Practical guides you can actually use to operate vending.
Not short teaser articles. This is an operating knowledge centre covering economics, locations, technology, assortment, cashless, refill, service, compliance and network growth.
How to start in vending
Do not start with the machine. Start with the customer, location, purchase frequency, margin and service model. The machine is the tool.
What one location must earn
- Model daily revenue, not only monthly revenue.
- Separate gross margin from turnover.
- Include waste, expiry, payment fees and service.
- Measure profitability per machine and per service visit.
CAPEX vs operating cost
TCO includes machine acquisition, installation, terminal, telemetry, transport, energy, site rent, service, refill labour and working capital tied up in stock.
When to scale
First stabilise 3–10 locations and verify repeatability. Then optimise routing, central purchasing and service SLA.
How to choose a location
A good location is not simply high footfall. It needs the right people, the right time, low purchase friction and economically viable servicing.
| Factor | What to measure | Warning sign | Practical test |
|---|---|---|---|
| Footfall | Relevant people per hour and daily peaks. | Many people, but no time to stop. | Observe 3 weekdays + 1 weekend day. |
| Audience | Employees, students, patients, travellers, visitors. | Assortment does not match location need. | 10–20 short interviews + pilot assortment. |
| Access | Visibility, accessibility, parking, 24/7 access. | Machine is hidden or behind controlled access. | Photos from main approach directions. |
| Serviceability | Refill time, distance and handling route. | Service travel absorbs the margin. | Calculate cost of one physical service visit. |
How to choose a machine
Compare machines by operating model, not only purchase price.
Capacity
Slots, real capacity and turnover speed.
Cooling
Temperature range, monitoring, condensation and energy use.
Payments
EMV/NFC, QR, transaction telemetry, offline fallback.
Telemetry
Stock levels, errors, temperatures, sales and alarms.
Service
Spare parts, documentation, SLA and technician network.
Integration
API, MDB/DEX/EVA-DTS, exports and ERP connectivity.
Security
Locks, anchoring, resistance and optional sensors/camera.
TCO
Machine + terminal + service + energy + downtime.
Refill, assortment and stock
The biggest difference between an average and professional operator is often not the machine, but inventory and route management.
ABC / XYZ
Segment products by turnover and predictability. A-items must not stock out; C-items should not trap working capital.
Par level
Set target stock by sales velocity and visit interval. Track both stockouts and excess stock.
Expiry & waste
For fresh food use lean stock, FEFO, daily forecasting and markdown pricing.
Cashless and payment systems
A terminal is not only a payment method. It is a data source and a core part of the customer experience.
What to require
- EMV / NFC
- Mobile wallet support
- Transaction telemetry
- Remote diagnostics
- Clear settlement and fee model
What to monitor
- Approval rate
- Cashless share
- Average basket
- Terminal failure rate
- Transaction-to-report latency
A service model that keeps the network running
Define fault severity, spare parts, response times and escalation before the first outage happens.
P1
Machine down / safety issue. Immediate escalation.
P2
Major function degraded but sales possible. Service within defined SLA.
P3
Cosmetic or non-critical issue. Resolve during planned visit.
Pricing and margin
Product price must carry not only purchase cost, but logistics, payment cost, waste, rent, service and capital.
Simple control model
Contribution margin = selling price − product cost − variable payment cost − expected waste. The network must then cover site fixed costs, refill, service, software and machine depreciation.
Pharmacy prodejní automaty, smart fridge and micro-markets
These formats can have higher potential, but require different operations and compliance.
Pharmacy / health
Assortment, dispensing model, advertising, storage and any customer identification must be checked against national law.
Open legislation centreSmart fridge
Larger assortment and more natural shopping, but higher requirements for transaction identification, loss prevention, temperature and replenishment.
Micro-market
Suitable for offices, industry and closed communities. Combines shelving, refrigeration and self-checkout.
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