Billing & Payments

To add a credit card to your account: 1. Go to Organization → Payment Methods in your dashboard (Org Admins), or Billing → Payment Methods (Location Admins for their location). 2. Click "Add Payment Method." 3. Enter your card details — the card is securely stored through Stripe. 4. Optionally set it as your default payment method. Organizations can have multiple cards on file. Org Admins can assign specific cards to specific locations, so each site can use its own payment method at checkout.

Earth Store supports two payment methods at checkout: - Credit card — Pay immediately using a card on file. The charge is processed when you place the order. - Invoice — For organizations with approved net terms, you can place orders on account and receive an invoice. Invoices are generated through QuickBooks and can be viewed, downloaded, and paid from the Invoices section of your dashboard. To qualify for invoice-based ordering, speak with your sales rep about setting up net payment terms for your organization.

Earth Cash is Earth Store's store credit system. Your organization may receive Earth Cash through promotions, credits, or account adjustments. Here's how it works: - Your organization has a shared Earth Cash pool visible under Organization → Earth Cash. - Org Admins can allocate Earth Cash to specific members or locations, controlling who can spend it. - At checkout, you can apply your available Earth Cash balance to reduce the order total. It works with both credit card and invoice orders. - Transaction history shows all allocations, redemptions, and adjustments. Earth Cash is applied before your payment method is charged, so it directly reduces the amount you pay.

To view and manage invoices: 1. Go to Invoices in your dashboard. 2. You'll see a list of all outstanding and paid invoices. 3. Click on any invoice to view details, download a PDF, or see payment status. You can also check your organization's total open balance from the Billing section. If you have questions about a specific invoice, contact support@earthcups.com with the invoice number.

If your organization has multiple locations, you can assign specific payment methods to each one. This lets each site use its own card for orders without sharing a single payment method across the business. 1. Go to Organization → Payment Methods in your dashboard. 2. Find the card you want to assign and click "Manage." 3. Select the location(s) this card should be available to. When a team member at that location places an order, they'll only see the payment methods assigned to their location at checkout. Org Admins can reassign or unassign cards at any time. This is especially useful for franchises or multi-site businesses where each location handles its own purchasing budget.

If your contract includes warehousing at Earth Base KC, you'll need a dedicated payment method for monthly storage fees: 1. Go to Warehousing in your dashboard. 2. Click "Set Payment Method" and select an existing card or add a new one. 3. Monthly warehousing fees will be charged automatically to this card. You can change your warehousing payment method at any time. Receipts for all warehousing charges are available for download from the Warehousing page.

If you need a refund for any reason, contact support@earthcups.com within 30 days of your order with your order number and a description of the issue. Our team will review and process a refund or store credit. Refunds are typically issued within 5–10 business days to your original payment method. In some cases, we may issue Earth Cash credit instead, which can be used on future orders.