The guide to choosing the perfect commercial coffee machine for your business
Over 1 billion people drink coffee each day: it is the most consumed drink after water.
Having a coffee machine in your business is key to keeping employees and visitors happy.
Interested in equipping your offices, businesses, or other spaces with a commercial coffee machine ? You are in the right place !
Welcome to Pleyce’s complete guide to helping you choose the right coffee solution for your company.
Discover our ultimate guide to choosing your professional coffee machine !
1. What type of commercial coffee machine is right for you ?
There are many commercial coffee machines on the market, with a wide range of brands and models to choose from. But, as with any company, not all machines are created the same. It is important to choose one that fits with your operations and aligns with your needs.
When choosing your coffee machine, start by determining the experience you want to offer. Think about the type of coffee you want to serve, the expected volume, where the machine will be placed, and whether you plan to charge for the coffee or offer it for free..
1.1. What is the best commercial coffee machine ?
To start, decide whether you want to offer whole-bean, ground, capsule or pods coffee machine? At Pleyce, we recommend a bean-to-cup coffee machine for the office to retain all the flavours of the coffee, specifically if you choose a speciality coffee.
If you opt for whole bean coffee, different premium commercial coffee machines should be considered depending on how you plan to use them. How many people will drink the coffee each day ? Where will the machine be installed (reception, meeting room, corridor, canteen etc) ? Will you be offering snacks along with the coffee ?
Bean-to-cup coffee machine for offices
Designed to grind the coffee beans just before extraction to provide unmatched freshness, automatic machines are user-friendly and easy to use.
You will find a large range from small coffee machines for your conference room to coffee vending machines for office spaces or break spaces of more than 50 people.
Automatic drinks distributer
An automatic coffee vending machine is ideal for corridors, eating areas or break rooms.
Adapted for heavy use, it offers a large range of gourmet drinks such as coffee and hot chocolate and at the same time a selection of snacks and soft drinks !
Traditional machines
Perfect for both baristas and coffee connoisseurs , this machine allows you to perfectly master the final result in the cup thanks to the various adjustable settings.
Depending on the size, a traditional espresso machine can serve anyone from small businesses to high-volume dinning areas.
To find out more, use our comparing tool to determine the best coffee machine for your business.
What is the best coffee machine for your business ?
1.2. Which coffee machine is best for a SME based on the number of employees ?
Whatever your activity, if you want to offer coffee to your employees, visitors or clients, taking the time to choose the right premium coffee machine is essential. Find below a guide that explains the role coffee plays in different professional contexts and that will help you to choose the coffee machine best adapted to your specific activity:
SME : Adapt your choice according to your size
Depending on the number of employees, the needs and the cost of a coffee machine will vary. For example:
- Less than 25 employees
- 25 to 50 employees
- 50 to 100 employees
- More than 100 employees
Regardless the size of your organisation, offering exceptional coffee in the workplace is a non negotiable social advantage to attract the engagement of your employees.
To learn more, consult our practical guide to choosing a coffee machine based on the size of your business.
Which business coffee machine is best for a SME based on the number of employees ?
1.3. Choosing a quality coffee machine based on your activity
Coworking : Transform your workspace to a meeting space
These spaces have grown significantly in recent years and now play an important role in reshaping workplace dynamics. In this section, we’ll explain why a designated coffee break area in coworking spaces is essential and what it can bring to your team.
With a strategically placed coffee machine and the option of offering free or paid beverages, your clients can enjoy a wide selection of hot drinks and high‑quality coffee without needing to leave for a cup of coffee.
Commercial : increase client loyalty with quality coffee
Bakeries, garages, car dealerships, beauty salons, hairdressers, or banks from small businesses to public reception areas have everything to win by proposing a coffee machine supplying hot coffee anytime and anywhere.
Offering coffee to clients creates a welcoming environment and shows you care. For a truly high‑quality tasting experience, whole‑bean coffee is the ideal choice
CHR (Cafés Hotels, Restaurants) : serve exceptional coffee
Cafés, bars, hotels or restaurants, coffee is essential for your sector and so is selecting your commercial coffee machine. We recommend that you offer your clients whole-bean coffee, however, what commercial whole-bean coffee machine is best for your business?
To find out which commercial coffee machine to choose depending on your activity, consult our guide :
Choosing a coffee machine based on your activity
1.4. Ecological coffee machine in businesses : combining enjoyment and responsibility
On average, 160 million coffee capsules are thrown away daily, creating a huge amount of waste. Opting for an eco-friendly coffee machine for your business helps to reduce your businesses’ carbon footprint which aligns with the growing expectations of your teams when it comes to environmental responsibility.
This guide will help you to choose a commercial coffee machine that keeps the environment in mind, highlighting the following points :
- Reduction of waste : opt for bean-to-cup coffee machines to avoid the use of non-recyclable capsules.
- Optimised energy consumption : select energy-efficient models, reducing your energy usage.
- Recycled materials : choose machines made with recycled materials and built to last.
- Repurposing : integrate solutions for recycling coffee grounds, transforming them into compost or heating pellets.
Choosing an ecological coffee machine supports your brand’s overall image, unites your teams, and supports your CSR commitments.
Ecological coffee machine for businesses : how to choose the best ?
1.5. Smart coffee machine for businesses : revolutionize your coffee break
With a smart coffee machine like the TopBrewer, transform coffee breaks while optimising costs and your CSR initiatives.
The TopBrewer changes the game in the office : modern design, personalisation of drinks via smartphone and real time consumption statistics. It combines premium experience with smart management.
Employees enjoy exceptional coffee made from freshly ground whole-beans, while the business gains efficiency through remote management, automatic supply alerts, and more sustainable consumption.
Revolutionize your coffee break with TopBrewer
1.6. Is a coffee break necessary for businesses?
A coffee break is an essential part of a business. It is a moment to take a pause from a long and busy day. Some employees even consider it, in fact, an essential for work … but is a coffee break an obligation for the employer ?
Breaks at work are mandatory but, unlike the requirement to install a water fountain, the law does not mention any requirement regarding coffee except in particular situations. However, the rules around the length of breaks and layout of eating areas are well defined by law, varying country to country.
2. What is the price of a commercial coffee machine ?
Okay, a commercial coffee machine for a business is an essential tool that keeps everybody happy, but how much does it cost ? What budget do you need for quality coffee ? How do you keep your finance department smiling ?
And if you provide coffee to your teams, are they going to spend too much time with the machine ?
2.1. How much does a commercial coffee machine cost ?
To determine the budget to plan for your commercial coffee machine, there needs to be a criteria :
- What is the coffee need in your business ?
For an accurate estimation, you can take the number of employees at your organization and then multiply it by 2 (this is based on the assumption that each employee drinks on average two cups of coffee per day.)
Otherwise, to automatically calculate the volume of consumption in your business and decide on your coffee solution, we have developed a clever little tool, which you will find below.
Find your coffee solution in 30 seconds
- What coffee machine solution do you have in mind?
You can choose between renting, purchasing or paying per cup. Each of these solutions has its advantages and its inconveniences. - Which type of coffee to offer to your employees ?
Ground coffee, capsules or whole-bean ? In our opinion whole-bean coffee as it is the most economical, ecological and high-quality option. - Do you want to charge for the coffee or offer it for free ?
If you plan on charging for the coffee, this will impact your budget. If the machine is freely accessible, you need to think about adding a payment option or tracking system
2.2. Coffee in your business : free or paid ?
You want to offer coffee to your employees but have not decided if it will be free or not ? To make your decision, it is necessary to weight out the benefits and costs.
Offering coffee for free has numerous advantages :
- Free coffee is an advantage that is appreciated by employees : to offer free unlimited coffee to your employees, it would cost around 9€ a month per employee;
- Coffee is an effective motivator;
- Coffee is a key for collaboration and reinforces the feeling of belongingness in a business.
If you don’t want coffee to be completely free, there are plenty of options between free and fully paid. You will just need to pick a payment system and add it to your machines or vending units.
2.3. Coffee machine with payment option : what system of payment ?
Are you thinking about charging for coffee in your company, even just part of it? Do you want to offer paid coffee to your customers in addition to your services ?
In this case, you have to chose a payment system. It is important to keep in mind that many commercial coffee machines today no longer offer the option of a coin slot, but instead innovative and digital alternatives.
Among the payment solutions for coffee machine, there are :
- the traditional coin slot,
- contactless payment by card,
- payment by badge or by prepaid card,
- payment by tokens,
- payment by restaurant voucher,
- payment by smartphones, smart watches or rings.
And since progress never stops, maybe it will be possible one day to pay with our finger or with bitcoin !
Consulte our guide below to find out more about the advantages and inconveniences of each payment solution for a commercial coffee machine.
Coffee in your workplace : which payment system is right for you?
3. What are the different types of coffee for a commercial coffee machine ?
The choice of the type of coffee can impact your choice of commercial coffee machine. Capsule, pods , ground coffee or whole-bean ? Which is your preference ?
3.1. How to choose coffee for your business ?
To choose the coffee for your professional coffee machine, here are the main questions to ask yourself :
- The variety of coffee : Did you know that there are two types of coffee ? Robusta and Arabica ! All the others are blends of the two, meaning a mix of different origins.
Robusta is the most widespread coffee and also the most economic, but beware of its high caffeine levels which makes it a very stimulating coffee ! Arabica, more expensive due to its difficulty to harvest, has rounded flavours with a long lasting taste and a caffeine content which is half that of robusta. - The form of the coffee : whole-bean, filter coffee (ground), freeze-dried or capsule ? For economic and ecological reasons and over-all taste, we recommend whole-bean coffee.
- The choice of roast : flash roasting or artisanal ? Every roaster has their own methods adapted to the type of coffee.
- Organic and/or fair trade coffee : to encourage supply chains that reward all contributors in the production chain, it is recommended that you choose fair trade coffees. Often, these coffees are also organic offering better traceability and a purer production.
To choose your coffee, you can ask your coffee machine supplier if you can sample their best origins !
3.2. Differences between whole-bean coffee and capsules
At Pleyce, we recommend whole-bean coffee. Why not coffee in capsules ? After all, the use and maintenance of a capsule coffee machine is simple, it is possible to taste different coffees all day long, and the capsules are recyclable, however:
- Environment side : Capsules and pods are still an ecological disaster today. Only one out of five capsules are recycled and the carbon footprint of coffee capsules could circle the earth 10 and a half times. This calculation takes into account the production of the packaging, transport of capsules as well as the waste produced.
- Flavour side : If you want to offer an excellent cup of coffee, it is better to grind the beans right before it brews to fully benefit from the full flavours.
- Economic side : Finally, whole-bean coffee offers better value for money. Capsules can increase the price per kg of coffee to up to 400%. You should also pay attention to the price per capsule, as the amount of coffee inside can vary. Always check the price per kilo as if you’re offering free coffee to your employees, the costs can add up quickly with capsules!
4. What are the different service offers for your commercial coffee machine ?
You want to equip your business with a commercial coffee machine, however you are not sure which to buy ? What service options do the different coffee machine and distributer suppliers offer? Do you know the differences between renting, purchasing and paying per cup ?
4.1. Who are the main coffee machine suppliers ?
Are you deciding to buy a commercial coffee machine or automatic distributer ? Are you wondering which supplier to turn to ? It all depends on your needs !
To make your choice, you need to know the two types of coffee machine suppliers :
1. Specialists in automatic distributers
Automatic hot drink distributors represent 70% of automatic distributers globally.
2. Suppliers of coffee machines for businesses :
Proposing quality coffee, notably with the use of whole-bean coffee, recognised as the most ethical, flavourful and economical.
Which supplier to consider if you prefer …
- Capsules : Nespresso
- A real espresso : D8
- Artisanal roasted whole-bean coffee : Kawa
- Automatic distributor : Selecta
And obviously there is us ! Pleyce proposes a new approach to coffee at work : excellence in flavours, personalised support , and development of zero waste initiatives in partnership with committed and innovative companies.
Consult our guide to find out more on the main providers of coffee machines.
Comparing coffee machine suppliers
4.2. Purchase, rent or pay-per-cup coffee machine : which option should you choose ?
Do you already know which type of coffee machine or vending unit you want, but are still unsure which option to choose? Purchase, rental, or paying per cup, what exactly sets these options apart?
Purchasing a commercial coffee machine
The purchasing your commercial coffee machine is he most economical solution as the break-even point is reached quickly. However, the maintenance and servicing are your own responsibility.
Even if you enter into a maintenance contract, it may not cover the costs of defective parts and the disposal of the equipment’s end-of-life is up to you.
Renting a commercial coffee machine
The rental of a commercial coffee machine is a flexible solution as it is less restrictive than paying per cup of coffee and more accessible than purchasing the machine. Renting can be customized to your needs. You can change the coffee machine from your rental contract at any moment !
Finally, there are no maintenance restrictions on the machine and the management of consumables and supply of coffee does not fall on you as it is up to your supplier to look after everything. A great way to appreciate quality coffee at work without adding additional responsibilities.
Paying per cup of a commercial coffee machine
Paying per cup of a commercial coffee machine, also known as “total management”, consists of a free machine from the supplier and you only paying for the cups of coffee your business consumes. The main advantage is that you benefit from a coffee machine or distributor at no cost, along with all the services related to its management.
You only pay for the coffee consumed, but with a minimum commitment and a cost per cup (which can be quite high) set by the provider. Therefore you must ensure that you have a significant amount consumption to make it cost effective.
Consult our guide to find out more about the best option to choose between purchasing, renting or paying per cup of a coffee machine.
Purchasing, renting or paying per cup of a coffee machine : which option should you choose ?
4.3. How does it work to rent a coffee machine ?
Are you considering renting your coffee machine or coffee vending machine for your business ? Wondering how does a coffee machine rental work ?
Collaborating with your provider will help to determine the most suitable offer based on the number of machines, your coffee consumption, the machine model you choose, and how often you need restocking.
The rental offer includes :
- The installation of the coffee machine in your location,
- Regular maintenance and upkeep of the coffee machine,
- The restocking of coffee and various consumables,
- Certain providers include a total guarantee with immediate support in case of break down.
Renting has many advantages :
- The possibility to regularly change the coffee machine,
- The management of the machine (upkeep, maintenance, restocking) by the supplier,
- The freedom to set the price of the coffee and if you choose to equip the machine with a payment option, the profits are yours,
- management of the end of the equipments life is the responsibility of the provider.
Renting is a very flexible solution and can be convenient for any company regardless of the industry (office, retail, hospitality etc.)
Our coffee machine packages
Discover our machine rental offers, coffee supply included.
4.4. How to recycle used coffee grounds in your business ? Transforming waste into a resource
Left behind after each cup of coffee is used coffee grounds. The EU alone consumes roughly about 30% of the world’s coffee, producing about 5.4 million tonnes of coffee ground waste. By discarding it, we waste a valuable resource once repurposed and create methane, which is one of the most harmful greenhouse gases.
This residue is a real treasure for the circular economy. This guide will show you how to recycle coffee grounds in the workplace, in compliance with organic waste regulations, engaging your teams in a sustainable approach.
- Why coffee grounds is organic waste : environmental challenges, regulations, reduction of the carbon footprint
- How to recycle it : compost, natural fertilizer, cleaning products, soil base for growing mushrooms or even energy
- Where to start as a business : install collection bins, clear signage, team awareness
- The Pleyce service : collection and recycling, in partnership with Les Alchimistes, zero effort for your teams
How to recycle used coffee grounds in your business ? Your guide to zero waste.
5. How to install and maintain your whole-bean coffee machine ?
Have you decided on the perfect commercial coffee machine for your employees and clients to use? Amazing news ! It is now necessary to install the machine then maintain it to ensure that it lasts as long as possible.
5.1. Where to install your new coffee machine ?
Start by choosing the best area based on the technical characteristics of your machine such as :
- An electrical supply nearby
- A water supply and/or waste outlet (if your coffee machine does not have a built in water reservoir)
- An internet connection (if you have opted for a machine with electric payment option)
Think practically, keep the space around the machine free to make it accessible for things such as refilling the coffee beans and any access for maintenance. A coffee machine alone on a table is sad, why not complete your space with some elements ? Sink, dishwasher, bin, cup warmer, organisers, fridge, water fountain …
We recommend that you think about the utility of your coffee machine and your users !
Where in your business should you put your coffee machine ? Here are some ideas :
- An open space to enable free access,
- A break room for a moment of relaxation,
- A corridor for a quick coffee between meetings,
- A meeting room to remove the need to leave the room during a meeting
- The reception of your business to welcome your visitors or occupy them while they wait.
Consult our guide below to find the best place to install your coffee machine.
Where to install your new coffee machine ?
5.2. How to install your commercial whole-bean coffee machine ?
The technical requirements for the installation of a commercial whole-bean coffee machine depends on the type of machine you have chosen.
- Autonomous coffee machine : coffee machines with a water reservoir that is refilled manually only needs an electrical socket at less than one meter away from the machine. They offer installation flexibility and are ideal for small areas or spaces without direct access to a water supply.
- Coffee machine connected to a main water supply : these machines ensure continuous service without the need to fill the water reservoir manually. The installation requires an accessible main for drinking water supply and, if possible, a waste water drain or outlet to keep maintenance simple, avoiding the need to manually empty the drip tray.
- Coffee machine with payment system : if the machine allows for payment by card, you have to have an ethernet connection. To allow payment by cash, plan to install a coin slot.
The installation of your commercial coffee machine varies by model but typically needs to be connected to the main water supply (mandatory if no built‑in reservoir is available) and to an electrical outlet, followed by configuration of the machine.
Rest assured, the Pleyce technicians are by your side at every step of the way, from the choice of machine to its installation and maintenance !
5.3. How to maintain your whole-bean coffee machine ?
You have committed to a commercial coffee machine for your business ? If you choose to keep up the maintenance yourself, know that this demands a bit of time and elbow grease !
The coffee machine maintenance requires a daily wipe down and descale every 6 months ! Here is a list of the main tasks to complete to ensure that your machine is well maintained and lasts :
Basic maintenance : Ensuring the coffee beans are topped up, keeping the water filled if it is not connected to a water supply, emptying the coffee grounds, empty and clean the drip tray, disinfection of surfaces etc.
Descaling the coffee machine : the frequency of descaling depends on the water hardness and what water filter is used.
Extraction group maintenance : a monthly cleaning with a special detergent should be done scheduled along with a full annual inspection.
Grinder maintenance : clean the coffee grinder every 6 months with crystals that clean and sharpen the grind burrs, remember to periodically readjust the burrs and replace them once they have had too much use.
Milk system cleaning : if your coffee machine has milk based drink options, it is very important to regularly clean the milk circuit (milk froth nozzle and pipe).
Payment method maintenance : if your coffee machine is equipped with a coin slot, clean it from time to time with a cloth to ensure proper hygiene.
Ready to look after your new equipment to ensure it a longer life ? If not, Pleyce’s technicians know everything about coffee machines and automatic vending machines and are more than happy to help you out 😉
