Is a vending machine worth it? Calculating revenue, costs and location realistically

A Vending machine sells around the clock, without staff. But whether it pays off is decided not by the unit itself but by the location and an honest calculation. Here you can see what the return depends on, what a realistic calculation looks like and which costs are often forgotten.

What the return depends on

• Footfall: How many people pass the vending machine every day, and how many of them need something?
• Alternatives: Is there a canteen, kiosk or supermarket within walking distance that is open at the same time?
• Time window: Vending machines are strong where nothing else is open in the evening, at night and at weekends.
• Range and price: The offer must suit the target group, and the prices must suit the location.
• Payment methods: Without card payment, sales are lost at many locations.

Sample calculation: snack and drinks vending machine in a company

A simplified calculation for a vending machine in a company with around 80 employees, purchase price €6,000 net. All values are assumptions, not a forecast.

If the number of sales halves, the payback period in the same calculation extends to well over two years. That is why it is worth estimating footfall as accurately as possible before buying, for example from the number of employees, the shift pattern or visitor numbers.

Costs that are often forgotten

• Site rent or revenue share, if the vending machine is not on your own premises
• Write-offs for expired goods, especially fresh products
• Time for restocking and cleaning, even if you restock yourself
• Card payment fees and data connection
• Insurance against theft, vandalism and electronic damage
• Electricity, which rises significantly for refrigerated and freezer units in summer

Locations with good potential

• Manufacturing companies and logistics centres with shift work
• Offices and administrations without their own canteen
• Hotels without a night bar or room service
• Gyms, sports facilities and swimming pools
• Universities, halls of residence and clinics
• Petrol stations, campsites and farm shops

Difficult locations are those with little passing trade, direct competition from shops with long opening hours, or a high risk of vandalism without a suitable outdoor unit.

A vending machine for your own employees

Many companies buy a vending machine not primarily for profit but as an offer for their team. Then what counts is the satisfaction of the workforce: snacks and drinks on site, even on the night shift, often at reduced prices. The calculation then looks different, but the vending machine can still pay for itself.

How to increase revenue

• Adjust the range regularly to sales figures
• Offer card and smartphone payment
• Place the vending machine where it is clearly visible and well lit
• Avoid empty compartments and plan restocking based on sales data
• React to the seasons, for example with ice cream and cold drinks in summer

Conclusion

A vending machine pays off when footfall, range and costs fit together. Calculate with cautious assumptions before buying and check the location carefully. You will find suitable units in our overview of vending machines, an overview of the acquisition costs in the guide How much does a vending machine cost? and the required registrations in the guide Setting up a vending machine. In addition to direct purchase, leasing is available on request through our partner leasing companies, with a 50% down payment for financing.