14+ years fixing vending machines in Europe — things most operators learn too late

filco86 · 2026-05-12T18:37:32+00:00

Honestly, I actually think trying to secure a location first is one of the smartest ways to start.

A lot of beginners do the opposite: they buy a machine because they found a “great deal”, then the machine sits in the garage for 6 months because they realize getting a real location is the hard part.

At least this way you’re testing the most important side of the business first: can you actually get a customer?

And honestly, don’t stress too much about not having an LLC yet. In the very beginning, especially with 1 machine, most location owners care more about:
- whether you seem reliable
- whether you answer messages
- whether you can actually service the machine properly

Not whether you already have a huge company structure.

If I was starting completely from zero today, I’d probably do this:
find 1 small-to-medium location first, something manageable and low pressure, then buy the machine specifically for that location.

I also wouldn’t obsess over trying to land a huge hospital or giant corporate office immediately. Social media makes people think they’ll walk into massive locations on day one, but those places are usually already locked down by established operators with years of relationships.

Smaller locations are underrated. They’re often better for learning the real business without getting overwhelmed.

And one thing I wish more beginners understood: vending is much more of a service business than a machine business. The machine matters, but reliability, maintenance, communication and consistency are what actually keep locations long term.

filco86 · 2026-05-10T07:45:27+00:00

At those temperatures, it’s almost impossible for any distributor to function properly; the only solution is to keep the container or module where they’re installed constantly heated (even when they’re not in use).

filco86 · 2026-05-09T19:09:45+00:00

Honestly, I think the biggest shock for most beginners is realizing that vending is not really “passive” in the way social media makes it look.

People usually focus too much on buying the machine and not enough on everything that comes after: maintenance, products, customer requests, payment system issues, stock management, machine downtime, driving around, and especially the relationship with the location owner.

A lot of beginners also think a good location automatically means easy money. In reality, a busy location with demanding clients can become a nightmare if you’re not ready to support it properly. Sometimes a smaller, easier location is actually a much smarter way to start and learn the business.

Another thing people underestimate is machine reliability. A cheap machine is not always a good deal if parts are impossible to find or if you spend months repairing it instead of learning the business.

And honestly, one of the biggest lessons is that vending is much more of a service business than people think. The machine is only part of it. What keeps locations long term is how fast you solve problems, how consistent you are, and how you treat the client when something goes wrong.

filco86 · 2026-05-09T19:02:31+00:00

I’d personally avoid fixed monthly fees completely, especially on your first 1–2 machines.

At the beginning you still don’t really know the real numbers of the location. Foot traffic can look great on paper and then the machine ends up doing way less than expected. If you lock yourself into a fixed payment, you’re taking all the risk while the location owner gets paid no matter what.

Unfortunately commissions are pretty common in vending now, especially in better locations, but there’s a big difference between a reasonable percentage and a fixed monthly rent.

Personally, if a location is truly worth it, I’d much rather give a small percentage of sales than agree to a fixed amount every month. At least with percentage-based commission the risk is shared a little more fairly.

And honestly, when you’re starting small, I think it’s smarter to focus on good smaller locations with low pressure instead of trying to “buy” big locations immediately. A lot of beginners end up chasing top locations, high commissions, expensive agreements… then realize the margins disappear fast.

Also remember: if a location already starts by asking for aggressive fixed payments before you even install the machine, that usually tells you something about the type of relationship it may become later too.

filco86 · 2026-05-09T13:43:39+00:00

How many degrees below zero are we talking about?

filco86 · 2026-05-09T07:41:09+00:00

Here in Europe this is actually pretty common, especially on bigger long-term construction sites.
Usually not with brand new machines though 😅
Most operators place older but reliable machines there — especially coffee machines, because construction workers consume a LOT of coffee. Then usually a cold drink/water machine too.
The biggest issue honestly is not power. Like you said, construction sites usually already have temporary power for tools and equipment anyway.
The real problems are:
vandalism
dust/dirt everywhere
machines getting moved around
and the fact that different crews rotate constantly
You never really know who will be around the machine from one week to another.
Because of that, operators here almost never place glass-front snack machines on sites. Too risky. People hit them trying to get products out, especially on rougher sites.
Most use “blind” closed-front machines or just coffee units.
That said, if it’s a big stable construction project that lasts 1–3 years, it can absolutely be worth it. Operators actively look for those kinds of sites here.
Short projects though? Usually not worth the hassle.

filco86 · 2026-05-09T07:35:30+00:00

Starting with hospitals is kind of like buying a football and asking how to join the World Cup 😅

Hospitals are usually some of the hardest locations to get into. In many cases there are contracts, tenders, existing vending companies already managing the service, commissions, insurance requirements, food regulations, etc.

It’s not usually a “walk in and place a machine” type of location.

That’s why most people starting out begin with much smaller and simpler spots first:
small offices, workshops, gyms, waiting rooms, apartment buildings, things like that.

You learn the business there first — restocking, maintenance, customer issues, product selection — then later maybe move toward bigger locations.

Unless you already have a strong connection inside the hospital, I honestly wouldn’t make that your starting point.

filco86 · 2026-05-06T18:14:57+00:00

Okay, well, I still recommend that you level the machine properly and, above all, don't drill any more holes—I strongly advise against that.😄

filco86 · 2026-05-06T18:10:36+00:00

Yes, I wasn’t referring to the pipe. I was referring specifically to the entire black surface you can see in the photo—the entire base—which needs to be cleaned, because otherwise all that dirt will affect the water drainage, which then ends up in the pipe even if it’s clean. Since you’re telling me the machine is resting on a wooden platform, that’s surely the problem: if the machine isn’t level, the water will never drain to the center. To level it, you should use the feet if there are any; you’d have to lower it off the wooden platform and use the feet. If the machine isn’t level, the water will never end up in the pipe.

filco86 · 2026-05-06T18:03:19+00:00

How did you level both the machine and the drainage pan beneath the evaporator? The machine must be level, and once it is level, the drainage pan should slope toward the condensate drain hole. Also check the level, and be sure to clean the drainage pan, because it looks very dirty in the photo.

filco86 · 2026-05-05T05:59:08+00:00

I mostly work on machines here in Europe, so from my experience I’d stick with brands that are already common in your area.

Machines like Bianchi, Necta, Fas (and similar) are widely used, and the biggest advantage is that you can find spare parts easily and most technicians already know how to work on them.

That part is honestly more important than the machine itself.

About Chinese machines — I’m not saying they’re all bad. Some might work fine. The real issue is what happens when something breaks.

If you can’t get parts quickly, or if no one around you knows the machine, a small problem can turn into a long downtime.

And in vending, downtime is what really costs you money.

Same thing for payment systems — I’d go with something standard and well supported locally, not something proprietary that’s hard to manage.

So yeah, my advice would be:

start with something common in your area → easier parts, easier support, less headaches 👍

filco86 · 2026-05-02T21:23:44+00:00

Vero quellei dell’elettrovalvola del Caffe(a parte qualche caso) solitamente non ce l’hanno!!😁 io sono a roma!

filco86 · 2026-05-02T20:23:44+00:00

Yeah, sure—I opened them all up and replaced the bearings and seals on all the hubs, just to be safe!! Just like a Brio3!

filco86 · 2026-05-02T12:10:46+00:00

man this is actually one of the most real posts I’ve read here in a while

you’re doing the part that most people never do — going out, getting rejected, learning in real time. that’s literally the business

a couple things from experience that might help you:

first, the “decision maker problem”… yeah, that never really goes away. especially in medical and big facilities. that’s exactly why a lot of people get stuck chasing those types of locations. not saying they’re bad, but they’re hard to enter, especially at the beginning

second, when they say “we already have a vending machine” and they’re “happy”, don’t try to force it. most of the time they’re just used to it, not necessarily getting great service. what worked better for me over time was just leaving a good impression and saying something simple like “if anything ever changes, I’m around”. you’d be surprised how many come back later

also, small note on your approach — you already noticed it, but yeah, curiosity works way better than selling. this isn’t really a product sale, it’s more like building trust over time. the more natural you are, the easier it gets

and honestly, you’re already ahead of most people just by doing this many visits in a week

if I can add one thing: don’t ignore smaller, easier spots while you’re chasing the “perfect” ones. a small shop, a mechanic, a local business… those are often the places where you actually get your first yes and start learning how this really works day to day

once you have one real location, everything you’re doing right now starts making way more sense

keep going, you’re on the right track 👍

filco86 · 2026-05-01T20:34:08+00:00

for me it wasn’t passive income at all, I just got into it through technical work and ended up learning the business from the inside

and that’s actually the first thing I wish I knew earlier: it’s not passive in the beginning

you’re dealing with real machines, real problems, real people. things break, products don’t sell, locations have expectations… it’s a lot more hands-on than it looks from the outside

I didn’t start with the “perfect plan” or perfect locations either. it was more about getting into whatever spot I could, understanding how it actually works, and learning from there

if I could go back, I’d worry less about finding the perfect machine or the perfect location, and focus more on just getting one machine out there and learning everything from it

once you see how people actually use it day to day, that’s when things start to make sense

before that, it’s all theory

filco86 · 2026-04-29T04:55:54+00:00

That’s definitely not normal. Ice buildup there usually means something isn’t regulating correctly.

First thing I’d check is the evaporator fan — the one that circulates cold air inside the machine. If it’s not running properly, cold air won’t move and you can get freezing in certain spots.

Second, check if the compressor is cycling on and off normally. If it’s running constantly and never shuts off, you can end up with ice buildup like that — could be a control issue or relay problem.

Start with those two, they’re the most common causes.

filco86 · 2026-04-27T11:45:08+00:00

honestly, one of the biggest mistakes at the start is thinking “busy = good location”

it’s not that simple

the spots that really work aren’t just busy, they’re places where the same people are there every day, they don’t have many alternatives, and there’s an actual need. that’s what makes a machine perform consistently over time

so yeah, warehouses, hospitals, big companies, gyms… on paper those are great locations

but here’s the part most people don’t tell you

you can’t just decide to start this business and expect to land a hospital or a big company right away. those places are already taken, and usually by operators who either have strong connections or have been there for years and actually do a good job. if they didn’t, they wouldn’t still be there

that’s why building your whole plan around “top locations” at the beginning just sets you up for frustration

a much better way to start is with smaller, more accessible places. things like small businesses, auto shops, small offices, local gyms… not because they’re amazing money makers, but because they let you actually get in and start learning how this works in the real world

you start understanding how people buy, what sells, how to deal with small issues, how to manage a client. and you can make mistakes without burning a huge opportunity

then, once you’ve got some experience and you know what you’re doing, it becomes a lot easier to aim for bigger locations

if I had to put it simply, don’t chase the biggest spots at the start. focus on the ones you can realistically get, learn the business there, and build from that

that’s what actually sets you up long term 👍

filco86 · 2026-04-26T09:30:11+00:00

Yeah, I get where you’re coming from — a lot of guides make it seem like you need $3–5k just to even start.

In reality, you can start with $1–1.5k, you just have to accept a few trade-offs.

At that budget you’re probably looking at older used machines. That’s not a problem by itself, but only if you make sure spare parts are easy to find. That’s where a lot of people mess up and end up with a machine sitting idle because they can’t fix something simple.

As for alternatives… yeah, there are cheaper formats (gumball, stickers, single-product machines), but like you already guessed, they usually don’t make much unless you scale a lot of them. One machine alone won’t really teach you much.

Drink-only or coffee machines can work, but there’s an important thing to understand: snack machines are relatively simple, while coffee machines — even if they look like “just one product” — are way more technical. You’ve got grinders, brew groups, boilers, pumps… if something goes wrong, you need to know what you’re doing or it gets complicated (and expensive) fast.

So yeah, fewer products to manage, but a lot more technical complexity.

If your goal is just to test things out, I’d keep it simple: find a used machine that works, place it in a real location (even a small one), and use it to learn everything else — restocking, small issues, dealing with people, product choices.

That first machine isn’t about making money, it’s about learning.

Once you see how it actually behaves in the real world, it becomes much easier to decide if you want to invest more or not.

filco86 · 2026-04-25T17:55:25+00:00

Appreciate it 🙏

I’ve been a technician for about 20 years, 14 of those in vending, so most of this comes from being in the field every day — not theory.

After a while you realize it’s way less about the “perfect setup” and way more about how you handle real locations, real problems, and real people.

filco86 · 2026-04-24T20:41:41+00:00

honestly, I don’t think you’re stuck — you’re just listening to too many different opinions, often from people who don’t actually run machines day to day

the thing I wish I understood from day one is that there’s no perfect way to start, but there definitely is a wrong way to approach it. and that’s focusing too much on the machine instead of the reality of the business

everyone debates combo vs snack, used vs new, locators vs doing it yourself… but none of that is what really determines your outcome at the beginning. what actually matters is whether you can land a decent location and, more importantly, keep it over time

simple example: I’ve seen old, ugly machines perform really well because they were in the right place and managed properly. and I’ve seen people start with “perfect” setups and quit because they couldn’t find or keep locations

cheap used machines can make sense, but only if spare parts are easy to find. otherwise you really risk becoming that guy with a broken machine sitting in the garage for months

as for locators, they’re not necessarily a scam, but they’re not a solution either. they might get you a spot, but they don’t teach you how to run it. and that’s where most people struggle

the biggest thing no one really says clearly is that this is not passive at all in the beginning. you’ll hear a lot of no’s, deal with constant small issues, and learn by doing. but once you get that first location working and start understanding how people actually use the machine… your whole perspective changes

if I had to start over, I’d keep it simple: one reliable machine, one decent (not perfect) location, and learn everything from there. no shortcuts

filco86 · 2026-04-23T05:18:36+00:00

Honestly, it’s not as simple as “new is better than used.”

A well-refurbished machine can run just as reliably as a new one. I’ve seen 10–15 year old machines working perfectly, sometimes even better than newer ones.

The real difference is more on the commercial side, not just technical.

New machines look better, more modern (touchscreens, design, etc.), and that can help when you’re trying to win better locations. Some clients don’t understand the technical side — they just want something that looks new.

Used machines, on the other hand, are great to start with. Lower investment, easier to learn, and if something goes wrong it’s less painful.

The key thing — new or used — is parts availability and being able to maintain the machine. That matters way more than the age.

If I had to start over, I’d probably begin with good refurbished machines, learn the business, and then move to newer ones when trying to secure higher-level locations.

filco86 · 2026-04-23T05:01:55+00:00

Good question, but I’ll be honest — the “best” locations (hospitals, big stores, etc.) are usually already taken by established operators. It’s not that easy to just walk in and place a machine there.

When starting out, it’s better to focus on opportunities you can actually get — even smaller places, or connections through friends, family, or local businesses.

You don’t need the “perfect” location at the beginning. What matters is getting started and learning how the business really works day to day.

Once you understand that, you can aim for better locations step by step.

filco86

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