This page is for whoever handles payables and bookkeeping at your roastery. Feel free to forward it to them.
Where invoices go
Invoices are emailed to the accounting address(es) on your account. You can set one or more (comma separated) in the portal under Settings › Accounting email(s). If none is set, invoices go to your main roastery contacts instead, so it's worth adding your AP inbox.
Invoices
Bean Box issues self-billed invoices: we generate each invoice on your behalf, so there's nothing for you to prepare or send. A new invoice is issued every Monday, covering the previous Monday through Sunday, plus one on the first day of each month when a month ends mid-week.
- Each invoice arrives as a PDF attached to an email, with a summary of the orders subtotal, any deductions and the total.
- The same invoices are listed in the portal under Invoices, where you can open any of them.
- Each invoice is also entered into Bill.com for review and payment.
Getting paid
We pay by ACH through Bill.com. Our finance team adds you to Bill.com as a vendor, and you'll receive a separate invite to connect your bank account. Bill.com also collects your W-9 as part of that vendor setup, so there's nothing to send us separately. Payment terms are 45 days from the invoice date, unless you've negotiated different terms with us.
Sales tax
Bean Box buys your coffee for resale, so your sales to us aren't subject to sales tax. Keep a copy of our Washington reseller permit on file: download the reseller permit (PDF).
Deductions
When a fulfillment error means we have to replace or refund an order, the cost is deducted from your invoice under our Fulfillment Accuracy Policy. Each deduction is itemized on the invoice by order, shipment date, tracking number and reason, with the offsetting replacement noted where one was shipped.
To dispute a deduction, email finance@beanbox.com (or reply to the invoice email) within 30 days of the invoice date.
If your account pays Reserved Run fees from your invoice, those fees also appear as deduction lines. They're separate from fulfillment-accuracy deductions and aren't covered by the policy.
Charges to your card
- Reserved Run fees, unless your account pays them from your invoice. Each charge is followed by an emailed receipt with a PDF copy for your records, sent to everyone on your account, accounting included.
Questions
For invoices, payments and deductions, email finance@beanbox.com. For anything else, roastery@beanbox.com.