YOUR GUIDE TO BUYING A COMMERICAL COFFEE MACHINE.

Finding the best commercial coffee vending machine for your workplace is more than just a question of taste—it’s about balancing convenience, quality, capacity, and budget. Whether you’re looking for a quick and reliable instant coffee solution or a premium bean-to-cup experience, making the right choice can boost employee satisfaction, enhance productivity, and even create a welcoming office culture.

This guide will walk you through everything you need to consider when selecting a coffee machine for offices, from the differences between instant and bean-to-cup models to maintenance, payment options, and whether you should charge employees per cup. With so many options available, it’s essential to choose a machine that aligns with your office’s daily demands, space, and future growth.

At Connect Vending, we offer expert guidance and tailored solutions to ensure you get the most out of your coffee setup. Whether you need a high-capacity freestanding machine, a stylish tabletop model, or a fully managed service plan, this guide will help you navigate your options and make an informed decision.

Let’s dive into the key factors to consider when choosing your ideal office coffee machine.

Instant

No doubt you are already familiar with instant coffee and have a jar of your freeze-dried favourite in the workplace kitchen cupboard, so you may be wondering, “Why do I need a machine to make my instant coffee?” The answer is, simply put, convenience and quality. These two concepts that are so often mutually exclusive are the reason why business coffee machines just make sense. Instant coffee has evolved in recent years – yes, it’s still ground coffee that has been freeze-dried and turned into a soluble powder – but a real change has been made in the way that it is prepared.

For context, your average household coffee pod machine that makes those delicious frothy cappuccinos is, in fact, still instant coffee! Instant commercial coffee machines, such as the Coffetek Vitro S1 Instant, use soluble coffee and soluble milk to create barista style beverages such as lattes and mochas, using water pressure and steam to replicate the velvety smooth milk that coffee shops are known for. As for convenience, being able to create your favourite drink at the touch of a button is just the beginning – with instant coffee you don’t need to worry about your coffee beans going stale, and you’ll have a cappuccino in hand before your colleague has finished filling the kettle.

✓ Easy Maintenance

✓ Barista-style drinks

✓ Quick Dispense

✓ High Capacity

✓ Can often dispense other soluble products such as soup

✓ Often the best budget workplace coffee machines

Bean to Cup

If you find your staff are regularly coming to the office with a coffee-to-go from the high street, it’s time to consider a bean-to-cup coffee machine. These machines are equipped with coffee bean grinders and pressurised brewers that use the same mechanisms as professional coffee machines used by baristas to turn your whole coffee beans into authentic espresso, the ambrosia that forms the foundation of all coffeeshop recipes. These machines are ideal for office spaces that want to offer a premium coffee solution with full coffee shop menus.

✓ Real Espresso

✓ Premium Coffee

✓ Fresh Milk Options Available

✓ Customisable Drinks

In the pursuit of barista perfection, many commercial bean-to-cup machines are now equipped with refrigeration modules for storing fresh milk. These machines offer a coffee experience that’s as close to your favourite barista’s creations as you can get, without taking a single step outside the office. If what you’re looking for is superior lattes and cappuccinos, then a fresh milk machine could be the one for you.

Unfortunately, the dream of a delicious cup of fresh milk coffee can quickly become a cumbersome reality if you aren’t prepared for the additional maintenance. Daily cleaning and stock rotation is paramount when it comes to operating a fresh milk machine to maintain hygiene and prevent damage. We’ve all been there, first thing on a Monday in the office and you reach for the milk that’s definitely been in the fridge over the weekend. You perform the Sniff Test. Sometimes it passes, sometimes it fails – one thing is for sure, you absolutely do not want to risk sour milk running through your coffee machine.

Most of the machines are fitted with an automated cleaning cycle for the internal parts, but an amount of manual cleaning is necessary to maintain hygiene standards, so it’s important this is taken into consideration before deciding on what machine is right for you.

✓ As close to barista-quality coffee as it gets

✓ Coffee shop quality

✓ Increased variety

✓ Iced Coffee

✗ Requires thorough cleaning and maintenance

On the flip side, instant coffee machines with granulated milk are the steadfast, low-maintenance companions of the coffee machine world. They might not promise the moon and the stars in terms of taste, but they deliver a consistent, hassle-free caffeine fix with admirable reliability. For teams that prioritise convenience and simplicity, or for offices without the facilities to manage a fresh milk machine, an instant coffee machine could be perfect.

The choice between indulging in the luxurious embrace of fresh milk coffee machines or leaning on the dependable shoulder of an instant coffee machine involves a dance of priorities. You could, however, opt to sit comfortably in the middle with a bean-to-cup machine that uses soluble milk. It’s about weighing the allure of superior taste against the practicalities of your office’s daily grind. Each workplace is a unique ecosystem, so it’s important to weigh up your options before deciding which will best suit your day-to-day.

Additional options to consider from your hot drinks machine are tea, hot chocolate and soup. The make and model of the machine will be determined by how strongly you feel about wanting these options.

Commercial coffee machines tend to come as either table-top or freestanding, each more suited to a certain environment than the other. For example, table-top coffee machines are ideal for smaller offices with less traffic, whereas freestanding coffee machines are ideal for larger spaces with more square footage and higher demand due to their increased capacity. Most freestanding coffee machines also dispense disposable cups, making it perfect for placing wherever there are areas of high footfall, even in the warehouse, without having to worry about proximity to the breakroom.

Tabletop:

✓ Compact

✓ Stylish

✓ Feels higher quality

✓ Fresh milk options available

Freestanding

✓ Ideal for high-traffic areas

✓ Cup dispensing

✓ Larger capacity

✗ Fresh milk options are not currently available

Choosing the right workplace coffee machine rental for your workplace capacity is paramount, and it’s equally important to look at your company’s growth expectations to future-proof your machine. Coffee machines measure capacity in several different ways:

Hopper or Canister Capacity

The hopper is where the coffee beans are stored ready to be ground and is usually visible from the outside, as shown in the image above, whereas the canisters store the dry powdered ingredients such as soluble milk, instant coffee, chocolate powder and sugar.

Choosing the correct machine size will ensure you aren’t having to refill the machine too often. When it comes to the bean hopper, you also want to avoid overfilling to prevent your coffee beans becoming stale.

Cake Bin Capacity

This is where the used coffee grounds will end up. If you’re expecting your coffee machine to get a lot of use, it’s worth checking you have a large enough cake bin to make sure you’re not having to empty it too regularly.

Water Capacity

Most of our coffee machines will be connected to your mains water supply, but if you’re interested in the more “portable” tank-fed models, you’ll want to ensure that you’re not trekking backwards and forwards to the kitchen sink for refills!

Cups per Day

Coffee machines have a sort of “mileage”, where manufacturers recommend how many cups a day their machines are capable of making per day. Some of the entry-level machines such as Evoca Saceo Magic and Coffetek Vitro S1 are perfect for small offices with 20-50 members of staff on site, whereas the larger machines Coffetek Neo Q and Rex S500 are suited to busy environments with over 250 staff. It can be tempting to save money by going for a lower-entry machine, but it’s going to wear out much faster than more suitable models.

How we calculate “Cups Per Day”

There’s no way to measure exactly how many coffees your workforce will consume, but as workplace coffee machine suppliers we have worked out a general rule of thumb based on the following assumptions:

Out of your workforce, 1/3 will consume 3 cups a day, 1/3 will have one a day, 1/3 don’t drink coffee at all.

This works out as one cup of coffee per person per day.

By selecting a coffee machine for business that’s suited to the demands of your workforce, you’ll be preventing breakdowns and reducing the number of times your machines will need to be refilled and emptied.

In the lively hustle and bustle of office life, implementing a per cup charge for coffee is a strategy with a fine line between generating a modest revenue stream and ensuring your coffee vending is still a great employee benefit. By opting for a coffee machine with payment system and a pay-per-use model, businesses can recoup some of the investment made into the coffee machine and its upkeep.

However, implementing a pay as you go coffee machine requires thoughtful consideration. It’s a bold move that needs to align with your workplace culture and be communicated effectively to ensure it is embraced by staff rather than viewed as a disadvantage.

Opt for a Premium Coffee Station: These industrial coffee machine stations use advanced fresh-milk coffee machines and stock cups, sugar sticks and stirrers in the same fashion as those found in service stations. For example, Connect Vending have partnered with luxury coffee brand illy café to create a coffee solution that rivals high-street giants such as Starbucks and Costa.

When employees are given access to barista-quality coffee, for a fraction of the high-street price, all without leaving the premises, you’re still offering them an excellent per

Consider the Office Context: Paid coffee machines are particularly well-suited to large offices, campuses, or environments where leaving the premises for coffee is inconvenient. In such settings, the convenience of an on-site machine offering high-quality beverages can outweigh the cost for employees or students, making the pay-per-cup model more appealing.

Subsidise Prices: By keeping your prices close to cost-price you can create a compromise with your employees. Better yet, you can use free coffee as a staff incentive! Why not try awarding your “employee of the month” with a week of free coffee?

Average Highstreet Latte: £4.50
Your Office Coffee Machine: £1.50

These are still excellent savings for your staff, and access to premium facilities like these will make them feel more valued and happier to be in the office.

Affordable Employee Perk: A workplace coffee machine is a great way to improve employee satisfaction, and with a wide range of machines to suit different capacities and requirements, you don’t need to break the bank to provide one.

Office Bonding: Being able to walk into the office and grab a coffee with colleagues before starting the day is an excellent way to foster friendly relations between staff.

Morale Booster: Additionally, studies suggest that the caffeine found in coffee can increase dopamine levels in the brain, helping to boost the mood and energy levels of your employees.

Increase Productivity: Caffeine is also widely recognised for its ability to increase alertness and decrease fatigue. Not only does this help your staff perform better at their desks, but a study published in the National Library of Medicine also found that “caffeine consumption was associated with about half the risk of frequent/very frequent cognitive failures and a similar reduction in risk for accidents at work”.

Staff Retention and Recruitment: Retaining and employing great people is made easier by having great employee perks. Free, or even subsidised coffee, can be the deciding factor between yourselves and another employer.

Controlled Free Vends: If you’d like to offer both, or you’re simply not sure, you can always opt to have a commercial coffee machine with payment system with a dedicated key fob that can be used to dispense coffee free of charge. This is a popular method for businesses that have paid coffee machines but may wish to offer free coffee to guests and VIPs.

Now that you have a good idea of what makes a good coffee machine for offices like yours, it’s time to think about how you’d like your coffee machine to be managed. At Connect Vending, we take a holistic approach to workplace food and beverage solutions. All businesses and workplaces are different, so we offer two different service plans for you to choose from: Service & Maintenance and Fully Managed.

This package provides essential planned preventative care (PPC) for your coffee machine. Wear-and-tear is inevitable when it comes to machines, so it’s expected that, eventually, something will break. Just like how you service and MOT your car, keeping your coffee machine in good working order means we can catch your coffee machine grinder before it perishes, replace any parts damaged by limescale, and change your water filter before it expires.

Our Service & Maintenance Plan also covers you for unlimited call outs and labour associated with repairs, so if you do experience a breakdown, we’ll have you back up and running in no time.

We have a fleet of engineers operating within designated regions of the UK, enabling us to uphold unparalleled standards when it comes to attending breakdown calls:

• We attend 85% of service calls within 4 working hours…
• And 100% within 8 working hours
• We keep 98% commonly replaced parts in our engineer’s vans and that means…
• We maintain a 90% first time fix rate

These response times are the same for all our customers, even those on the Call Out Only plan. We believe excellent service should be available to all our customers, and by being a part of our Service and Maintenance plan, you are helping us to achieve this.

Our Fully Managed service includes all the above as well as cleaning and replenishments. Alongside our engineers, we also have a fleet of operators who visit our various machines for restocking and cleaning. For coffee machines, this includes refilling the bean hoppers and any dry ingredients, cleaning the mixing bowls and tubes inside the machine, emptying any waste and running a cleaning cycle where necessary. When it comes to cleaning your coffee machine, it isn’t always clear who this task is best assigned to, so why not leave it to the professionals? Our operators can be scheduled to visit as often as necessary, at times that are best suited to you and your business, for minimal disruption. Our goal is to make sure that you get your perfect morning cup of coffee every day without delay.

We’re always here for you and your coffee machine, even if you decide not to take out a Maintenance Contract with us. While opting out can help you avoid monthly payments, it may not be as cost-effective as it first appears. Our planned preventative maintenance (PPM) helps prevent common issues caused by everyday wear and tear. Without regular servicing, minor problems can escalate into costly breakdowns. Additionally, unexpected callouts may incur higher charges, as we are unable to anticipate and plan for them in the way we do for our maintenance and service plan customers.

Our Consumables department offer food and drink wholesale for your office – no contract, no minimum order, not even a machine is required. This is a great option for small businesses who wish to manage their coffee machine themselves but want to streamline their purchases with convenient recurring orders delivered straight to their door. Order your coffee beans, tea bags, sugar sticks, stirrers and cups all in one convenient place, as well as fresh fruit, ambient snacks, cleaning supplies and more.

At Connect Vending, we offer flexible payment options to suit your business needs, whether you prefer the financial ease of a lease rental agreement or the long-term benefits of outright purchase.

A lease rental agreement means you are essentially getting a coffee machine on rent, and is the most popular choice among our clients, allowing you to spread the cost of your commercial coffee machine over a period of 12 to 72 months. This option is typically combined with your maintenance plan for hassle-free operation.

Key Benefits:

• Improved Cash Flow – Spread the cost over time instead of making a large upfront investment.
• Tax Efficiency – Leasing allows you to pay for the use of the equipment without owning it, preventing it from becoming a depreciating asset on your books. Additionally, as it’s provided as a benefit to staff, it may not be recorded as a capital expense.
• Flexibility – At the end of the lease term, you can easily upgrade or swap your machine for a newer model.
• No Ownership Hassles – Your company provides a great staff benefit without the long-term responsibility of owning and maintaining the machine.

Buying a coffee machine outright involves a single upfront payment, making it the most cost-effective choice in the short term, as there is no leasing costs involved.

Key Benefits:

• Lower Overall Cost – Without a leasing company’s involvement, the total cost of ownership is lower.
• Asset Ownership – The machine is a company asset, and depreciation can be accounted for over 3-5 years, depending on your accounting principles.
• Ideal for Cash-Rich Businesses – If your company has the available funds, purchasing outright avoids long-term commitments.

Potential Drawbacks:

• Limited Upgrades – Companies that purchase machines outright often delay upgrading them after five years, leading to outdated equipment.
• Increased Maintenance Costs – Older machines are more prone to breakdowns, resulting in a higher volume of service calls.
• Brand Perception – Worn-out or poorly maintained machines can create a negative impression, potentially affecting customer and employee satisfaction.

A free-on-loan vending machine is where we put one of our vending machines onto your premises, for an agreed period, with responsibility for all associated costs and revenue remaining with us. There are certain requirements that must be met for this model to work:

• A minimum of 15 machines on site
• Revenue must exceed £160 per machine per week

This is to cover our overheads and to produce enough revenue to be beneficial to the business. Whilst we don’t often offer our coffee machines free on loan, we are always open to discussions.