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Wholesale Information and Terms


Updated 08/01/2023


Our wholesale program is designed to help your business grow as we do. Any questions or concerns about ordering, billing, and shipping can be addressed to, and any questions, thoughts, comments, or concerns about coffee sales can be sent to Listed below are our current terms and conditions for wholesale coffee operations at Ruby Coffee Roasters. 


Ruby’s wholesale pricing is available in the wholesale web portal and directly reflects the cost of each item directly. No discounts are available unless specified. 


Because Ruby is committed to seasonal coffee sourcing, the availability of some coffees may be limited. In the case that a coffee is not available, it will be marked as such on that coffee’s ordering page. If an order is placed for a coffee that has become out of stock between the time of ordering and the time of production, Ruby staff will reach out to inquire about a substitution. An approximate timeline of availability for current seasonal offerings will be listed in the Wholesale Quickorder descriptions. 

Placing Orders and Processing

Coffee orders placed before 3pm (CST) will roast and ship on the next production date. Production dates are: Monday, Tuesday, and Thursday. Orders must be placed via the online web portal. Order support requests can be sent to Please allow at least 1 business day for response, as requests are handled on a priority timeline.


  • Orders received by 3:00pm (CST) Friday will be roasted and shipped that following Monday.
  • Orders received by 3:00pm (CST) Monday will be roasted and shipped that Tuesday
  • Orders received by 3:00pm (CST) Wednesday will be roasted and shipped that Thursday.

Order Minimums

The standard order minimum is $150. 


We ship coffees and wares throughout the United States. Expedited shipping is available if requested. UPS Ground is our default shipping method. We cover half the cost of Ground for orders above $250, and the entire shipping cost for orders over $500.


On occasion, one of our delivery carriers may suspend their normal business operations. On such occasions, there may be a brief delay before your order ships.


Credit Card Terms – Customers on credit card terms will be charged when their order is placed. We currently accept Visa, Mastercard, American Express, and Discover. Because of the card validation requirements of our site, internationally-issued credit and bank cards, excluding those issued in Canada, are not accepted. Please email for help resolving a payment issue.


Credit Terms – We require an electronic payment method on file for all new customers. Auto pay is available for ACH via, as is a billing portal which offers online access to view invoices and payments as well as to make payments (ACH/PayPal). Default terms are Net 7, Net 15 by request, or Net 30 are acceptable upon request after a timely payment history is established. All invoices have a link to the portal for electronic payment. ACH customers are required to have a credit card on file for overdue invoices. 

Resale Restrictions

Roasted Coffee may not be repackaged and resold outside of Ruby branded packaging. Please email for questions regarding resale.


Returns & Refunds

Returns are only accepted on the grounds of a fulfillment error. In the case of an error, please contact and detail your issue, and responses will be tailored case by case.


Overdue Invoices

Any invoice that is marked 30 days overdue out of normal terms will be manually charged to the credit card kept on file. If effort hasn’t been made to come within credit terms, invoices marked 90 days overdue out of normal terms will be sent to a collection agency. 


Quality concerns should be reported to your sales contact or within 72 hours of receiving your shipment. 

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