How to choose a commercial coffee machine supplier?

How to choose a commercial coffee machine supplier?

Choosing a commercial coffee machine supplier is an important decision for any office. With plenty of options out there, it can be hard to know what to look for. You don’t want to waste hours of research to find out the supplier you choose lets you down. We’ve put together a handy checklist of features and services to look out for when selecting your office coffee machine.

Choosing a Coffee machine company

As with choosing any new supplier, it’s good to keep a running list of their different benefits. Create a table in a word document or excel sheet with the titles we’ve highlighted below. You can then add the right information to the document for each coffee machine supplier you find that fits your requirements. Not only will this allow you to clearly compare providers, but it also makes it easier for others to see your work. This is especially helpful when other managers or your employer is the one who makes the final decision.

Price is right

Though an office coffee machine may seem like a luxury, it’s essential for the modern office space. To get the benefits of a quality commercial coffee machine, you need to invest. However, that doesn’t mean you need to spend an absolute fortune, as there are many different options out there. There are three things to consider on price; the machine, the coffee beans and the servicing of the machine. For a more in-depth understanding of costings, look at our guide on how much do commercial coffee machines cost.

Commercial coffee machines – Buy, Lease or Rent

You have three main options when getting an office coffee machine, buying, leasing or renting.

Buying is great for those companies that want to own their assets outright and already are confident in their need for a coffee machine in the workplace. The main downside for buying a machine is that there is a large upfront cost that some companies cannot initially afford.

Leasing or renting allows companies to get a coffee machine without a large upfront cost and allows them to pay a regular monthly payment. When leasing a machine, unlike buying, you need to have a good credit score and fill in the necessary paperwork for the lease. In renting a machine, you won’t own the machine at any point and it could cost you more in the long run.

The cost of coffee

You need to think of the ongoing costs of coffee and what you’ll be using on a daily basis. The number of cups consumed will give you a cost estimate but it could also determine what type of machine you need to buy. A good figure to compare on your supplier document is how much a cup costs in pence.

Servicing

Consider the ongoing maintenance costs when you are comparing coffee machine suppliers. 

Do they charge a monthly maintenance fee, an hourly rate on call-outs or is the servicing free as part of the lease. At The Coffee Desk, our servicing is free, all we ask is that you keep buying Coffee Desk beans to ensure we can keep your machine in perfect condition. Another thing to look for is whether servicing covers the cost of parts and replacement machines. 

A machine that matches your needs

When deciding on the right coffee machine supplier, you need to know they have a machine that fits your needs. There are several things to calculate to help you choose the perfect coffee machine including volume and variety. 

Here are the questions you need to ask to find out the amount of coffee you’ll need weekly:

1. How many employees do you have and how many drink coffee?
2. How many drinks do they consume each day?
3. Do you often have client and supplier meetings?

When you understand the volume, you’ll be able to select a machine that can cope with the demand of your workplace. If you are an office that doesn’t have the standard 9 to 5 hours, Monday to Friday, you may need to consider how drinking patterns are affected and adjust accordingly.

Another thing to consider is what types of drinks you want. Machines can have a huge variety of drink types these days so if you need more options than your standard list, you need to select a different type of machine. (our CD3 has over 100 types of drink choices for example). Find a supplier who can offer you a machine that can produce the drinks you want in the volume you need.

Service level

You’ve figured out the budget and the type of machine you want. You’ve shortlisted coffee machine suppliers that seem to fit the bill. It’s now time to compare the finer details. If the coffee machine supplier will only offer service as part of a contract, you need to ensure you are happy to be tied in for that length of time. At The Coffee Desk, we don’t have any service level agreement because our service speaks for itself. We don’t believe in tying our customers into contracts because if they are happy, they will stay with us. You want to have the peace of mind that if something goes wrong with your supplier, you are not forced to continue paying them when the relationship and the machine has failed.

Reviews

One essential thing to look for is how happy their current customers are. Check out their reviews online to see what their ratings are like and see the common complaints or compliments they receive. It can be difficult for companies, no matter the industry, to get reviews. So if the supplier has lots of good reviews you can tell the service is excellent. Customers often only take the time to review services when they are abysmal or outstanding. You can see our reviews here.

Training 

A commercial coffee machine supplier should provide its customers with full training when the machine is delivered. They should teach you and your staff how to operate the machine and how to clean it. If they don’t provide training as standard, it can be a red flag. It could mean that they don’t understand their product well enough to pass on this information. Or at worse, it could mean they want you to accidentally damage the machine, causing you to default on a warranty. Ask a prospective supplier what training they give and in what format.

Aftercare service

You want to feel secure in your choice before proceeding with a coffee machine provider. Ask potential companies how they provide support if something goes wrong with the machine. You want a company that:

1. Has an easy way for you to contact them. 
2. Will send someone to repair the machine if the issue cannot be handled over the phone.
3. Will replace the machine as soon as possible if it cannot be repaired quickly.

A supplier should give you confidence they can support you for the lifetime of the machine’s warranty.

Try before you buy

Now to the tasty stuff; is the coffee a quality product and does it taste delicious? There is no point in going through the time and effort of selecting a coffee machine supplier if the coffee they provide is not up to scratch. A supplier should be able to show you a variety of coffee beans, allowing you to select the right type for your machine and staff tastes. You should also have the opportunity to taste the product. If you are visiting the supplier, they should be able to provide you with samples. If they don’t use the products they sell, it’s not a good start. 

Alternatively, find a commercial coffee machine supplier who will allow you to trial the machine for a time. We offer this service at The Coffee Desk because we know trying the coffee is the final step in the decision process. If the supplier can provide a trial with no strings attached, you can be assured they have confidence in their product. 

Book your trial

We hope you’ve found this guide helpful in comparing the qualities of a commercial coffee machine supplier. If you’d like to find out how we match up with our checklist, please fill out the form below to see if we fit you.