Shipping policy

Last Updated: July 21, 2026

This B2B Shipping Policy applies to commercial and wholesale purchases made from HotBell LLC (“HotBell,” “we,” “our,” or “us”) by approved business buyers, verified resellers, dealers, installers, integrators, distributors, retailers, system builders, repair businesses, commercial purchasers, government agencies, educational institutions, and other approved business entities (“Buyer”).

HotBell LLC is a business-to-business wholesale distributor. HotBell sells only to approved business purchasers and does not sell directly to consumers or end-users.

By submitting a purchase order, accepting a quotation or invoice, placing an order, submitting payment, accepting delivery, or otherwise conducting business with HotBell, Buyer agrees to this B2B Shipping Policy and HotBell’s applicable B2B Terms and Conditions of Sale.

If this policy conflicts with a written agreement signed by an authorized HotBell representative, the signed written agreement controls. Buyer purchase-order terms do not modify this policy unless HotBell expressly accepts the modification in writing.

1. ORDER PROCESSING

Orders may be subject to:

Business-account approval;
Payment authorization;
Credit approval;
Fraud screening;
Product availability;
Inventory allocation;
Shipping-address verification;
Tax-document review;
Export-control review;
Sanctions screening; and
Other legally required compliance review.

HotBell may require prepayment, wire transfer, ACH payment, deposit, confirmed funds, credit approval, resale documentation, exemption documentation, or other commercially reasonable assurance before processing or shipping an order.

An automated order confirmation or acknowledgment does not necessarily mean that HotBell has accepted the order.

Unless HotBell accepts an order earlier in writing, an order is accepted when HotBell issues a written order acceptance, issues an invoice expressly confirming acceptance, begins authorized fulfillment, or transfers the applicable shipment to the carrier.

Business days are Monday through Friday, excluding federal holidays and days when HotBell’s warehouse or the applicable carrier is closed.

If additional information is required, HotBell may contact Buyer using the business contact information provided with the account, quotation, purchase order, or order.

A delay caused by incomplete, inaccurate, outdated, or missing Buyer information may affect the estimated processing or shipment time.

2. SHIPPING ORIGIN

Unless otherwise stated in an accepted written quotation, invoice, order acknowledgment, or signed commercial agreement, all shipments are:

FOB Origin — Pocatello, Idaho

Products described as “U.S. Stock,” “Ships from Idaho,” “Ready to Ship,” or similar are shipped from HotBell’s Idaho inventory only when that statement is supported by the applicable product page, quotation, order acknowledgment, or current inventory records.

A product may be shipped from another approved inventory or supplier location when disclosed in the applicable product page, quotation, order acknowledgment, invoice, or other written transaction document.

HotBell will not represent a product as shipping from Idaho when the applicable inventory and fulfillment records do not support that representation.

3. RISK OF LOSS

For shipments designated FOB Origin, risk of loss transfers to Buyer when HotBell delivers the shipment to the carrier at the shipping origin.

Risk transfers to Buyer upon carrier acceptance even if:

HotBell selects the carrier;
HotBell arranges transportation;
Freight is prepaid by HotBell;
Freight charges are added to the invoice;
Buyer uses HotBell’s carrier account; or
HotBell assists with tracking or carrier documentation.

After risk transfers, Buyer bears the risk of carrier delay, loss, theft, transit damage, mishandling, weather-related disruption, or other transportation event, subject to the applicable carrier terms and any purchased shipping insurance.

Transfer of risk and transfer of title are separate matters. Title passes as stated in the applicable written transaction documents and subject to payment of amounts due.

4. SHIPPING METHODS, FREIGHT, AND INSURANCE

Available carriers, freight methods, service levels, and shipping options may vary based on:

Product;
Quantity;
Weight;
Dimensions;
Shipping origin;
Destination;
Carrier availability;
Freight requirements;
Hazardous-material restrictions;
Export restrictions;
Account status; and
Other operational or legal requirements.

Unless HotBell agrees otherwise in writing, Buyer is responsible for applicable:

Freight;
Shipping;
Insurance;
Handling;
Liftgate service;
Inside delivery;
Residential or limited-access charges;
Storage;
Redelivery;
Address correction;
Customs;
Duties;
Tariffs;
Brokerage; and
Related transportation charges.

Freight quotes and shipping estimates are estimates unless expressly identified as fixed and binding in writing by HotBell.

Carrier rates, fuel surcharges, accessorial charges, and other transportation expenses may change before shipment.

HotBell may require Buyer’s approval before using a materially different shipping method or incurring a materially higher freight charge than the amount previously approved.

Buyer may request shipping insurance before shipment. Availability, limits, exclusions, and cost of insurance are subject to the applicable carrier or insurance provider.

If Buyer declines available insurance, Buyer assumes the uninsured risk after risk of loss transfers.

5. PROCESSING, SHIPMENT, AND DELIVERY ESTIMATES

Processing times, shipment dates, transit times, lead times, and delivery dates are estimates unless HotBell expressly guarantees a specific date in writing.

Estimated timing may be affected by:

Payment approval;
Business verification;
Credit approval;
Tax-document review;
Product availability;
Inventory allocation;
Warehouse operations;
Carrier availability;
Freight capacity;
Customs;
Export review;
Government action;
Weather;
Natural disaster;
Supplier delay;
Labor dispute;
Port congestion;
Cyberattack;
Utility failure; or
Other circumstances outside HotBell’s reasonable control.

HotBell will use commercially reasonable efforts to communicate a material shipment delay where reasonably practicable.

A delay does not automatically authorize Buyer to cancel an order unless the applicable quotation, order acknowledgment, signed agreement, or other written commercial term permits cancellation or HotBell agrees in writing.

HotBell is not responsible for carrier-generated delivery estimates or carrier delays occurring after risk of loss transfers to Buyer.

6. SHIPPING INFORMATION AND DELIVERY REQUIREMENTS

Buyer is responsible for providing complete and accurate:

Business name;
Recipient name;
Shipping address;
Billing address;
Telephone number;
Email address;
Delivery instructions;
Carrier-account information;
Customs information;
Import information; and
Other required delivery information.

Buyer must notify HotBell promptly if a correction is required.

HotBell cannot guarantee an address, carrier, delivery-method, or delivery-instruction change after fulfillment begins.

Buyer is responsible for additional charges resulting from:

Incorrect or incomplete addresses;
Outdated information;
Buyer-requested address changes;
Refused delivery;
Failed delivery;
Missed delivery appointments;
Failure to collect a shipment;
Storage;
Redelivery;
Address correction;
Return-to-sender charges; or
Other Buyer-caused delivery problems.

Buyer is responsible for arranging personnel, equipment, access, loading facilities, receiving appointments, or other resources reasonably necessary to receive the shipment.

HotBell is not responsible for delay or additional expense caused by Buyer’s failure to satisfy delivery or receiving requirements.

7. ORDER CHANGES, HOLDS, AND CANCELLATIONS

Buyer must submit any requested order change, shipping hold, carrier change, address correction, or cancellation in writing as soon as possible.

HotBell will attempt to accommodate a request if the order has not entered fulfillment, been allocated, been specially ordered, been packed, or been transferred to the carrier.

A change or cancellation is not effective until HotBell confirms it in writing.

HotBell may reject a requested change or cancellation involving:

Custom-configured products;
Special-order products;
Products ordered specifically for Buyer;
Allocated inventory;
Products already in fulfillment;
Products already transferred to a carrier; or
Noncancelable supplier commitments.

Buyer may be responsible for reasonable cancellation, handling, restocking, supplier, payment-processing, freight, or other costs caused by an approved Buyer-requested change or cancellation when disclosed in the applicable written transaction terms.

If HotBell cancels an unshipped prepaid order for inventory, pricing, payment, legal, sanctions, export, or compliance reasons, HotBell will refund the amount paid for the cancelled product unless applicable law prohibits the refund or requires the funds to be blocked.

8. SPLIT SHIPMENTS, PARTIAL SHIPMENTS, AND BACKORDERS

HotBell may ship an order in one or more shipments when reasonably necessary because of:

Inventory location;
Product availability;
Quantity;
Package size;
Carrier requirements;
Freight requirements;
Shipping restrictions;
Supplier availability; or
Other operational factors.

HotBell may partially fulfill an order or place products on backorder unless the applicable written agreement requires complete shipment.

Separate tracking numbers and shipping documents may be provided for individual shipments.

Additional freight or handling charges may apply to split or partial shipments when permitted by the applicable quotation, order acknowledgment, invoice, or other accepted written commercial terms.

HotBell will not add a materially higher freight charge solely because HotBell elects to split an order without disclosing the charge or obtaining Buyer’s approval when approval is commercially required.

Buyer may not cancel an already shipped portion of an order because another portion is delayed unless HotBell agrees in writing.

9. INSPECTION REQUIREMENTS

Buyer must inspect each shipment promptly after delivery.

Visible freight damage, shortages, incorrect products, quantity discrepancies, or other reasonably discoverable delivery issues must be reported to HotBell in writing within five (5) business days after delivery.

Buyer should retain:

Shipping cartons;
Product packaging;
Pallets;
Shipping labels;
Packing slips;
Photographs;
Video, when reasonably available;
Delivery receipts;
Bills of lading;
Carrier records; and
Other relevant documentation.

Failure to provide timely written notice of a reasonably discoverable discrepancy may constitute acceptance of the goods to the extent permitted by applicable law.

The five-business-day reporting period does not apply to a latent product defect that could not reasonably have been discovered during the initial inspection.

Latent defects and warranty claims must be reported within a reasonable time after discovery and remain subject to the applicable written commercial warranty.

Inspection of a shipment does not eliminate a valid warranty claim concerning a covered latent defect.

10. LOST, DAMAGED, OR DELAYED SHIPMENTS

Buyer must report a lost, damaged, materially delayed, or incomplete shipment to HotBell promptly.

HotBell may request:

Order or invoice number;
Tracking number;
Bill of lading;
Delivery receipt;
Damage description;
Photographs or video;
Packaging information;
Serial numbers;
Carrier communications; and
Other reasonable supporting documentation.

For FOB Origin shipments, Buyer is responsible for pursuing the applicable carrier or insurance claim after risk of loss transfers.

HotBell may assist with carrier documentation or claim information as a business convenience. Such assistance:

Does not transfer risk of loss back to HotBell;
Does not make HotBell responsible for the carrier;
Does not guarantee carrier claim approval;
Does not guarantee replacement;
Does not guarantee account credit; and
Does not guarantee reimbursement or refund.

Buyer must not discard damaged products, packaging, pallets, or shipping materials until the carrier and HotBell confirm that inspection or retention is no longer required.

If HotBell confirms that it shipped an incorrect product or quantity, HotBell will provide reasonable instructions and an appropriate commercial remedy, which may include shipment completion, replacement, return authorization, account credit, or refund.

11. INTERNATIONAL SHIPPING AND TRADE COMPLIANCE

International shipping is available only when HotBell expressly accepts the destination and transaction.

Unless otherwise agreed in writing, Buyer is responsible for:

Acting as importer of record;
Import permits;
Customs declarations;
Destination-country compliance;
Import duties;
Taxes;
Tariffs;
Brokerage fees;
Customs charges;
Storage;
Inspection charges; and
Other destination-country requirements.

Buyer must confirm that the product may lawfully be exported, imported, resold, installed, and used in the destination country.

Buyer may not export, re-export, transfer, release, sell, or use products in violation of applicable United States export controls, sanctions, or trade restrictions.

HotBell may refuse, suspend, or cancel a transaction that presents an export, sanctions, customs, fraud, regulatory, or compliance concern.

If HotBell cancels an unshipped prepaid order for compliance reasons, HotBell will refund the amount paid for the cancelled product unless applicable law prohibits the refund or requires the funds to be blocked.

Customs clearance, government review, inspection, import restrictions, and destination-country actions may delay delivery. Such delays are outside HotBell’s reasonable control.

12. RETURNS, RMA, WARRANTY, AND NONWAIVABLE LAW

Returns, refunds, account credits, repairs, replacements, inspections, and RMA requests are governed by the HotBell B2B Returns, Refunds & RMA Policy.

No product may be returned without prior written RMA authorization.

Unless HotBell expressly agrees otherwise in writing, all B2B and wholesale sales are final.

Buyer is responsible for return freight, insurance, packaging, and transit risk unless HotBell agrees otherwise in writing or the applicable written warranty provides otherwise.

Unless a product-specific written warranty, quotation, invoice, or signed commercial agreement states otherwise, HotBell provides a limited two-year commercial warranty to the original verified reseller or approved business purchaser for eligible HotBell-branded products expressly identified as covered.

Third-party branded products are subject to the applicable manufacturer’s warranty, if any, unless HotBell expressly provides a separate written commercial warranty.

Products purchased through a marketplace, reseller, retailer, installer, distributor, or another third party are subject to that seller’s shipping, return, and refund policy.

End-users must contact the reseller, retailer, installer, integrator, distributor, or other business from whom the product was purchased.

Nothing in this policy excludes, restricts, or modifies an obligation, right, or remedy that applicable law does not permit the parties to exclude, restrict, or modify.

If a provision of this policy conflicts with mandatory law, mandatory law controls and the remaining provisions continue to apply to the maximum extent permitted.