TL;DR: Use remote inventory data to decide when each machine needs a refill, then pack the products and quantities you need before leaving. At the machine, check what’s actually left, move earlier-expiring products to the front, and test any selections you’ve changed. If a bestseller keeps running out, consider giving it a second slot. If an item regularly comes close to expiring, load fewer units and replace it if sales stay slow.
1) Decide When the Machine Needs a Refill
Start checking inventory as soon as a new machine is up and running. Look at individual selections as well as the overall fill level. A machine can still look well stocked while the drinks people buy every day are nearly gone.
With a compatible setup, a tool like VendVice can help you check stock remotely before deciding which machines to visit. Look at what’s left and how quickly it’s been selling. If the popular selections have enough stock to last until your next run, you can leave that machine for later. Our guide to how often vending machines need to be restocked and serviced covers how sales, location traffic, and machine condition affect visit frequency.
When you’re looking for pre-approved vending locations, think about where each account fits into your route. A nearby machine is easier to work into an existing run when sales pick up and it needs an earlier refill.
2) Pack the Refill Before You Leave
Use the latest inventory figures to make a list for each machine. If you want eight bottles of water in a column and three remain, pack five. Do the same for the other selections and put each machine’s stock in a labeled bin or bag. At a property with two machines, label the bins by machine as well as by location.
Check when and how you can get to the machine. If you’re using the Vending Village transaction process to buy a location, use your meeting with the property manager to confirm service hours, where to unload, and whether you’ll need someone to let you in.
3) Check Dates, Rotate Stock, and Refill
Compare what’s in the machine with what you expected to find. If the counts differ, use the physical count for the refill and correct your inventory records before the next run. Otherwise, the same discrepancy can throw off your next packing list.
- Check dates and packaging. Pull expired items and anything with damaged packaging.
- Load earlier-expiring items first. In a coil machine, move the earliest-dated products to the front and put later-dated stock behind them so the earlier items dispense first.
- Check the fit. Make sure products sit properly in their coils or columns. If you change a selection, confirm the displayed price and test that the item dispenses.
- Record what you loaded and removed. Update the inventory count and note any product swaps or slot changes. Wipe down the glass, keypad, and pickup area before you leave.
4) Give More Space to Products That Sell
If one snack keeps selling out while the rest of the machine is still mostly full, try giving it a second slot if you have room. That can keep it available until your next planned stop. Watch whether both slots sell through and whether the change actually saves you an extra trip.
For a slow seller, start by loading fewer units. If a row of protein bars repeatedly sits until the bars are close to expiring, try putting in a few at a time. If they still move slowly, use the slot to test something customers at that location have asked for.
5) Use Each Refill to Plan the Next One
Before you leave, note what sold out, what you pulled, and what you changed. Use those notes and the next few days of sales to decide when to return and what to pack. Over time, you’ll know which products need extra space and which machines can wait until you’re already nearby.