Getting Started in Vending 

Starting a vending machine business involves several key steps:

Research and Planning:

• Identify your target market and the types of products you want to offer.

• Research the competition and determine potential locations for your machines.

Create a Business Plan:

• Outline your business goals, target market, budget, and revenue projections.

• Include details about the types of vending machines you plan to use.

Legal Requirements:

• Check local regulations and obtain any necessary permits or licenses.

• Choose a legal structure for your business if needed, (e.g., sole proprietorship, LLC). i

Financing:

• Determine your startup costs and explore financing options if needed. We offer low monthly payments on financing.

• Consider both the cost of the vending machines and initial inventory.

Select Vending Machines:

• Choose vending machines that suit your business model and target market.

• Consider factors like size, capacity, and payment options.

Find Locations:

• Secure agreements with businesses or property owners to place your vending machines.

• Ensure high foot traffic and compatibility with your product offerings.

Stocking and Maintenance:

• Establish a reliable supply chain for products to stock your machines.

• Set up a maintenance schedule to keep machines in working order.

Payment Systems:

• Set up payment systems, including cash and cashless options like credit card readers or mobile payments.

Marketing:

• Develop a marketing strategy to promote your vending machines.

• Consider promotions, discounts, or loyalty programs to attract customers.

Monitor and Adjust:

• Regularly monitor sales data and machine performance.

• Adjust your product selection and pricing based on customer preferences and trends.

Customer Service:

• Provide excellent customer service to build rapport and encourage repeat business.

• Address any issues promptly to maintain a positive reputation.

Remember, success in the vending machine business requires ongoing attention to customer preferences, machine maintenance, and market

Need more information? Call 416-833-2011

The choice of vending machine depends on your target market, location, and the type of products you want to offer. Here are a few popular types to consider:

1. **Snack Vending Machines:**

- Ideal for locations with high foot traffic.

- Offer a variety of snacks, such as chips, candy, and healthier options.

Lower price than beverage & combo vending machines

**Beverage Vending Machines:**

- Dispense a range of beverages, including sodas, water, and energy drinks.

- Suitable for areas where people are likely to be thirsty, like offices or gyms.

3. **Combo Vending Machines:**

- Combine snacks and beverages in one machine.

- Save space and offer a diverse selection of products.

4. **Healthy Vending Machines:**

- Cater to the growing demand for healthier snack options.

- Include items like granola bars, nuts, and fruit snacks.

5. **Coffee Vending Machines:**

- Suitable for locations where people seek coffee on the go.

- Offer a variety of coffee types, hot chocolate, and tea.

6. **Micro-Market Kiosks:**

- Larger setups resembling a small convenience store.

- Allow customers to browse and select products in an open-market style.

Consider the preferences of your target audience and the environment where the vending machine will be placed. Additionally, choose a reputable manufacturer known for reliability and customer support. Always thoroughly research and analyze your specific market before making a final decision.

Need more information? Call 416-833-2011

To find vending machine locations, consider approaching businesses directly, networking with local establishments, or using vending machine locating services.

Explore areas with high foot traffic and demographics matching your target audience.

Locations should have at least 50 people on site a day to provide adequate foot traffic. If they are open 7 days a week it is even better.

Possible locations: Schools - Gyms - Hotels Apartments - Arenas Airports & Train Stations Factories - Car Dealerships Recreation Centres - Retail Outlets - Office Buildings Laundromats - Shopping Centres

Need more information? Call 416-833-2011

Shipping:

Your initial quote will have a shipping cost listed and that may be updated at time of invoicing depending on the time since the initial quote.

You will be invoiced for shipping with the most accurate shipping costs at time of ordering the vending equipment.

Our full-size vending machines are shipped on a pallet with one of our premier freight companies right to your location.

Inside delivery or "white glove" service is not included but could be provided for an extra fee if needed – call to get more information.

Once your order has been placed, it we will let you know when it will be shipped.

Adding credit card readers to your vending machine will drive your revenue up 40% or more.

Learn how credit card readers work on vending machines!

Payment is presented

The first step to reading cards and accepting cashless payments is swiping, inserting, or tapping a card.

Information is transmitted.

Once the consumer swipes, inserts, or taps their card, their information will be transmitted out of the machine via a cellular modem. You’ll need a Wide Area Network (or WAN) connection to transmit encrypted card data from your machine. This type of connection works with a SIM card, similar to most cellular phones.

Data leaves the vending site

When the data is transmitted through the WAN connection, it reaches a payment gateway. The payment gateway includes a data processing center that receives encrypted data and sends it to a credit card processor so it can be approved.

Transaction is cleared

Once the credit card processor approves and clears the transaction, the payment gateway sends a signal back to the vending machine. This signal tells the device to accept or deny the transaction.

When the payment is complete, the sale appears on the consumer’s credit card statement, and the exact price will be charged to their card.

It’s important to note that, in some cases, an interim charge (that’s much larger than the vend transaction) may be posted to the consumer’s credit card statement. This higher charge acts as a placeholder until the final settlement occurs (usually within 24-48 hours).

Source: Michael Benson. January 5, 2024.

This is a great reference piece on best practices of how to take care of your vending machine and reduce down time.

Vending machine failures directly impact your bottom line, as every hour a vending machine is out of service means lost revenue. Further, when a customer finds your machine out of service, and they go to another machine, you may lose them for good. It is in your best interest to do preventative maintenance to reduce or eliminate downtimes.

‍Luckily, most of the vending machine issues you’ll face are known and have simple solutions. You can streamline the entire process of machine maintenance and failure resolution to make sure you reduce instances of machine failure, improve remote fix rates, and decrease time to resolution. In this post, I will introduce you to these common issues and how to do preventative maintenance to avoid cases of vending machine repair.

‍Benefits of Vending Machine Maintenance

‍Establishing a maintenance schedule for your vending machines - especially new machines - can significantly benefit your vending business. Below are the benefits of vending machine maintenance.

‍It prolongs the lifespan of your vending machine. While most accountants depreciate equipment, including vending machines, over seven years, you can generate revenue from a vending machine for as long as 15 years. In fact, there are functional refurbished vending machines that are two decades old. Given that most vending machines in good locations have a payback period of less than two years, the ROI of a well-maintained machine is astronomical.

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It reduces revenue loss from unplanned downtime. You want near 100% uptime for your vending machines, as every unplanned vending machine repair and downtime lead to lost revenue. Also, customers may switch to a competitor for good when they find your machine out of service.

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It reduces costs. Most vending machine repair technicians have a flat rate or a one-hour minimum service charge, regardless of how serious the issue is. Make sure you avoid vending machine repairmen callouts as this will help you reduce costs significantly, especially when running several vending machine locations. Just like regular restocking schedule will, a frequented maintenance schedule will notably reduce your costs in a long haul.

It ensures a good customer experience. One of the selling points of vending machines is that they run 24/7. Downtimes are, therefore, a recipe for customer dissatisfaction. 

Common Issues in Vending Machines

While vending machine brands market their machines as different and better, most machines work similarly. Yes even different types of machines like champagne vending machine, ice cream vending machine, ice machine, or u-turn machines - they all usually work the same. Therefore vending machine repair and maintenance are universal in general. You may encounter the following issues when running a vending machine business.

‍The bill acceptor won’t work.Vending machines take dimes. When a bill acceptor won’t accept bills, it is likely blocked. In relatively new machines, the solution is to remove the cash box, disassemble it, and remove any stuck bills or foreign objects.

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The vending machine won’t take coins. The coin mechanism can malfunction when a coin jams or when dust and grease prevent it from registering coins. Taking the coin mechanism apart and removing stuck coins and dust/dirt will resolve these issues.

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It has ventilation and heating issues. Poor ventilation can lead to several issues, including overheating. The best practice is to station a vending machine four to six inches from the wall to allow airflow. Failing to facilitate adequate airflow can significantly reduce the lifespan of the refrigeration unit.

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Temperature regulation problems. Many vending machines use a compressor to regulate temperature. Some machines that reside at constantly heated locations or outdoors may malfunction in terms of temperature regulation. Proper maintenance will arrest most compressor issues before they arise.

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The vending machine erroneously thinks a product is out of stock. When you have a product in stock, but the machine believes it is out of stock, the problem is usually with the micro switch (detection switch). Adjust the detection switch to position it properly or replace it if the problem persists.

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Problems with the motor. Some motors may fail during shopping. The most likely causes are that the motors are poorly connected or broken. Reconnecting, repairing, or replacing the motor will usually solve the problem. 

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The machine does not transfer goods to the pickup compartment. This is likely because the product does not match the spiral in which it is placed. Consider adjusting the position of the product to fit perfectly on the spiral. 

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The vending door is stuck. The vending door gets stuck because it is dented or worn out. This is usually a problem faced by older vending machines. Getting a technician to straighten out dents or replace worn-out parts will often solve the problem. In case you want to avoid that, make sure you check our solution to unstuck your vending machine.

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App issues. Modern vending machines run apps for taking orders, taking digital wallet payments like cash app or apple pay, advertising on the display, and more. When the apps malfunction or display an error message - like too many transactions issue - customers may incorrectly assume that your machine is out of service.

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If your vending machine constantly needs a repair, make sure you check our piece on how to fix most common vending machine problems.

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Vending Machine Maintenance Tips

You can avoid vending machine repair by doing preventative maintenance regularly. Many vending machine operators already have a restocking schedule and recognize the value of having such a system. Establishing a maintenance schedule can be just as valuable to your vending business. Below are some actions you can take to ensure your machine is always well maintained.

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Clean the bill and coin acceptors. The coin acceptor and bill acceptors are some of the most essential components of your vending machines. When coin acceptor malfunctions, you can’t make any sales. Dirt, dirt, and grease can clog bill and coin acceptors and jam them. Take the coin and bill acceptors apart on a reasonable schedule and clean the components to prevent dirt and dust buildup.

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Clean outside the vending machine. The saying ‘don’t judge a book by its cover’ doesn’t apply to your vending machine. Most people will skip your vending machine for a competitor if it is dirty. They’ll probably assume that the products inside are also dirty. No one wants to drink from a dusty can. That's why you want your vending machine well maintained.

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Clean the condenser coil. It is best practice to clean the condenser coil at least every two months if the machine sits on a carpet or every three months if it sits on concrete or tiles. You can clean the condenser coil using compressed air or a simple cleaning brush. 

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Clean the entire vending machine at least twice a year. At least twice a year, you want to clean the entire vending machine with a food-grade detergent if you want to avoid vending machine repair.

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Sanitize frequently touched surfaces. When restocking the machine, consider wiping and sanitizing surfaces your customers touch frequently. Besides the obvious hygienic gains, you will also reduce instances like buttons getting stuck.

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Ensure the machine is positioned correctly. The vending machine should always be four to six inches away from the wall for proper ventilation. Further, ensure that no objects, such as cardboard boxes, are between the machine and the wall.

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Check if the machine is maintaining the desired temperatures. It helps to check if the vending machine maintains the desired food-safe conditions and temperatures. If the machine heats up frequently, check the thermostat temperature and how far the machine is from the wall. Also, check if the cooling fan is working properly.

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Examine the security features. You want to ensure that the security features and vending locks have not been tampered with. Repair machines or replace them as soon as possible if they’ve been tampered with.

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Ensure apps are working correctly.Smart vending machines usually have apps facilitating remote management, mobile payments, personalized shopping experiences, and inventory tracking. Ensure the apps are working correctly. Otherwise, update, debug, or replace them.

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How to Reduce Vending Machine Out-of-Service Situations

Regular vending machine maintenance can significantly reduce machine downtime and help reduce associated losses. A near 100% machine uptime will not happen by accident. You must take proactive action to keep your machines well maintained. Below are the actions you can take to reduce vending machine downtimes significantly.

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Maintain a Vending Machine Maintenance Schedule

‍A predefined vending machine maintenance schedule will help reduce downtime, reactive repairs, and associated repair costs. You should allocate personnel to maintenance tasks and budget sufficient time to complete the exercise. When you keep your vending machine well-maintained at reasonable intervals, you will catch serious issues before they arise and even add years to the lifespan of your equipment.

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Buy Reliable Vending Machines from Reputable Manufacturers

‍Vending machines are not created equal. It is best to buy machines from manufacturers that have built engineering and operational processes to build reliable vending machines consistently. The best vending machines and pieces of equipment built by best brands record fewer breakdowns, have easier-to-replace parts, and have a reasonable manufacturer warranty.

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Always Use Original Equipment Manufacturer Parts 

‍Always use original parts from the same manufacturer whenever possible when replacing vending machine parts. Aftermarket parts, while cheap, are rarely made to the required standards. Original parts will fit perfectly with other parts in the vending machine, perform up to standard, and eliminate additional costs caused by breakdowns or wear. Further, genuine parts can help you comply with the manufacturer’s warranty and extend the life of your vending machine.

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Regularly Check the Payment Mechanisms

‍Of all the common vending machine issues you will face, failure of payment mechanisms can be the most crippling. When the coin acceptor, bill validator, credit card reader, or cashless payment mechanism fails, you start losing revenue immediately as people cannot pay using their preferred mechanism. To avoid this, ensure your payment mechanisms are working properly and clean all dirt/dust and foreign objects that may jam the bill/coin acceptor.

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Catch Issues Early with Remote Management Technology

‍In the old days, vending machine operators didn’t know what was happening with their machines unless they visited the vending locations. Now, with technology, you can get real-time alerts about the status of your machines, so you know when an issue needs your attention. Vending software of smart vending machines today can alert you about compressor failures, software failures, coin jams, bill jams, and other issues as soon as they arise. 

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Stock up on Frequently Used Vending Machine Spare Parts

If you are running several vending locations, stocking up on spare parts you frequently use may be a good idea. Depending on your vending machines, you can stock spare motors, coin/bill acceptors, control boards, spirals, cables, and power supply parts. You should have genuine manufacturer parts where possible.

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Use a Reliable Power Source

‍A vending machine may not work properly because the power source is erratic. Check the power connection and ascertain that it can meet the energy demands of the vending machine. If you suspect that the power source is the cause of the problems, try using a different outlet or power cord to troubleshoot the problem.

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Start Small and Scale in a Manageable Manner

Vending machine businesses are easy to run because they require minimal human care. It also means you can scale the business quickly by registering an LLC and adding new locations. This is a double-edged sword, as you can scale too fast and run into a situation where you cannot maintain your machines properly. To avoid breakdowns because of lack of maintenance, scale only when you have the human resources to stock, service, and maintain all machines.

If you're sure about scaling up though, make sure you check our vending starter kit or vending LLC & EIN registration.

Build Relationships with Experienced Repair Technicians

‍Where you don’t have technicians under your direct employment, you want to build great relationships with local repair technicians in or near the locations where you operate. This way, they can prioritize your vending business and attend to issues as soon as you alert them.

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Learn How to Resolve Common Vending Machine Issues

‍Vending machine technicians charge a flat fee or a one-hour minimum service charge for repair jobs. These costs can add up if you are operating several vending machine locations. If you have the time to repair the machines yourself, it may be a good idea to learn how to resolve common vending machine issues so you don’t have to call an independent technician whenever something breaks down.

Written by Michael Benson

https://www.vendinglocator.com/blog/vending-machine-maintenance#common-issues-in-vending-machines