment and incomplete screenshots. With standards, you can verify claims against objective records: Discord IDs, FiveM identifiers (license, steam, discord), payment processor receipts, and server-side delivery logs. This reduces internal disputes, limits social engineering, and creates a consistent record if you need to review a decision later.

Define “acceptable evidence” for refund tickets

Start by documenting what staff must collect before they can approve, deny, or escalate a refund. Keep it short enough that moderators actually follow it. In Discord, you can enforce this through a ticket form (modal) plus required attachments. If you use a refund workflow tool like LD Refund System, align its fields with your evidence checklist so the same data is captured every time.

• Proof of purchase: receipt/invoice ID from your store or payment processor (e.g., Tebex transaction ID)
• Identity binding: Discord user ID and at least one FiveM identifier (license: / steam: / discord:)
• Delivery proof: screenshot of in-game delivery message, server console log snippet, or bot delivery log
• Timing proof: timestamped evidence (Discord message link, receipt time, or log time)
• Reason and policy basis: which refund rule applies (e.g., duplicate purchase, failed delivery, within cooldown window)

Make “identity binding” non-negotiable. A screenshot of a receipt without the claimant’s Discord ID (or a message link from the claimant’s account) is easy to reuse. Likewise, a clip of an in-game item is not proof of purchase. Your goal is to connect the payer, the Discord account, and the FiveM player identity to a single ticket.

Discord attachment naming rules that make evidence audit-ready

Discord attachments are often named “image.png” or “clip.mp4,” which makes later review painful. A naming standard solves this by embedding the minimum metadata in the filename. Staff can scan a ticket channel and immediately understand what each file represents, even if it’s downloaded to local storage for review.

1. Choose a canonical key set: TicketID, DiscordID, TransactionID, EvidenceType, UTCDate.
2. title
4. body
6. attribution

1. Define a strict format using separators that work across operating systems, for example: TKT-####__DID-##########__TX-XXXXXXXX__TYPE-xxxx__UTC-YYYYMMDD.
2. title
4. body
6. attribution

1. Standardize EvidenceType values: RECEIPT, DELIVERYLOG, CHATLOG, CLIP, SCREENSHOT, ERROR, POLICY.
2. title
4. body
6. attribution

1. Require renaming before upload when possible; otherwise require a follow-up message that includes the intended filename and a Discord message link to the attachment.
2. title
4. body
6. attribution

1. Reject or re-request evidence that can’t be tied to the ticket (missing TicketID or TransactionID) unless staff can add the missing metadata from trusted logs.
2. title
4. body
6. attribution

Example filenames you can publish in your #refund-policy channel:

• TKT-1042__DID-389201234567890123__TX-TBX8F2K1__TYPE-RECEIPT__UTC-20260207.png
• TKT-1042__DID-389201234567890123__TX-TBX8F2K1__TYPE-DELIVERYLOG__UTC-20260207.txt
• TKT-1042__DID-389201234567890123__TX-TBX8F2K1__TYPE-CLIP__UTC-20260207.mp4

Permissions and roles: protect evidence integrity in Discord

Evidence is only useful if it’s trustworthy. That means controlling who can see it, who can edit context, and who can delete it. Configure a dedicated ticket category (e.g., “Refund Tickets”) with tight permissions and a clear separation of duties between moderators and finance/admin staff.

• @everyone: View Channel = Deny (default)
• Refund Support (role): View Channel = Allow, Send Messages = Allow, Attach Files = Allow, Manage Messages = Deny
• Refund Lead (role): View Channel = Allow, Manage Messages = Allow (limited), Read Message History = Allow
• Admin (role): Manage Channels = Allow, View Audit Log = Allow
• Bots (ticket/logging): View Channel = Allow, Send Messages = Allow, Manage Messages = Deny unless required

Avoid giving refund staff “Manage Messages” unless you have a strong reason. Deleting a claimant’s attachment (even accidentally) destroys the evidence chain. If you must allow moderation actions, require staff to log deletions in a separate #refund-audit channel and keep Discord’s Audit Log access limited to Admin/Owner.

Tie Discord evidence to FiveM logs and identifiers

Refund disputes often involve “I didn’t receive it” or “I was charged twice.” Your strongest verification comes from server-side logs and consistent identifiers. In FiveM, capture identifiers at purchase redemption and at delivery time. If you run ESX/QBCore, log the player’s license identifier, server ID, and the package delivered. If you use a store integration, log the transaction ID alongside those identifiers.

Concrete example workflow: a user opens a Discord ticket and uploads TKT-1042__...__TYPE-RECEIPT.png. Staff then checks a delivery log entry such as: “2026-02-07T18:22:11Z TX=TBX8F2K1 license=license:abcd1234 steam=steam:11000010xxxxxx delivered=priority_queue_30d.” Staff replies with a Discord message link to that log snippet (or attaches a redacted export) named TYPE-DELIVERYLOG. Now the ticket contains both claimant evidence and server evidence, tied by TransactionID and UTC timestamps.

Automate checks with bots, tickets, and retention policies

You can’t scale refunds with manual policing alone. Use a ticket bot to standardize intake, a logging bot to preserve events, and a retention policy to keep evidence available for the period your community requires. At minimum, automate: ticket creation, required fields, and a checklist reminder if attachments are missing or unnamed.

Recommended automations and controls: configure a ticket form that requests Discord ID (auto-filled), Transaction ID, FiveM license identifier, and refund reason. Post an auto-message that shows the filename format and EvidenceType list. Use a logging bot (or Discord’s built-in Audit Log plus a dedicated log channel) to record ticket closures, role changes for refund staff, and message deletions in the refund category. If you use LD Refund System, ensure its status changes (opened/awaiting evidence/approved/denied) are mirrored to a private #refund-audit channel so reviewers can reconstruct the timeline without scrolling every ticket.

Retention matters. Decide how long you keep refund tickets and attachments (e.g., 90–180 days) and document it. If you routinely purge channels, export essential metadata first: TicketID, DiscordID, TransactionID, decision, and links to any external receipts. Consistency is more important than the exact number, but you should be able to explain and apply your policy uniformly.

A simple refund evidence SOP you can publish today

Publish a short SOP in #refund-policy and pin it in the refund ticket category. Keep it operational: what users must do, what staff will verify, and what happens if evidence is missing. This reduces back-and-forth and gives staff a defensible standard when they deny incomplete requests.

1. Open a refund ticket in the “Refund Tickets” category.
2. Provide Transaction ID and your FiveM license identifier in the first message.
3. Upload evidence using the filename format: TKT-####__DID-...__TX-...__TYPE-...__UTC-YYYYMMDD.
4. Include at least: RECEIPT + one of DELIVERYLOG/SCREENSHOT/CLIP.
5. Do not delete messages or re-upload altered files; staff will request clarifications if needed.
6. Staff verifies against store logs, FiveM identifiers, and delivery records, then posts the decision with the policy reason.

When you apply these standards consistently, you reduce ambiguity and protect both the community and honest users. The key is not strictness for its own sake; it’s traceability. A ticket with well-named attachments, message links to logs, and locked-down permissions is faster to resolve and easier to audit than a pile of “image.png” files and conflicting claims.