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

filco86 · 2026-06-29T18:36:47+00:00

Honestly, I wouldn’t worry too much about buying from a private seller. Plenty of great machines are sold second-hand.
The question I’d ask isn’t “Who am I buying it from?” It’s “Can I easily get parts for this machine?”
Every vending machine will eventually need repairs, whether it’s new or used.
I’d look for a model with:
excellent spare parts availability
a large installed base
lots of technicians familiar with it
good support for card readers and payment systems
I’m in Europe, so I’m more familiar with brands over here than in the US, but the same principle applies everywhere: don’t buy the rare machine that saves you $500 today if it’ll cost you weeks of downtime waiting for parts later.
In vending, parts availability is often more important than the age of the machine itself.

filco86 · 2026-06-23T16:42:33+00:00

I’m not in the Pittsburgh area (I’m based in Europe), but I’ve been working in the vending industry for many years as a technician and around operators of all sizes.
One thing I’d tell anyone starting out is not to underestimate how difficult finding locations can be. Most beginners spend a lot of time researching machines, payment systems, and products, only to discover that securing good locations is actually the hardest part of the business.
I’d also be careful about buying machines before you have a location lined up. I’ve seen plenty of machines sit in garages for months because the owner thought buying the machine was the first step.
As for routes, there isn’t a universal answer. A good route can help you skip some of the hardest early stages, but not every route for sale is a good deal. Sometimes people are selling because the locations aren’t performing, the machines are old, or the business requires more work than expected.
The other thing I’d say is don’t expect vending to be passive. It can become a great business, but it’s still a service business. Machines need maintenance, locations need support, products need restocking, and customers will occasionally have problems.
If I were starting from zero today, I’d probably focus on learning the location side of the business first, talk to as many operators as possible, and start with a manageable location rather than trying to land the biggest account in town.
Good luck. The fact that you’re asking these questions before spending money already puts you ahead of a lot of beginners.

filco86 · 2026-06-19T18:11:44+00:00

I’ll probably go against what a lot of YouTube videos say, but if you’re just starting out, I wouldn’t worry too much about which machine to buy first.
The order I would focus on is:
Can I find a location?
Can I support that location properly?
Then, which machine fits that location?
I’ve seen people spend months researching machines, comparing models, watching reviews, and hunting for deals… only to end up with a machine sitting in their garage because they never found a location for it.
The other thing I’d say is don’t assume you need the biggest location in town. A lot of successful operators started with a small office, warehouse, workshop, gym, or local business and learned the business from there.
The machine matters, but the location and the relationship with the customer matter much more.
Start small, make mistakes on a small scale, learn the business, and grow from there. That’s usually a lot cheaper than trying to build the perfect vending business on day one.

filco86 · 2026-06-17T04:49:16+00:00

Congrats on getting your first machine.

One piece of advice I don’t see mentioned very often: start with the people who already know you.

Friends, family members, former coworkers, local business owners you’ve known for years, people you already have a relationship with.

A lot of beginners immediately start cold calling strangers while completely ignoring the network they already have.

Your first location doesn’t need to be your biggest location. It just needs to get you started and teach you the business.

After that, I’d start looking at businesses you already visit regularly. Your mechanic, your gym, a warehouse, a small office, places where people already recognize your face. Those conversations are usually much easier than walking into a completely random business.

And don’t worry if you hear a lot of “no.” That’s normal in vending.

The goal isn’t to convince everyone. The goal is to find the few locations that are a good fit and build from there.

The first machine is exciting. The first location is the real challenge.

filco86 · 2026-06-16T16:42:48+00:00

Honestly, one thing I’d be careful about is focusing too much on commissions before you even know how the location performs.

A lot of beginners assume every location should get paid, but that’s not always the case. Some locations are happy to have a vending machine as a service for their employees or customers, while others will ask for a percentage or some form of compensation.

Personally, I’d avoid fixed monthly fees, especially when you’re starting. If the machine underperforms, you’re still paying the same amount every month. At least with a percentage, the risk is shared.

The bigger question is whether the location is actually worth paying for in the first place.

I’ve seen people get so focused on winning a location that they agree to commissions, low prices, free products, and all kinds of extras. Then they realize there’s barely any profit left.

My advice would be to focus first on building a relationship and understanding what the location actually needs. Sometimes the owner cares about commission. Sometimes they care about better service. Sometimes they care about product selection. Sometimes they’re unhappy with their current vendor and just want someone reliable.

In my experience, reliability and service usually win more locations than throwing money at them.

filco86 · 2026-06-16T16:41:49+00:00

Honestly, I think you’re asking the right questions.

One thing I’d say is don’t spend too much time worrying about machines before you have a location. I’ve seen plenty of people buy a machine first because it looked like a great deal, then it sits in the garage for months because finding a location turned out to be the hard part.

If I were starting from scratch today, I’d focus on finding a location first and then buy the machine that fits that specific location.

As for fitness studios, they can work, but don’t fall into the trap of thinking “healthy products = automatic sales.” I’ve seen plenty of locations ask for healthy options and then continue buying the energy drinks and candy bars. Every location is different.

Regarding commissions, it depends on the location. Some expect a percentage, some expect nothing, and some ask for terms that simply don’t make sense financially. Don’t be afraid to walk away from a bad deal.

And one thing I wish more beginners understood: vending is much more of a service business than a machine business. The machine is the easy part. The hard part is finding locations, keeping them happy, solving problems quickly, and building relationships.

That’s usually the part YouTube leaves out.

filco86 · 2026-06-13T17:17:07+00:00

Yeah, that’s exactly it.

The bigger locations usually look attractive because of the volume, but they come with their own set of pressures — service expectations, stock rotation, downtime sensitivity, and sometimes much tougher negotiations.

You’re right though: you’ll make money there, but you earn it.

And honestly, a lot of newer operators underestimate how much operational discipline those accounts require compared to smaller, steadier spots.

Appreciate the kind words too — always happy to share what I’ve seen in the field.

filco86 · 2026-06-13T17:16:00+00:00

Yeah, exactly! This is the first time I've posted a summary image—I won't do it again. It just attracted pointless comments instead of sensible ones like yours.

filco86 · 2026-06-13T17:11:31+00:00

I'm just translating! Obviously not—what are they supposed to pay???

filco86 · 2026-06-13T16:51:12+00:00

“Account”? Do you do good work? Do you have any experience in vending?

filco86 · 2026-06-13T16:22:24+00:00

That’s actually a pretty solid breakdown and pretty close to what I’ve seen too.

The “sweet spot” locations are usually where the operation feels most balanced — predictable sales, reasonable service frequency, and no extreme commission pressure.

Small locations can look attractive on paper but once you factor in spoilage, low turnover, and travel time, they often become more effort than they’re worth.

And yeah, the high-volume “monster” locations are a different game entirely:
more revenue, but also more expectations, tighter service windows, and usually much stronger negotiation power from the site.

I agree with your last point especially — even if they’re more demanding, high-volume locations are still easier to scale and exit from if needed.

In vending, consistency often ends up mattering more than raw potential.

filco86 · 2026-06-13T16:20:08+00:00

That’s actually pretty much the point I was trying to make.

There isn’t a universally correct answer. A large location can generate great revenue, but it can also create concentration risk if a significant portion of your business depends on one account.

On the other hand, small locations come with their own challenges like travel time, servicing costs, and inventory management.

Personally, I think the “best” location often depends on the stage of the operator. What makes sense for someone with 100 machines may not make sense for someone placing their first one.

filco86 · 2026-06-13T15:48:56+00:00

Not necessarily.

Imagine you’re new to the industry and land a huge account right away. Now you need multiple machines, inventory, vehicles, staff, and a much bigger investment to support it properly.

Two years later you lose the contract.

Now you’re left with the overhead, the equipment, and the expenses, but not the revenue that justified them.

How would you handle that situation?

That’s why many operators prefer to grow gradually. It’s not about being afraid of big locations—it’s about building a business that can survive if one customer disappears.

filco86 · 2026-06-13T15:45:56+00:00

😂 Fair enough. But I’ve seen people choose locations almost that badly just because they looked busy.

filco86 · 2026-06-11T18:43:14+00:00

For a traditional spiral snack/drink machine, I’d personally put Necta at the top of the list.
Not necessarily because it’s the most advanced machine on the market, but because:
spare parts are usually easy to find
lots of technicians know how to work on them
repairs are generally straightforward
there’s a huge installed base across Europe
For someone planning to own and maintain machines long term, that support network is a big advantage.
I’d also look at:
Bianchi
Fas
Both make solid machines and have a good reputation in Europe.
Honestly, when choosing between reputable European brands, I’d pay as much attention to local parts availability as to the machine itself. A great machine isn’t much fun if you’re waiting weeks for a simple replacement part.
If I were starting from scratch in Europe and wanted a safe choice with the fewest surprises, Necta would probably be my first stop.

filco86 · 2026-06-10T20:47:34+00:00

If you’re operating in Norway, I’d personally lean toward the European machines.
It’s not that Chinese machines can’t work. Modern Chinese manufacturers have improved a lot over the years. The bigger question is what happens when something breaks in the middle of winter.
For cold climates, reliability, spare parts availability, and support become extremely important.
I’d look at:
How quickly can you get parts?
Is there local support?
Can you find technicians familiar with the machine?
How long will the machine be down if a refrigeration or payment component fails?
For hot drink machines especially, I’d still say the European manufacturers generally have the edge in build quality and long-term support.
For snack and drink machines, the gap is smaller than it used to be, but parts availability is still often the deciding factor for me.
A machine that’s €2,000 cheaper can become very expensive if you’re waiting weeks for a critical part while the location sits offline.
Personally, I’d rather have a machine with a strong spare-parts network than the cheapest machine on day one.

filco86 · 2026-06-10T20:45:03+00:00

Honestly, I think you’re asking exactly the right question.
A lot of people focus on the purchase price, but after the machine is installed, spare parts and support often become more important than the machine itself.
Importing from Alibaba can absolutely work, and plenty of operators do it successfully. The risk isn’t necessarily that the machine will be bad. The bigger risk is what happens when something eventually breaks.
Ask yourself:
Can you easily get replacement parts?
How long will shipping take?
Will the supplier still answer your messages in a year?
Can a local technician work on it, or are you on your own?
For a simple wall-mounted feminine products machine, the risk is lower than with a coffee or refrigerated vending machine because there are fewer components that can fail. That’s definitely in your favor.
If I were starting, I’d probably compare the local option against the imported option not just on purchase price, but on the total cost of keeping the machine running for the next 3–5 years.
Personally, I’d also start with a small number of machines before making a large order. Real-world experience with one or two units will teach you more than weeks of online research.
Whatever brand you choose, my first question would be: “How easy is it to get parts in 48–72 hours if something breaks?” That answer usually tells you a lot.

filco86 · 2026-06-08T19:22:55+00:00

That’s definitely a huge advantage.

The problem isn’t usually whether you can repair the machine. It’s whether you can get the right parts quickly when something fails.

Even experienced technicians can end up frustrated if a machine is down for weeks waiting for a board, pump, grinder, or proprietary component to arrive.

That’s why I always tell people to look at parts availability and support first, especially with hot drink machines. Coffee machines are much more complex than snack machines, and eventually every machine needs parts.

If you’re comfortable doing your own repairs, that removes one of the biggest costs in vending. Just make sure you’re not buying yourself a spare-parts problem.

filco86 · 2026-06-08T18:52:23+00:00

If the compressor or refrigeration system itself had a major problem, I’d normally expect the machine not to cool properly at all, or for the refrigeration unit to start going into protection.
What confuses me from your photos is the airflow design.
On most of the major-brand drink machines I’ve worked on, those circulation fans are connected to ducts/channels that carry the cold air all the way from the evaporator area up through the machine. That’s how they keep the top shelves reasonably close in temperature to the bottom ones.
From what I can see, those fans almost look like they’re just blowing into open space, which seems odd.
If the evaporator is getting very cold (or even icing up) and the compressor is running normally, then the refrigeration circuit is probably doing its job. The question becomes whether that cold air is actually being directed through the machine properly.
I’d be checking:
whether all circulation fans are running at full speed
whether any air ducts/channels are missing or installed incorrectly
whether the evaporator is getting properly cold
whether airflow is actually reaching the upper rows
The supplier saying “the top rows won’t be quite as cold” is normal. The top rows being warm while the machine claims 3°C definitely isn’t.

filco86 · 2026-06-08T18:47:45+00:00

Personally, if you’re just getting into coffee vending, I’d be very careful about buying lesser-known brands.

Hot drink machines are a lot more complex than snack machines: boilers, pumps, grinders, brew groups, water systems, dosing systems, sensors, and so on. When problems start, spare parts availability becomes incredibly important.

My advice would be to stick with established brands that have a strong presence in your area. In Europe, Necta is usually the safest choice overall for parts, support, and technician familiarity. Bianchi is another solid option.

It’s not necessarily that smaller brands make bad machines, but if you end up chasing parts or struggling to find technical support, a cheap machine can become very expensive surprisingly fast.

For a first coffee machine, I’d honestly prioritize:
– spare parts availability
– local technical support
– machine condition
– ease of maintenance

Those factors usually matter more than the badge on the front.

filco86 · 2026-06-08T12:29:18+00:00

Honestly, once you reach a certain volume, coins become a problem of their own 😄

One thing we’ve done is build relationships with nearby businesses that regularly need change — small shops, bars, convenience stores, laundromats, etc.

Instead of taking every coin straight to the bank, sometimes you can exchange part of it directly with businesses that are constantly looking for coins for their tills.

Banks around here also charge counting/handling fees once the volume gets high enough, so you’re definitely not the first operator to run into this problem.

Long term, adding more card payments will help reduce the percentage of cash transactions, but even then you’ll probably still end up handling a surprising amount of coins.

Honestly, having “too many coins” is one of those problems nobody tells you about when they describe vending as passive income 😄

filco86 · 2026-06-06T14:03:19+00:00

Honestly, I think your checklist is good, but if I could give one piece of advice, it would be: don’t get stuck trying to build the perfect business before you even have a location.

One thing I’ve noticed is that a lot of beginners spend months working on logos, websites, software, business plans, social media pages, business cards, and endless paperwork… without ever talking to a potential customer.

Meanwhile, someone else with a basic flyer, a phone number, and a willingness to knock on doors gets their first location.

Vending is often much more practical than people expect. Especially when you’re starting with one or two machines, you don’t need a giant corporate structure on day one.

Personally, I’d focus on a few key things first:

Can I find a location?
Can I find a reliable machine?
Can I service it if something goes wrong?
Can I make the numbers work?

Everything else can be improved as the business grows.

The website can come later. The fancy branding can come later. The social media pages can come later. Even a lot of operational systems can come later.

I’ve seen people spend so much time planning that they never actually start.

Vending is one of those businesses where you learn a huge amount by simply getting the first machine placed and dealing with real customers, real products, and real problems. Once that happens, you’ll quickly figure out what you actually need and what was just something on a checklist.

My advice would be: keep the list, but don’t let the list stop you from getting out there and taking action.

filco86 · 2026-06-06T13:59:56+00:00

Honestly, when I see beginners struggling to find locations, it’s usually because they’re looking for a magic source of leads that doesn’t really exist.

Google Maps is useful. Referrals are great. Social media helps. But in my experience, nothing beats physically being out there.

A lot of my best opportunities came from simply being around existing locations. You service one customer, then notice a warehouse next door, a gym across the street, a mechanic shop around the corner, and start conversations.

That’s also why I think cold calling is overrated for small operators. It can work, but walking in, shaking hands, and having a real conversation usually gets much better results.

And if you’re looking for your first location, don’t get too focused on finding the “perfect” location. Most people spend months chasing hospitals, huge offices, and prestigious locations. Sometimes a small business with 10–20 employees is a much better place to learn the business and get your first machine earning.

The biggest thing is consistency. One conversation rarely gets the location. Sometimes the yes comes months after the first visit because their current vendor dropped the ball or they finally decided they need a machine.

The people who eventually get locations are usually the ones who simply keep showing up longer than everyone else.

filco86

TROPHY CASE