When people get into vending, they tend to track everything.
Every product. Every sale. Every tiny detail.
Spreadsheets get complicated fast.
But over time, I realized something simple.
You don’t need to track everything.
You just need to track what actually moves the business.
For me, it comes down to three numbers.
1. Revenue Per Machine
This is the first thing I look at.
Not total revenue.
Per machine.
Every machine should justify its spot on your route.
Some will perform better than others, but you need a general baseline of what a “good” machine looks like.
If something is consistently under that baseline, it needs attention.
Either:
The location isn’t strong
The product mix is off
Or it’s just not worth keeping
This number tells you where to focus.
2. Margin
Revenue means nothing without margin.
You can have a machine doing solid sales, but if your costs are too high, it won’t feel like progress.
Between:
Product cost
Commission
Card fees
That margin gets tighter than people expect.
I don’t overcomplicate it.
I just make sure the machine is leaving enough after everything is paid.
If it’s not, I adjust pricing or product.
If it still doesn’t work, I rethink the location. Don’t hold on to losers.
3. Service Frequency
This is one most people ignore.
How often do you actually need to service the machine?
Too often:
You’re wasting time
Burning fuel - Gas is expensive currently
Creating unnecessary work
Not often enough:
Machines go empty
You lose sales
The location gets frustrated
There’s a balance.
Good locations usually fall into a predictable rhythm.
Once you see that pattern, everything gets easier.
What I Don’t Track
I’m not constantly adjusting every small detail.
I’m not chasing perfect data.
I’m not overanalyzing every product.
Most of the time, it’s obvious what’s working and what isn’t.
Simple systems beat complicated ones.
The Point
These three numbers tell me almost everything I need to know:
Is the machine worth it?
Is it actually profitable?
Is it running efficiently?
That’s it.
Everything else is secondary.
If you’re feeling overwhelmed with tracking, simplify it.
Focus on what actually matters.
The rest tends to take care of itself.
If this resonated with you, you’d fit well inside Vending Circle.
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