Welcome to Coles' Small Supplier Payment Program

Coles is a signatory to the Business Council of Australia Supplier Payment Code, committing to paying its small suppliers within 30 day of receipt of correct invoice or receipt of correct goods and services from 1 July 2020.

To meet our commitment, Coles has selected the Earlytrade Verify platform to enable our small suppliers to apply for and verify their small business status in an efficient, secure and confidential manner.
Powered by Earlytrade Verify

How does it work?

Coles has teamed up with Earlytrade, an Australian technology company who specialise in improving supply chain health. To join the Coles Small Supplier Payment program, powered by Earlytrade, complete the following three steps:
Step 1 - Apply & Verify
Suppliers can apply for small business status on Earlytrade Verify by providing evidence demonstrating they meet Coles eligibility requirements of being a small supplier.
Note: Your detailed information is protected and will not be shared with Coles Group.
Step 2 - Assess & Update
Supplier applications are assessed by Earlytrade Verify against key small supplier criteria to ensure eligibility. Once approved, your payment terms will be updated in Coles financial systems within 7 business days.
Step 3 - Remind & Renew
Eligibility for small supplier payment terms must be renewed each year. Earlytrade Verify will send you reminders when you are getting close to your anniversary date.
The Coles Small Supplier Program is offered to eligible small businesses, who have registered and supply goods or services to a Coles Group business.
Coles
Coles Express
Liquorland
First Choice Liquor
Vintage Cellars

Frequently Asked Questions

Got a question about how the Coles and Earlytrade partnership works?

Who is eligible for Coles small supplier payment?

Any supplier of goods or services to Coles that meets the following conditions:
  1. the supplier has registered for an Australian Business Number on the Australian Business Register;
  2. the supplier and its related bodies corporate (as defined in Corporations Act 2001) (if any) together have an annual turnover of up to $10 million;
  3. the supplier is not a subsidiary (as defined in Corporations Act 2001), of an overseas corporation;
  4. the supplier has registered with coles.earlytrade.com and Earlytrade Verify has confirmed that the supplier meets the requirements under paragraphs (a), (b) and (c); and
  5. the supplier’s current payment terms with Coles result in payment being more than 30 days from delivery of goods or services,
(Small Supplier).

Do I need to do anything if my payment terms are already better than 30 days?

No, if your agreed payment terms are currently better than 30 days then you do not need to register. Your Trading Term, Contract or Purchase Order agreement will remain as is.

Could my payment terms get longer by applying to the program?

No, you will not be disadvantaged. If your payments terms are currently less than 30-days they will remain as is. Coles will not lengthen your payment terms as a result of being approved.

Do I need to do anything if I am on Coles 14 day small supplier payment program launched on 1 July 2017?

Any supplier that is currently an eligible small supplier and actively participating in the Coles Small Supplier Policy scheme that commenced in July 2017 will continue to receive the benefit of that Scheme until the supplier no longer meets the eligibility requirements under that Scheme. For avoidance of doubt, once a supplier no longer meets the requirements, they will no longer qualify under the Scheme in the future, even if it meets the requirements in the future. In addition, no further suppliers will be added to this Scheme. This policy will continue to be honoured for suppliers on the Scheme as at 30 June 2020 but will no longer be available to new suppliers from 1 July 2020.

What happens if I am a small supplier, but I do not register on Earlytrade?

If you do not register on Earlytrade you will continue to be paid as per the payment terms set out in your Trading Terms, Contract or Purchase Order agreement. Coles will be unable to verify that you meet the conditions of a small supplier.

What are Coles small supplier payment terms?

If Earlytrade deem the supplier is eligible, Coles financial system will be updated to reflect the 30 day payment terms from receipt of a valid invoice. The Small Supplier will be paid for all goods or services delivered by it to Coles 30 days following receipt of the Goods or invoice (whichever is the later).

For clarity, if an invoice falls due for payment on a Saturday or a Sunday or a public holiday in Melbourne (Australia), payment will be processed by Coles on the next business day.

Will I need to update my trading terms agreement with Coles?

No, Your Trading Terms, Contract or Purchase Order agreement will remain. Coles will pay eligible suppliers 30 days whilst you are verified as an eligible Small Supplier. If your annual turnover goes over $10m at a later stage your payment terms will revert to the payment terms in your Trading Terms agreement or other contract.

When will the small supplier payment commence?

The small supplier payment terms will commence within 7 business days of eligibility being confirmed or 1 July 2020 whichever is the later. A supplier’s eligibility to continue as a Small Supplier will be reviewed annually at the supplier’s anniversary date (being, the date the supplier eligibility was confirmed). For clarity, the payment terms set out in the supplier’s current Trading Terms, Contract or Purchase Order agreement will apply until a supplier has been validated as a Small Supplier.

How long will the small supplier 30 day payment terms last?

A supplier’s eligibility to continue as a Small Supplier will be reviewed at the supplier’s anniversary date (being, the date the supplier’s eligibility was confirmed). Suppliers will be required to update their Earlytrade records to substantiate that they continue to meet the Small Supplier requirements. Any supplier which no longer meets the requirements will be advised that its payment terms will revert to those specified in its Trading Terms, Contract or Purchase Order agreement within 4 weeks from notification.

If a supplier does not update its records with Earlytrade within 4 weeks of its anniversary date, its payment terms will revert to those specified in its Trading Terms, Contract or Purchase Order agreement.

How do I get started?

You need to apply to be a verified for small business status. Applying is free and takes less than 5 minutes.

A supplier which at any time considers it qualifies as a Small Supplier will be required to register on coles.earlytrade.com. Earlytrade Verify will validate if you are eligible as a small business for a 12 month term. The Small Supplier Payment Terms will commence within 7 business days of eligibility being confirmed or 1 July 2020 whichever is the later.

Why is Coles running this portal?

Coles is a signatory to the Business Council of Australia Supplier Payment Code. Coles has elected to run the Earlytrade Verify portal to verify Small Suppliers and ensure its process to onboard Small Suppliers to the applicable payment terms is efficient and secure.

Will using Earlytrade Verify cost me anything?

No, it's free to access for small business recognition with Earlytrade Verify.

Where can I find more information on Coles Payment Policy?

You can access Coles Payment Policy from the following links

Who do I contact if I have a Coles account query?

Coles account query can be raised with Coles by logging an issue on GFR Account Query or sending an email to accounts.investigation@coles.com.au

Who do I contact if I want to raise a complaint or dispute?

Please refer to Coles Complaint Handling Procedure that outlines a clear, fair and efficient process for dealing with complaints and disputes about payment times and practices.

How do I contact Earlytrade support?

Suppliers can contact the Earlytrade support team by emailing coles@earlytrade.com, phoning +61 2 8103 2165, or using the live chat feature in the bottom right of the screen.