Suppliers

Thank you for signing up to work with us, and welcome to our supplier portal.

Here you will find everything you need to know about working with us at Coffeebeans Routes.

Essential documents for guides:

Essential documents for hosts:

Codes of conduct and policies

Invoicing

Here is an example of a tax invoice invoice (applicable if you are a vat vendor).

If you are NOT a vat vendor, use this template. Be sure to export as a .PDF once complete.

Please note that as indicated in the sign-up process, all invoices require the following information in order to be accepted:

Invoice number, invoice date, your address, our address, date of service supplied, description of service, value of service, total value due, your bank account details. If you are VAT registered, we need your vat number, as well as ours on the invoice.

Here are some simple, free invoicing apps:

FAQs

Do I need to invoice you?
Yes!

When do I get paid?
Invoices are paid within ten working days of receipt of invoice. Expect payments to clear within 14 working days in your account.

What format do invoices need to be in?
.PDF please

Where should I send the invoices?
Please send to suppliers@coffeebeansroutes.com

What should be on my invoice?
Invoice number, invoice date, your address, our address, date of service supplied, description of service, value of service, total value due, your bank account details.

My cash flow is low, and I need an advance on payment. Is that possible?
Yes, just talk to us, we can make a plan.

Can you generate invoices for me?
Nope!

What if I have to cancel?
Life happens! Ideally you give us advance notice. In the case of an emergency, you let us know, and we work to find an alternative.

How does it work when you cancel my services?
For scheduled or group tours, once a booking is confirmed with you, we can cancel the service 24 hours ahead of the booking without needing to pay your fee. Inside of the 24 hours, if we cancel, then we pay you your full fee for that service. When it is a large group booking, 72 hours cancellation applies.

Can I drive guests in my car?
Only if you have a valid operating license for the vehicle, a valid PDP, up to date passenger liability insurance, and if we have signed off on a due diligence on the above and contract your services in.

What happens if there is an accident?
Please follow the Incident Management Plan

Do you have mobile devices that guides can use on tour?
Yes, they are in the safe, with airtime and all the necessary apps preloaded,  including music apps. You can use these to call hosts to update them on the tour movements, or to call the Coffeebeans support team.

Just before guests arrive, a pipe bursts and our house is flooded. What do we do?
You call us immediately so that we are aware of the situation. In conversation with you, we might move the event to a neighbors house, and one of your family members deals with the crisis. We might activate a backup host to take over. What’s important is that you let us know urgently so that we can act.

The musician I secured to play with me on the night has just canceled on me at the last minute. I can’t find another musician, and I can’t play alone. What do I do?
Call us! Let us talk together to find a solution. We might be able to bring in a musician from our network, or we might need to revert to a backup host. Again, the most important thing is that we know, and in knowing, we can find a solution.