For office managers & facility teams
Workplace vending, answered properly.
What a machine costs, what your site has to provide, who cleans it, what happens when it eats someone's money, and how to get rid of it if it is not working. No sales fog.
FAQs
Cost and commitment
What does a workplace vending machine cost our business?
On a free placement, nothing. There is no machine cost, no hire fee, no service charge, no deposit and no minimum spend. The operator owns the machine, delivers and installs it, stocks it and services it, and keeps the sales revenue. Your only real cost is the electricity it draws.
How much electricity does a drink machine use?
A modern glass-front refrigerated drink machine typically draws roughly 2 to 4 kWh a day depending on ambient temperature, door openings and whether it has LED lighting and an energy-saving mode. On average commercial tariffs that lands in the order of $1 a day. Snack-only machines without refrigeration draw far less.
Is there a lock-in contract?
No. Free placements run on a simple placement agreement that either side can end. If the machine is not working out for your site, it is removed at no cost to you.
Do we get a commission on sales?
On free placements the operator keeps the revenue, which is what pays for the machine, the stock, the servicing and the refunds. Commission arrangements exist in the industry, usually on very high-volume sites, and they generally come with higher shelf prices. If your site is large enough to be worth a commission conversation, say so in your enquiry and it will be assessed honestly rather than promised up front.
Can we buy or lease our own machine instead?
Yes. New machines generally start around $6,500 and refurbished units from roughly $2,500, with freight quoted separately and stated up front. Lease, rent-to-own and finance options are available. Owning the machine means you keep the sales but also carry stocking, servicing and refunds.
FAQs
Site requirements and installation
How big a site do we need to qualify for a free machine?
As a rule of thumb, about 25 or more regular people through the site on a normal working day. Sites with fewer people can still qualify when foot traffic is high — clubs, gyms, waiting rooms, workshops with visiting trades — because vends, not headcount, are what makes a placement work.
What does the site have to provide?
About one square metre of level floor space against a wall, a standard 10A power point within reach, and reasonable access for the operator to restock and service, usually in business hours. Nothing else — no plumbing, no data connection, no dedicated circuit for a standard machine.
How long does installation take?
Once a site is confirmed and matched to an operator already running that area, delivery and installation is usually inside two weeks, and quicker where a machine is already scheduled for that run. The install date is confirmed with you beforehand.
Can a machine go outdoors or in an open shed?
Only with the right cabinet. A standard indoor machine placed in an open-sided crib room or under a carport will suffer from humidity, dust and condensation. Weather-rated cabinets exist for exactly those positions and are specified where needed rather than sold as an upgrade.
Can we choose what goes in it?
Yes, within reason. Product mix is set with the site — healthy and no-sugar weighting, allergy-aware lines, halal or vegetarian options, larger water facings for hot sites. If something does not sell it gets swapped out on the next service rather than left to sit.
FAQs
Running it day to day
How often is the machine restocked?
Restock frequency is set by the machine's sales rate, not a fixed calendar. A busy site may be serviced weekly or more, a quieter one fortnightly. Machines with telemetry report their own stock levels, so the operator can arrive before a line runs dry rather than after.
Who cleans the machine?
The operator wipes down the machine, cleans the delivery bin and manages internal hygiene at each service. Site staff only need to keep the area around it clear. Refrigerated machines also get condenser cleaning on a set interval, which matters more in humid climates where dust and moisture load the coils.
What happens when someone loses money in the machine?
Refunds are handled by the operator who services that machine. Report it with the machine's location, the approximate time and the amount, and it is followed up. Card payments that fail to vend are usually reversed automatically; cash refunds are arranged directly.
What if the machine breaks down?
Log a service call with the site address and a description of the fault. Metro breakdown response targets run between 24 and 48 hours depending on the city, and you can pick a preferred day and time window when booking a technician online. Refrigeration faults are prioritised because stock is at risk.
Do the machines take card and phone payments?
Yes. Tap-and-go is fitted as standard, accepting cards, Apple Pay and Google Pay. Cashless is now the majority of vends on office and campus sites, and card-only configurations are available for sites that want no cash on the premises at all.
FAQs
Policy, safety and exit
Does a vending machine create a WHS or food-safety obligation for us?
The operator is responsible for the machine and the stock inside it, including date rotation and product recalls. The site remains responsible for the space itself — clear egress, no trip hazards from the power lead, and a suitable position away from doorways and fire equipment. Placement is planned with that in mind at install.
Can we insist on healthy options only?
Yes, and many schools, hospitals and health services do. A healthy-only planogram can exclude sugary soft drinks and confectionery entirely and weight the machine to water, no-sugar drinks, nuts, fruit and chilled fresh lines. Expect slightly lower vend volumes; that is a trade most health-driven sites accept knowingly.
What happens if we want the machine gone?
Give notice and it is removed at no charge, including making good the floor space. There is no exit fee and no clawback of anything on a free placement.
What if our building changes hands or we relocate?
Tell us as early as you can. The machine can be relocated with you, removed, or transferred to the incoming occupier under a fresh placement agreement — whichever suits. Relocation of an owned machine is a quoted transport job.
Who are we actually dealing with?
Vending Machines Australia, ABN 30 133 496 885, 6/78 Seventh Street, Boolaroo NSW 2284. Phone 0412 025 552, Monday to Friday 8am–6pm AEST. Every enquiry is read by a person and answered within 8 business hours.
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