Welcome to Ember Coffee Company’s wholesale program. We are committed to providing premium, freshly roasted coffee to our valued wholesale partners. Below, you will find our terms designed to support your operational needs with transparency and flexibility. (Last Updated: Oct 30, 2024)
Ordering Information
- Wholesale Portal: Orders can be placed through our online portal or by contacting your sales representative via email, phone, or text. Orders placed outside of the wholesale portal will be confirmed by email before processing.
- Minimum Order: No order minimums, allowing you to get the product you need at the right schedule to maximize freshness. Orders under $100 may incur a $10 handling fee.
Shipping
- Free Shipping is offered for orders over $200, delivered via local courier within two business days (Midwest). Orders under $200 will have standard shipping charges and typically arrive within 3-5 business days.
- Note: We are actively exploring local courier partnerships to reduce or eliminate the free shipping threshold and provide next-day delivery options.
Payment Terms & Methods
Payment Options:
- Credit Card: Available at the time of order, or for overdue invoices. A 3% processing fee applies.
- ACH Transfer: Available for partners with Net 15 terms, from the day the order ships. Payment information is provided during account setup.
- Paper Checks: Accepted, but must be received by the Net 15 due date indicated on your QuickBooks invoice.
Net 15 Terms: Payments are due within 15 days from the date of shipment. Invoices will be sent via QuickBooks to the account holder.
Late Payments
- Credit Card Requirement: Customers with Net 15 terms must have a valid credit card on file. This card will only be charged if an invoice becomes past due.
- Past Due Fees: If payment is not received within 18 days (Net 15 + 3-day grace period), the card on file will be charged for the full amount, plus a 3% processing fee. Additionally, a 1.5% monthly late fee may apply on any outstanding balance beyond the grace period.
Mistakes During Ordering
We understand that mistakes can sometimes happen during the ordering process. If an incorrect item is ordered, we will do our best to accommodate and correct it. However, please note the following:
You may incur additional charges for:
- Return Shipping of the incorrect order.
- Shipping Costs for the corrected order.
A hold may be placed on your credit card or account during the reshipment process to cover potential costs until the return is processed. We strive to make the process as smooth as possible and appreciate your understanding regarding these potential costs.
Brewing Guidelines
To deliver the best possible flavor, Ember Coffee should be brewed using equipment we provide and service, ensuring optimal brewing practices. If you use equipment not serviced by us, we cannot guarantee the flavor will meet our high standards. Always brew using filtered water to preserve quality.
- Hot Coffee: Brew directly into insulated pitchers to maintain heat and freshness, avoiding glass carafes or hot plates which may compromise flavor.
- Other Preparations (cold brew, espresso, etc.): Follow the guidance provided by Ember Coffee to ensure consistency and quality.
Exclusivity
By partnering with Ember Coffee, we kindly request that you exclusively serve our products within your establishment:
- Exclusive: Serving Ember Coffee only ensures the best support and benefits.
- Non-Exclusive: If you choose not to be exclusive, please note that some partnership benefits may be affected.
Promotional Signage
Partners are requested to prominently display Ember Coffee signage in a minimum of one of the following locations:
- At the primary entrance (decal).
- Above the coffee brewing equipment (placard).
- On the menu, showcasing Ember Coffee.
Signage will be provided upon request, excluding new menu printing.
Non-Disparagement
Both parties agree to avoid any statements, actions, or communications—public or private—that could harm the other party’s reputation. This applies to public commentary, social media, and direct customer communications. Disputes will be managed confidentially and handled through formal resolution processes as outlined in our partnership agreement.
Acceptance of Terms
By placing orders with Ember Coffee, you agree to the terms outlined above, ensuring a smooth and successful partnership.