Billing Terms and Conditions

These Billing Terms and Conditions explain the payment side of buying from Coffee Machine HQ (coffeemachinehq.com). They apply to every order placed through the website, whether you are buying as a consumer or on behalf of a business. They sit alongside our Terms and Conditions, Returns and Refunds policy and Delivery and Installation policy — where a billing question is answered here, this page takes precedence; for everything else, our main Terms and Conditions apply.

Coffee Machine HQ is registered in England and Wales under company number [ADD COMPANY NUMBER], with its registered office and trading address at Unit 8-12 Bentwood Road, Carrs Industrial Estate, Haslingden, Rossendale, BB4 5HH. Our VAT registration number is [ADD VAT NUMBER]. If you have a billing query, contact us at sales@coffeemachinehq.com or 01706 216822.

Accepted payment methods

We accept the payment methods displayed at checkout. The available options are shown on the payment step of the order process, and that list is the definitive statement of what we can accept at the time you order. Options may vary depending on the value of your basket, the delivery address, whether the order includes installation, and whether you are checking out as a business or a consumer.

All payments are processed by our payment provider through a secure connection. We do not take payment details over social media or by email, and we will never ask you to send card details in a message. If you need to pay by a method that is not offered at checkout — for example a bank transfer against an invoice — contact us before placing your order and we will tell you whether we can arrange it.

Currency and pricing

All prices on this website are quoted and charged in pounds sterling (GBP). If you pay using a card or account denominated in another currency, your bank or card issuer will apply its own exchange rate and may add a foreign transaction fee. We have no control over those charges and they are not refundable by us.

The price you pay is the price shown at checkout at the point your order is placed, together with any delivery, installation or surcharge amounts itemised there. Prices can change at any time before you place an order — including promotional prices, which run for the period stated and are withdrawn once that period ends or stock is exhausted.

VAT

We are a UK VAT-registered business and UK VAT is charged on taxable supplies at the applicable rate. Because we sell to both businesses and consumers, product pages and the basket may show prices inclusive of VAT, exclusive of VAT, or both. The VAT treatment that applies to your order is shown clearly at checkout before you pay, as a separate line in the order summary. Always check that summary — it is the authoritative statement of the net amount, the VAT amount and the total payable.

If your order qualifies for a different VAT treatment — for example a supply to a VAT-registered business outside the UK, or a delivery address in a jurisdiction with its own import rules — tell us before you order so we can confirm what applies. Where goods are shipped outside the UK, import duties and local taxes may be charged on arrival and are your responsibility as the importer.

When payment is taken

For standard orders, payment is authorised and taken in full when you place your order. Authorisation may appear on your statement as a pending transaction before it settles.

• Stocked items: paid in full at checkout.
• Made-to-order, configured or special-order machines: we may require full payment or a deposit in advance, with the balance due before despatch. Where a deposit applies, this is stated before you commit to the order.
• Installation, commissioning and site work: may be charged with the machine or invoiced separately once the work is scheduled or completed, depending on what was agreed.
• Approved business accounts: where we have agreed credit terms in writing, invoices are payable in accordance with those terms and not at checkout.
• Subscriptions or recurring consumable orders: where offered, the payment method you supply is charged automatically at each renewal until you cancel.

Order confirmation is not order acceptance

When you place an order you will receive an automated acknowledgement confirming what we have received. That acknowledgement is not acceptance of your order. A contract between us is formed only when we confirm despatch of the goods, or otherwise confirm acceptance in writing. Taking payment or authorising a card does not, by itself, mean your order has been accepted.

We may decline an order — and will refund any amount already taken — where the item is out of stock or discontinued, where a price or product description was materially wrong, where we cannot deliver or install at the address given, where the order fails our fraud or verification checks, or where the quantity ordered is not consistent with normal use and we have not agreed a trade supply.

Pricing accuracy and errors

We take care to price and describe products accurately, but errors occur. Where a pricing or description error is obvious and could reasonably have been recognised by you as an error, we are not obliged to supply the product at the incorrect price. If we spot an error before despatch we will contact you to confirm whether you want to proceed at the corrected price or cancel, and we will not despatch until you have confirmed. If we cannot reach you, we will treat the order as cancelled and refund it in full.

This does not affect your statutory rights. Nothing in this section allows us to change the price of goods after we have accepted your order and despatched them.

Failed, declined and part payments

If a payment is declined, we cannot process or reserve your order. Declines usually come from your bank or card issuer rather than from us, and we are not told the reason. If a payment fails, check the details entered, contact your issuer, or try one of the other methods shown at checkout.

Where an order requires a balance payment before despatch and that payment is not made, we may hold the order, release reserved stock, or cancel the order and refund sums already paid less any costs we have reasonably and unavoidably incurred on made-to-order items. Where credit terms have been agreed with a business customer, unpaid invoices may attract statutory interest and reasonable recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998, and we may suspend further supply until the account is brought up to date.

Invoices and business customers

A VAT invoice is issued for every order and is available on request from sales@coffeemachinehq.com if it was not attached to your order confirmation. Please quote your order number. If you need the invoice made out to a specific legal entity, cost centre or purchase order reference, tell us at the point of ordering — we can reissue an invoice to correct our own error, but we cannot change the buying entity after the goods have been supplied.

Business customers may apply for an account with agreed payment terms. Applications are assessed individually and may involve credit checks and trade references. Until an account is approved in writing, business orders are payable at checkout in the same way as consumer orders. Where you buy as a business, the cancellation rights that apply to consumers under the Consumer Contracts Regulations 2013 and the remedies under the Consumer Rights Act 2015 do not apply; your rights are those set out in our Terms and Conditions and under the Sale of Goods legislation applying to business-to-business supply.

Refunds

Refunds are made to the original payment method used for the order. We cannot refund to a different card, a different account or a different person, and we cannot issue refunds in cash. If the original payment method has expired or been closed, contact us and we will agree a secure alternative, which may require additional verification.

The amount refunded reflects what you paid, including delivery where a full refund is due. Once we process a refund it is out of our hands — how quickly it appears on your statement depends on your bank or card issuer. What you are entitled to be refunded, and in what circumstances, is set out in our Returns and Refunds policy.

Chargebacks and disputed transactions

If you do not recognise a charge from us, or believe a payment is wrong, please contact us first. Most disputes are the result of a trading name appearing on a statement, a split despatch, or a separate installation charge, and we can usually resolve them quickly.

Raising a chargeback or payment dispute without contacting us delays resolution for everyone. Where a chargeback is raised, we will supply our payment provider with the order record, delivery evidence and correspondence. If a chargeback is decided in our favour, or is raised for goods that were delivered and not returned, the sums remain payable and we may recover our reasonable costs and suspend further supply. Nothing here limits your right to use your card issuer’s protections or to pursue a legitimate dispute.

Finance and leasing

We are not a credit broker or lender, and no finance or lease facility is offered or arranged through this website. Businesses considering leasing or asset finance for a commercial machine should contact us and we will discuss the options on a case-by-case basis. Any finance or lease agreement would be a separate contract between you and a third-party provider, on that provider’s terms and subject to their acceptance criteria. We will confirm in writing what is and is not included before anything is agreed.

Changes to these terms

We may update these Billing Terms and Conditions to reflect changes in how we take payment, in our product range, or in law. The version published on this page when you place your order is the version that applies to that order. These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction over any dispute — if you are a consumer resident elsewhere in the UK, you may also bring proceedings in your local courts.