Refund policy

Last updated: July 21, 2026

This B2B Returns, Refunds & RMA Policy applies exclusively to purchases made from HotBell LLC (“HotBell,” “we,” “our,” or “us”) by approved business buyers, verified resellers, dealers, installers, integrators, distributors, retailers, 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 HotBell quote or invoice, placing an order, submitting payment, accepting delivery, or otherwise purchasing from HotBell, Buyer agrees to this policy and HotBell’s applicable Terms and Conditions of Sale.

Buyer represents and warrants that:

The purchase is primarily for resale or commercial business use;
Buyer is not purchasing primarily for personal, family, or household use;
Buyer is authorized to conduct business;
Buyer has provided accurate business and tax information; and
The person placing the order has authority to bind the purchasing entity.

End-users must contact the reseller, retailer, installer, integrator, distributor, or other business from whom the product was purchased. HotBell does not provide direct consumer returns, refunds, exchanges, warranty service, troubleshooting, setup assistance, repairs, or replacements.

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 HotBell’s terms unless expressly accepted in writing by an authorized HotBell representative.

1. RMA AUTHORIZATION REQUIRED

No product may be returned without prior written Return Merchandise Authorization (“RMA”) approval from HotBell.

To request an RMA, contact:

Service / RMA Email: service@hotbell.store
Phone: +1 208-403-6070

Buyer must provide, as applicable:

Order number;
Invoice number;
Product name and model;
Quantity affected;
Serial number, if available;
Description of the issue;
Date the issue was discovered;
Troubleshooting history;
Requested resolution; and
Reasonable photographs, video, or other documentation requested by HotBell.

HotBell may require reasonable troubleshooting, validation, photographs, video, inspection, testing, or additional documentation before issuing an RMA.

Issuance of an RMA authorizes Buyer to return the identified product for inspection. An RMA does not constitute final approval of a refund, credit, repair, replacement, or warranty claim.

An RMA number is valid only for the product, quantity, serial number, condition, and return period identified in the written authorization.

2. UNAUTHORIZED RETURNS

Products returned without prior written RMA approval may be refused, delayed, or returned to Buyer at Buyer’s expense.

HotBell is not required to inspect, process, repair, replace, refund, or issue credit for an unauthorized return.

HotBell will not dispose of returned property without prior written notice and a reasonable opportunity for Buyer to provide return instructions or arrange shipment, except where disposal is required or permitted by applicable law or where the product presents a safety, legal, environmental, or transportation risk.

Buyer is responsible for reasonable storage, handling, return-shipping, or disposal expenses resulting from an unauthorized return, provided that such charges are disclosed to Buyer where reasonably practicable.

3. INSPECTION AND DELIVERY DISCREPANCIES

Buyer must inspect each shipment promptly after delivery.

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

Buyer should retain:

Original packaging;
Shipping cartons;
Product packaging;
Shipping labels;
Packing slips;
Photographs;
Delivery records; and
Carrier documentation.

Failure to provide timely notice of a reasonably discoverable delivery 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 defect that could not reasonably have been discovered during an 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.

4. NON-DEFECTIVE AND VOLUNTARY RETURNS

Unless otherwise agreed in writing by HotBell, all B2B and wholesale sales are final.

HotBell is not required to accept a return because of:

Buyer remorse;
Changes in Buyer demand;
Excess inventory;
Failure to resell the product;
Customer cancellation;
Incompatibility that Buyer could reasonably have verified before purchase;
Incorrect quantities ordered by Buyer;
Duplicate orders submitted by Buyer; or
Changes in Buyer’s project, installation, or deployment requirements.

HotBell may approve a non-defective return as a business accommodation at its discretion.

Unless otherwise stated in the written RMA, an approved non-defective return must be:

Unused;
Uninstalled;
Unmodified;
Complete;
In resalable condition;
In the original manufacturer or HotBell packaging;
Accompanied by all accessories, manuals, cables, parts, and packaging; and
Returned within the period stated in the RMA authorization.

An approved non-defective return may be subject to reasonable inspection, testing, repackaging, handling, or restocking charges disclosed in writing before return authorization.

Restocking or repackaging charges do not apply to a confirmed HotBell shipping error or a valid covered warranty claim unless otherwise permitted by applicable law.

5. NON-RETURNABLE PRODUCTS

Unless HotBell expressly agrees otherwise in writing, the following products are non-returnable:

Custom-configured products;
Special-order products;
Products ordered specifically for Buyer;
Clearance or liquidation products;
Open-box products identified as final sale;
Used products identified as final sale;
Activated software or license keys;
Downloadable products;
Products with removed, altered, or unreadable serial numbers when the product cannot otherwise be reasonably verified;
Products damaged after delivery;
Products missing required parts, accessories, or packaging;
Consumable products;
Products modified, installed, integrated, or altered by Buyer; and
Products subject to manufacturer-specific return restrictions disclosed before purchase.

These restrictions do not eliminate an applicable written warranty covering a qualifying product defect.

6. RETURN SHIPPING AND TRANSIT RISK

Unless otherwise agreed in writing by HotBell or required under an applicable written warranty, Buyer is responsible for:

Return freight;
Shipping insurance;
Secure packaging;
Handling charges;
Transportation expenses;
Customs documentation;
Duties;
Tariffs; and
Import or export charges.

Freight-collect and COD returns will not be accepted.

Buyer bears the risk of loss or damage during return shipment until the product is delivered to and accepted at the return location specified in the RMA instructions.

Buyer must use commercially reasonable packaging suitable for the product. Damage caused by inadequate packaging may reduce or eliminate any available refund, credit, repair, replacement, or warranty remedy to the extent the packaging caused the damage.

If HotBell confirms that it shipped an incorrect product or quantity, HotBell will provide reasonable return instructions and will cover reasonable authorized return transportation expenses.

7. INSPECTION AND CLAIM DETERMINATION

After receiving an authorized return, HotBell may inspect, test, photograph, document, or otherwise evaluate the returned product.

HotBell may compare the returned product with:

Order and invoice records;
Serial-number records;
Shipment documentation;
Product specifications;
Troubleshooting records;
Photographs or video;
Packaging condition; and
Applicable warranty terms.

If the returned product or quantity does not match the RMA authorization, HotBell may suspend processing and request additional information.

If HotBell determines that a claim is valid and covered, HotBell will, at its option:

Repair the product;
Replace the product with the same product or a commercially equivalent product;
Issue account credit; or
Refund the amount paid for the affected product.

A replacement product may be new, recertified, or professionally refurbished, provided that it offers substantially equivalent function and commercial value.

If HotBell determines that a claim is not covered, HotBell may deny the claim or offer paid repair, replacement, shipping, or other service. HotBell will provide a written explanation of the denial upon reasonable written request.

No refund, credit, repair, or replacement will be issued until HotBell completes the inspection and approves the applicable resolution.

8. HOTBELL COMMERCIAL LIMITED WARRANTY

Unless a product-specific written warranty, quote, invoice, or other written 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.

The warranty period begins on the date the covered product is delivered to the original business purchaser.

The commercial limited warranty covers defects in materials and workmanship under normal commercial use during the applicable warranty period.

The warranty is:

Limited to the original verified business purchaser;
Non-transferable;
Not extended directly to consumers or end-users;
Not extended to secondary purchasers;
Subject to HotBell’s Terms and Conditions of Sale;
Subject to reasonable troubleshooting;
Subject to RMA authorization;
Subject to product inspection; and
Subject to the exclusions stated in this policy and the applicable written warranty.

A product repaired or replaced under the commercial limited warranty remains covered only for the remainder of the original warranty period unless HotBell expressly agrees otherwise in writing.

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

The warranty terms stated on the applicable product page, quote, invoice, warranty document, or signed commercial agreement control over any inconsistent general warranty statement.

9. WARRANTY AND RETURN EXCLUSIONS

Returns, refunds, credits, repairs, replacements, or warranty service may be denied to the extent a failure, loss, or damage was caused by:

Misuse;
Abuse;
Neglect;
Improper installation;
Improper integration;
Improper voltage or power supply;
Improper grounding;
Improper cooling or ventilation;
Improper maintenance;
Improper storage;
Improper handling;
Accident;
Liquid exposure;
Fire;
Contamination;
Environmental conditions outside published specifications;
Unauthorized or improper modification;
Overclocking;
Improper repair;
Software or firmware modification that caused the claimed failure;
Operation outside published specifications;
Use with an incompatible component, system, accessory, or service;
Normal wear;
Consumable parts;
Cosmetic damage that does not affect product operation;
Missing components or accessories;
Damage during return shipment;
Inadequate return packaging;
Customer negligence;
Acts of God; or
Other causes outside HotBell’s reasonable control.

A missing, altered, or unreadable serial number may justify denial when it prevents reasonable verification of the product or claim and no other reliable proof is available.

10. REFUNDS AND ACCOUNT CREDITS

Approved refunds or account credits will be processed within a commercially reasonable period after final inspection and written approval.

When practicable, an approved refund will be issued to the original payment method. If a refund to the original payment method is not commercially practicable, HotBell may issue an account credit, check, bank transfer, or another agreed payment method.

Any approved refund or credit may be reduced by authorized and disclosed amounts for:

Missing products;
Missing accessories;
Product damage;
Noncompliant packaging;
Restocking;
Testing;
Repackaging;
Return freight;
Unpaid charges; or
Other amounts Buyer owes HotBell.

Original freight, expedited shipping, handling charges, customs charges, duties, tariffs, and payment-processing charges are non-refundable unless the return results from a confirmed HotBell error or HotBell expressly agrees otherwise in writing.

Banking institutions and payment providers may require additional processing time after HotBell issues a refund.

11. ORDER CANCELLATIONS AND PRICING ERRORS

Orders may be subject to inventory availability, payment approval, account verification, tax-document review, export review, and acceptance by HotBell.

HotBell reserves the right, before order acceptance or shipment, to:

Correct pricing or typographical errors;
Cancel a mispriced order;
Allocate inventory;
Limit quantities;
Reject an order;
Refuse a sale;
Discontinue a product; or
Suspend a transaction for legal, tax, payment, fraud, export, sanctions, or compliance concerns.

If HotBell cancels an unshipped prepaid order, HotBell will refund the amount paid for the cancelled product.

Quotes are non-binding unless the quote expressly states that it is binding and remains within its stated validity period.

After an order has been accepted, pricing and commercial terms may be changed only as permitted by the applicable written agreement or with Buyer’s agreement.

12. TAXES, DUTIES, AND EXEMPTION DOCUMENTATION

HotBell will collect and remit sales, use, or other transaction taxes when required by applicable law.

Buyer may claim a resale or other tax exemption only by providing complete, accurate, valid, and acceptable exemption documentation before the applicable order is processed or shipped.

HotBell may:

Review exemption documentation;
Request updated documentation;
Reject incomplete or invalid documentation;
Collect tax when acceptable documentation has not been provided; and
suspend or revoke exempt status when documentation expires or becomes invalid.

Buyer is responsible for taxes, penalties, interest, assessments, or audit liability arising from Buyer’s inaccurate representations, invalid or expired exemption documentation, improper exemption claim, or improper use of exempt goods.

Nothing in this policy transfers, eliminates, or limits any tax collection, reporting, or remittance obligation imposed directly on HotBell by applicable law.

Business status alone does not automatically make a purchase tax-exempt.

13. NO DIRECT END-USER RETURNS OR SUPPORT

HotBell does not accept direct returns, refund requests, warranty claims, troubleshooting requests, or service requests from consumers or end-users who did not purchase directly from HotBell as an approved business purchaser.

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

The reseller or purchasing business is responsible for its own customer-facing returns, refunds, warranties, technical support, legal disclosures, and after-sales obligations.

Buyer may not represent that HotBell provides a direct consumer warranty or end-user service unless HotBell has expressly authorized that representation in writing.

14. DISCLAIMER OF WARRANTIES

EXCEPT FOR AN EXPRESS COMMERCIAL WARRANTY SPECIFICALLY PROVIDED BY HOTBELL IN WRITING, AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, PRODUCTS, SERVICES, SUPPORT, SOFTWARE, COMMUNICATIONS, AND INFORMATION ARE PROVIDED “AS IS” AND “AS AVAILABLE.”

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, HOTBELL DISCLAIMS THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND WARRANTIES ARISING FROM COURSE OF DEALING, COURSE OF PERFORMANCE, OR USAGE OF TRADE.

THIS DISCLAIMER DOES NOT CANCEL OR LIMIT AN EXPRESS WRITTEN COMMERCIAL WARRANTY THAT APPLIES TO A COVERED PRODUCT.

15. LIMITATION OF LIABILITY

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, HOTBELL SHALL NOT BE LIABLE FOR:

LOST PROFITS;
LOST REVENUE;
BUSINESS INTERRUPTION;
DOWNTIME;
LOSS OF DATA;
LOSS OF GOODWILL OR REPUTATION;
LOSS OF BUSINESS OPPORTUNITY;
INDIRECT DAMAGES;
INCIDENTAL DAMAGES;
CONSEQUENTIAL DAMAGES;
SPECIAL DAMAGES;
EXEMPLARY DAMAGES; OR
PUNITIVE DAMAGES.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, HOTBELL’S AGGREGATE LIABILITY ARISING FROM OR RELATING TO A PRODUCT SHALL NOT EXCEED THE AMOUNT ACTUALLY PAID TO HOTBELL FOR THE SPECIFIC PRODUCT GIVING RISE TO THE CLAIM.

These limitations do not apply to liability that applicable law does not permit HotBell to exclude or limit.

If an exclusive or limited remedy fails of its essential purpose, the parties retain only those additional remedies that applicable law requires under the circumstances.

16. BUYER INDEMNIFICATION

To the maximum extent permitted by applicable law, Buyer agrees to defend, indemnify, and hold harmless HotBell LLC and its officers, employees, agents, contractors, affiliates, successors, and assigns from third-party claims, losses, damages, liabilities, judgments, penalties, and reasonable legal expenses to the extent arising from:

Buyer’s breach of the applicable agreement;
Buyer’s inaccurate representations;
Buyer’s unauthorized product claims or warranties;
Improper resale, installation, integration, storage, handling, or modification;
Product misuse by Buyer;
Buyer’s violation of applicable law;
Buyer’s export, re-export, sanctions, or trade-compliance violation;
Buyer’s tax-exemption representations;
Buyer’s customer-facing return or warranty obligations; or
Buyer’s failure to provide legally required instructions, warnings, or disclosures.

Buyer is not required to indemnify HotBell to the extent a claim is finally determined to have resulted from HotBell’s gross negligence, willful misconduct, or other liability that cannot lawfully be shifted to Buyer.

HotBell will provide reasonable notice of an indemnified claim. Buyer may not settle a claim in a manner that admits fault by, imposes liability on, or requires action from HotBell without HotBell’s prior written consent.

17. DISPUTE RESOLUTION

Any arbitration, venue, jury-trial waiver, class-action waiver, or attorneys’ fees provision applies only when it is validly incorporated into a written or electronic commercial agreement accepted by both HotBell and the Buyer.

This Returns, Refunds & RMA Policy does not independently create a mandatory arbitration obligation.

18. SEVERABILITY AND NONWAIVABLE LAW

If any provision of this policy is held invalid or unenforceable, that provision will be enforced to the maximum extent permitted, and the remaining provisions will remain in effect.

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

Describing a transaction as B2B does not override the actual facts of the transaction or any mandatory legal classification.