TL;DR
Manny from Asset Operator breaks down how he staffs his routes (starts with family & friends), how he buys inventory (based on best-before dates), and how he tracks fills and sales without daily meetings (uses a VMS software).
Vending Route Systems: Manny’s Hiring, Inventory, and Daily Tracking Playbook
Manny from Asset Operators was kind of enough to share some time with Vending Village giving a clear breakdown on how he manages 50 machines without experiencing chaos.
1) With 50 machines, How did you hire for your vending route?
Manny’s first hires came from people he already trusted, then expanded through simple referrals.
- Wife as backup ops support: not a full-time role, but fills in on absences and handles issues when Manny is unavailable.
- Mom is a vested owner: she purchased some equipment, owns several machines on the route, and also works full time across the operation.
- First non-family hire via referral: a neighbor recommended his brother. Manny rode with him, confirmed he could do the work, and hired him. That hire has stayed on for over a year.
Takeaway: Have clear expectations of each persons role.
2) How do you track a vending route without meetings?
Manny shares he is intentionally opposed to routine meetings. That doesn't mean he isn't actively watching the data and alerts. Keeping a finger on the pulse is important.
What he does instead of meetings:
- Same work, same routes: stockers repeat the same sequence daily
- Proof-of-fill system: after each machine is filled, the staff takes a photo so management can review after the fact.
- VMS verification: he uses vending management system to confirm machines scheduled to be filled were actually filled, and pairs that with photo submissions.
- Exception-based review: he checks performance at set times. If performance is within a normal range, he does not intervene.
Takeaway: The business itself is like a vending machine, keep an eye on if it is vending properly.
3) When is it time / do you buy snacks for vending machines in bulk?
Manny’s answer: it’s mostly about best-before dates, especially “best by” perception in vending, not the absolute expiration date.
How he thinks about it:
- Breakfast bars: often typically 6–8 months, sometimes longer depending on the item.
- Chips: best-by windows are much shorter (he cited roughly 1.5–2 months on common chips), so he avoids buying too far out.
- Vending machine snacks and customer perception: once the best-by date hits, customers assume it’s “expired,” so he pulls it even if it’s still technically good. For chips, he typically buys about three weeks at a time to avoid getting stuck with short dates while still keeping flexibility on ordering.
Takeaway: Before ordering “months” of product, confirm: best-by window, turn rate, and what you’ll do with slow movers. Use a simple rule: chips = shorter buys, drinks = longer buys, long-shelf-life items = consider pallet pricing when velocity is proven.
Manny from Asset Operator was a wealth of knowledge and he releases bits of it weekly on his newsletter found here https://assetoperator.beehiiv.com/. He is always open to chat and offer insights and advice so feel free to reach out to him!
Manny thanks so much for your time and for sharing these very important points of view that vending operators should consider when growing their route.
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