TL;DR:
If you’re buying a vending machine, the machine you select should be appropriate for the location secured. Use a simple pre-purchase checklist (cooling test, full vend test, payment test).
Buying a vending machine: Chuck Clifton’s pre-purchase checklist (Clifton Vending)
At Vending Village we see a lot of new operators deciding on which vending machine to buy as a first purchase. Chuck from Clifton Vending thankfully shared some of his time outlining what he does before giving the go ahead on buying a vending machine.
1) New vs used vs refurbished: what’s actually worth it
Chuck’s framework is simple:
- New machine: Best for warranty and manufacturer tech support. The tradeoff is higher cost.
- Used machine: Can be fine, but expect issues. Used makes more sense if you’re comfortable fixing machines (or have a tech).
- Refurbished machine: A practical middle ground. Typically fewer problems than used, some level of support, and a better price than new.
Operator takeaway: If you’re placing in a higher-visibility account (newer facility, “image matters” location), a newer-looking machine can reduce friction with the location owner and complaints.
2) Pre-purchase checklist: what to test before you hand over money
This is Chuck’s pre-purchase checklist for the machine itself:
- If refrigerated: Confirm it’s cooling properly. Bring a cheap dial thermometer (hardware store) and give it about an hour to verify the temp.
- Test vending: Vend every selection if possible. If you can’t, at least test multiple selections per shelf so you’re not missing a bad motor or shelf issue.
- Test payments: Verify the coin mech and bill acceptor. Bring coins and bills with you. Chuck’s rule of thumb was to bring about $27 in change so you can test thoroughly.
Operator takeaway: Don’t rely on “it worked last time.” Be sure to test it.
3) Buying a vending machine: let the location dictate the machine
Chuck’s main point: the type of location determines the type of machine you should buy.
- If you’re upgrading an existing spot, you can often justify upgrading the machine (sometimes used or refurbished is fine).
- If it’s a high-profile account (example: a new, large car dealership), aesthetics can matter more - newer equipment is a must.
Operator takeaway: When you’re evaluating best vending machine locations, think about what the location expects visually and operationally.
4) If a location cancels early after you buy a new machine, do you add reimbursement terms?
Chuck’s view: this scenario is usually part of the learning curve - and the goal is to avoid being in it.
Practical ways to reduce this risk (without overcomplicating it):
- Don’t buy equipment before the location is secured.
- If the location truly requires “brand new,” confirm the basics up front: placement area, power, service expectations, and who approves changes.
- If you do buy new for one location, treat it like a higher-risk decision and make sure you can re-route the machine if needed.
Operator takeaway: Agreements can help, but your best protection is not letting a single placement force a one-way equipment decision.
5) The mistakes buyers make right before purchase
Chuck’s short list of common issues:
- Buying the machine before having a location. This is the biggest one -your location dictates your machine.
- Overbuying product. Buy enough to fill the machine appropriately, then learn the turn rate. Watch best-by dates so you’re not building shrink into your margins.
- Not planning for inventory + capital. Think through where product will be stored and whether you have the cash and space to move the operation forward.
Operator takeaway: If you’re browsing vending machines with location for sale, treat inventory storage and shelf-life discipline as part of your “real cost” planning - not an afterthought.
Thanks so much Chuck for sharing your valuable vending operator insights on what works best for you. It was so much fun chatting and getting to know about you and your business.
Next step: If you need a machine, Vending Village can connect you with their preferred supplier here: https://tinyurl.com/VendingMachineRequest