Vending management software, for the fleet you already run.
One dashboard for every machine, wherever it sits.
The back office behind a vending operation: which machines are online, what is in them, what sold, which ones need a visit, and what the whole estate actually earned. Built for operators who already have machines, whoever made them, and who are running the business out of a spreadsheet, a handset app per manufacturer, or a platform they have outgrown.
What a vending management platform has to do
Most operators do not need all of this on day one. These are the parts we build, and we normally start with whichever one is currently costing the most time.
Live fleet monitoring
A map and a list of every machine, with online and offline status, faults, door events, and temperature where it matters. The office finds out a machine is down before a customer does, and the driver knows before setting off.
- Machine map with real-time online status
- Fault, jam, and door-event alerts
- Temperature and compressor monitoring
- Per-machine event history
Stock, planograms, and low-stock alerts
Live stock per column and per machine, with par levels that trigger a refill before a slot empties. Planograms are set centrally and pushed out, so a price or product change does not mean a trip to every unit.
- Live stock levels per selection
- Par levels and low-stock alerts
- Central planogram and price updates
- Waste, expiry, and shrinkage tracking
Restock routes and driver runs
Trips planned around what actually sold rather than a fixed weekly loop, with a picking list generated per run so the van is loaded once, correctly. The driver confirms on a phone and the stock figures update without anyone typing them in.
- Route planning from live demand
- Pick lists generated per trip
- Driver mobile app with offline capture
- Visit history and service records
Payments, cash, and reconciliation
Cashless takings matched against the payment processor and cash counts matched against what the machine says it took, so a discrepancy is visible the same week rather than at year end. Vend-level detail underneath every figure.
- Cashless settlement reconciliation
- Cash collection and float tracking
- Vend-level transaction history
- Refunds and failed-vend handling
Locations, commissions, and reporting
Sites, contracts, and commission splits handled in the system rather than in a spreadsheet, with statements a location owner can be sent or given their own read-only login for. Profit and loss per machine, per site, and across the estate.
- Commission calculation and statements
- Read-only location owner logins
- Profit and loss per machine and site
- Roles and permissions across the team
Replacing a platform you have outgrown
Migrations off a system that no longer fits, whether that is a spreadsheet, a legacy vending management system, or one app per manufacturer. We move the history across so the reporting does not restart at zero on go-live day.
- Data migration with history preserved
- Parallel running before cutover
- Integration with your accounting system
- Full code and data ownership
A single control room for a distributed vending estate
This is exactly the build: a platform running a vending fleet end to end, with a live machine map, real-time sales and profit and loss, inventory and low-stock alerts, route and restock-trip planning, and AI insights. Designed and shipped by us.
Read the case study- 01Live machine map and telemetry
- 02Real-time sales and profit and loss
- 03Inventory and low stock alerts
How the work runs
Tell us what you need
A short written brief is enough to start: what you are building, the stack it has to live in, and the problem behind it. Someone technical reads it, not a sales rep.
passed when we reply with questions and a proposed shape
Scope and quote
We agree what the first release contains and what it costs before anything is built. Anything we cannot estimate honestly gets scoped on its own rather than padded into the total.
passed when the scope and the quote are agreed
Build in the open
Working software arrives in increments, in your repository, with our commits visible from the first week. Progress is something you can open and run, not a status report.
passed when a real user is doing a real job in it
Iterate, then hand over
What the first release teaches sets the priority for the next one. When you want it in house, documentation and a handover period are part of the engagement rather than an extra.
passed when your team can run it without us
How pricing works
Fixed price per milestone
You approve each milestone and its price before it starts, so the cost is known before the work is rather than after. Milestones are sized to be worth reviewing on their own.
Monthly rate for a dedicated team
A set team at a set monthly cost, with notice rather than a minimum term. Priorities move between sprints without renegotiating anything.
Scoping first, quote after
We work out what it should be with you before quoting it. There is no charge for that conversation and no obligation to go ahead.
Frequently asked questions
What you get, machine to dashboard
Every build ships end to end, from first scope to live deployment and ongoing support.
