The Guide to Choosing the Right Professional Coffee Machine
94% of french people drink coffee: its about the most consumed drink after water.
To have a coffee machine in your business can therefore turn out to be very useful for keeping employees and visitors happy.
Are you convinced that you want to equip your offices, businesses, or other location with a profesional coffee machine ? You are in the right place !
Welcome to this complete guide that will help you to choose among all the offers on the available.
Discover our ultimate guide to choosing your professional coffee machine !
1. What type of professional coffee machine to choose ?
On the market, there are numerous professional coffee machines from a multitude of brands. Which is the best adapted to your activity and your needs ?
To choose your coffee machine you have to ask yourself what type of coffee you would like to propose while defining your need: volume of coffee, emplacement, whether you want to charge or if you want it to be free etc.
1.1. What is the best professional coffee machine
To start, it is a question of asking yourself if you will be opting for a whole-bean, ground, capsule or dose coffee machine ? At Pleyce, we recommend a whole-bean 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 high-end professional coffee machines should be considered depending on the use envisioned for them : How many people will drink the coffee each day ? Where will it be placed (reception, meeting room, corridor, canteen etc) ? Will you be offering snacks as well as coffee ?
Automatic coffee machine for offices
Designed to grind the coffee beans just before extraction to provide unparalleled freshness, automatic machines are easy to use and very intuative.
You will find a large range from small coffee machines for your conference room to automatic coffee machines for office spaces or relaxation spaces of more than 50 people.
Automatic drinks distributer
An automatic coffee distributer is ideal for corridors, eating area or break room.
Adapted for heavy use, it can propose a large range of quality drinks (coffee and hot chocolate with cream, choco-mint) at the same time as a selection of snacks and soft drinks !
Manual espresso machine
Perfect for baristas and amateurs alike, this machine allows the possibility to perfectly master the result in the cup thanks to various adjustments made to the machine.
Depending on the size, a manual espresso machine can serve small businesses up to large capacity eating areas with large capacity.
To find out more, consult our comparing tool to determine the best coffee machine for your business.
What is the best coffee machine for a business ?
1.2. Which coffee machine is best for a SME depending on the number of employees ?
Whatever your activity, if you wish to offer coffee to your employees, visitors or clients, to take the time to reflect on the best choice of high-end coffee machine is a non negotiable. We can explain to you the importance of coffee in many different professional contexts and help you to choose the coffee machine best adapted to your specific activity:
SME : Adapt your choice according to the size
Depending on the number of employees, the need and the cost of a coffee machine will vary. We have listed different cases :
- Less than 25 employees
- 25 to 50 employees
- 50 to 100 employees
- More than 100 employees
Depending on the size of your business, to be able to access an exceptional coffee in your place of work is a non negotiable social advantage to attract the engagement of your collaborators.
To learn more, consult our practical guide to choosing a coffee machine for the size of your business.
Which business coffee machine is best for a SME depending on the number of employees ?
1.3. Choose a quality coffee machine depending on your activity
Coworking : Transform your workspace to a meeting space
These spaces have increased in use these last years and actively participate in the evolution in dynamics at work. Here we are going to explain the importance of a coffee break in coworking spaces and what it can bring to collaborators.
With strategic placement of the coffee machine and the possibility of free or payed coffee, your clients will be able to appreciate a large choice of hot drinks and fine coffee without having to cross the street to find a coffee shop.
To find out more, discover our guide to choosing the right coffee machine for a coworking space.
Commerce : increase client loyalty with a quality coffee
Bakery, garage, car dealership, beauty salon, hairdresser, car hire company or bank : small businesses and public reception areas have everything to win by proposing a coffee machine or hot cup of coffee.
In effect, to propose coffee to clients promotes the image of a welcoming introduction and small details of care. For a quality tasting experience, the ideal is to propose a whole-bean coffee.
For more information, consult our practical guide containing a choice of coffee machines for your business.
CHR (Hotel, Coffee, Restaurant) : An exceptional coffee
Bar, coffee-shop, hotel or restaurant : coffee is essential to your activity. Thus, selecting your professional coffee machine is a crucial choice ! For the appreciation of your clients, we recommend that you offer them whole-bean coffee.
But what professional whole-bean coffee machine is best for your business, whether a bar, hotel or restaurant ?
To find out more, consult our practical guide containing a choice of coffee machines for your business.
To find out which professional coffee machine to choose depending on your activity, consult our guide :
Choosing a coffee machine depending on your activity ?
1.4. Ecological coffee machine in business : connecting pleasure and responsibility
Each day, 1,37 million coffee capsules are thrown away in france, creating an impressionable quantity of waste. Opt for an eco friendly business coffee machine, it is about reducing the carbon footprint while meeting the growing expectations of your teams regarding environmental responsibility.
This guide will help you to choose a professional coffee machine that respects the environment, highlighting the following points :
- Reduction of waste : opt for bean-to-cup coffee machines, thereby avoiding the use of non-recyclable capsules.
- Optimised energy consumption : select energy efficient models, contributing to the preservation of natural resourses.
- Durable materials : choose machines made with recycled materials and created for a long life.
- Valorisation of waste : integrate solutions for recycling coffee grounds, transforming them into compost or heating pellets.
In taking up an ecological coffee machine, you reinforce your brand image, increase teamwork and actively contribute to your CSR initiatives.
Ecological coffee machine for business : how to choose the best ?
1.5. Smart coffee machine for business : revolutionize your coffee break
With a smart coffee machine like the TopBrewer, transform the coffee break into a true moment of conviviality while optimising costs and your CSR initiatives.
The smart coffee machine changes the game in the office : modern design, personalisation of drinks via smartphone, real time consumption statistics… It combines premium experience and smart management.
Collaborators benefit from an exceptional coffee custom prepared from freshly ground whole-bean coffee, while the business gains efficiency thanks to remote mangement, automatic supply alerts and a more sustainable consumption.
Revolutionize your coffee break with TopBrewer
1.6. Is the coffee break necessary in a business ?
The coffee break, an essential ritual in a business, is a special moment of relaxation for nearly 9 out of 10 french people. They consider it, in fact, an essential for work … but is a coffee break an obligation for the employer ?
Coffee breaks at work are obligatory but, unlike the requirement to install a water fountain, the law does not stipulate any requirement regarding coffee except in particular situations. However, the rules around the length of breaks and layout of eating areas are well defined. We will explain to you all the aspects as well as the benefits of a well thought out coffee break, for both cohesion and productivity of the team.
To find out more, consult our guide on the legal framework for coffee breaks at work.
What is the legal framework for coffee breaks at work ?
2. What is the price of a professional coffee machine ?
Okay, a professional coffee machine for business is an essential and keeps everybody happy. But first, how much does it cost ? What budget do you need for a quality coffee ? How do you keep your accountant smiling ?
And if you provide coffee to your teams, are they going to spend too much time in front of the machine ?
2.1. What is the price of a business coffee machine ?
To determine the budget to plan for your professional coffee machine, you are going to have to determine some criteria :
- What is the coffee need in your business ?
For an accurate estimation, we advise you to start with a headcount in the company and then multiply by 2.
Otherwise, to automatically calculate the volume of consumption in your business and decide your coffee solution, we have developed a clever little tool.
Find your coffee solution in 30 seconds
- What coffee machine solution do you envisage ?
You can opt for rent, purchase or deposit. Each of these solutions has its advantages and its inconveniences. - What type of coffee to offer to your employees ?
Ground coffee, in capsules or whole-bean ? Betweeen us, whole-bean coffee offers an economical, ecological and high-quality option. - Do you wish to charge for the coffee or offer it for free ?
If you count on charging for the coffee, this will inevitably effect your budget. If the machine is in a free access area, you need to think about adding a payment option.
To find out more, find our price guide for coffee machines for businesses with an example of calculating a monthly budget.
Calculate the price of a coffee machine for your business
2.2. Coffee in business : free or paid ?
You wish to offer coffee to your employees but have not decided if it will be available for free or not ? To make your decision, it is necessary to study the balance between benefits and costs.
Offering coffee for free has numerous advantages :
- Free coffee is an advantage that is appreciated by collaborators : to offer free unlimited coffee to your employees presents a cost of around 9€ monthly per employee;
- Coffee is an effective motivator;
- Coffee is a vector of collaboration and reinforces the feeling of belonging in a business.
If you do not wish to offer free coffee permanently, there are alternative solutions to coffee that is 100% free or 100% paid ! In this case, you have to chose between different payment solutions and install payment options on the machines and automatic coffee distributers.
To find out more, consult our practical guide and decide between different alternatives.
Coffee in your business : free or paid ?
2.3. Coffee machine with payment option : what system of payment ?
You have decided to ask payment for coffee (at least in part) in your company ? Do you wish to offer paid coffee to your customers in addition to your services ?
In this case, you have to chose a payment system. And caution, these days its technical ! Professional coffee machines no longer offer the option of a coin slot, instead there are numerous innovative and digital alternatives.
Among the payment solutions for coffee machine, we can mention :
- the traditional coin slot,
- contactless payment by card,
- payment by badge or by prepaid card,
- payment by tokens,
- payment by restaurant voucher,
- payment by smartphone, smart watch or ring.
And since progress never stops, maybe it will be possible one day to pay with our finger or with bitcoin !
Find our guide to find out more on the advantages and inconveniences of each payment solution for a professional coffee machine.
Coffee in the workplace : which payment system ?
3. What are the different coffees for a professional coffee machine ?
The choice of the type of coffee can impact your choice of professional coffee machine. Capsule, sachet, 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 : a bit of general knowledge … Did you know that there are two types of coffee ? Robusta and Arabica ! All the others are blends, 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.
Arabica can be the best choice to avoid coffee-loving employees from becoming like electric batteries ! - 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 virtuous 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 !
You can find our advice on how to choose your whole-bean coffee for your business.
How to choose the coffee for my business ?
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, its possible to taste different coffees all day long, and the capsules are recyclable !
Yes, but !
- Environment side : Capsules and sachets are still an ecological disaster today. Only one out of five capsules is 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.
- Taste side : If you want to propose an excellent coffee, it is better to grind the beans last minute to fully benefit from all the flavours in your cup.
- Wallet side : Finally, whole-bean coffee offers better value for money. In effect, capsules can increase the price per kg of coffee up to 400%. You also have to be aware of the price per capsule, the number of grams contained in each can fluctuate. Always check the price per kilo. If you offer free coffee to your employees, it can quickly add up !
To find out more, find our guide on the advantages of whole-bean coffee.
Differences between whole-bean coffee and capsules
4. What are the different service offers for your professional coffee machine ?
You wish to equip your business with a professional coffee machine, however you are not sure what you want to buy. What service options do the different coffee machine and distributer suppliers ? Do you know the differences between renting, purchace and deposit ?
4.1. What are the main coffee machine suppliers in France ?
You have decided to buy a professional coffee machine or automatic distributer ? Are you wondering which supplier to turn to ? It all depends on your needs !
To make your choice, you must start by distinguishing between two categories of 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 via use of whole-bean coffee, recognised as more ethical, more flavourful and more economical.
Which supplier to consider if you prefer …
- Capsules : Nespresso
- A real espresso : D8
- Artisanally roasted whole-bean coffee : Kawa
- Automatic distributor : Selecta
- A supplier in the east of France (only) : Dalmayr
- Etc.
And obviously there is us ! Pleyce proposes a new approach to coffee at work : excellence in flavours, personalised support based on listening, and development of 0 waste initiatives in partnership with committed and innovative companies.
Consult our guide to find out more on the main providers of coffee machines in France.
Comparing coffee machine suppliers
4.2. Purchase, rent or deposit a coffee machine : which option should you choose ?
Do you know what type of coffee machine or automatic distributer that you want but you are hesitating on what offer to choose ? Purchase, rent or deposit : what are the differences between these options ?
Purchase of professional coffee machine
The purchase of your professional coffee machine creates the most economical solution, the break-even point is reached quickly. In return, 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. Finally, the management of the equipments end-of-life is up to you.
Rental of a professional coffee machine
The rental of a professional coffee machine is a flexible solution, less restrictive than deposit and more accessible than purchase. Rental is an offer customisable to your needs. You can change the coffee machine from your rental contract at any moment !
Finally, there are no maintainance restrictions on the machine, management of consumables and supply of coffee doesnt fall on you as it is up to your supplier to look after everything. A great way to appreciate quality coffee at work without it adding a burden to your day.
Deposit of a professional coffee machine
And why not become a holder of your coffee machine ? the deposit of a professional coffee machine, also called “total management”, consists of a free machine from the supplier. The main advantage is that you benefit from a coffee machine or distrubuter 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 advice to find out more on the best formula to choose between purchase, rental or deposit of a coffee machine.
Purchase, rental or deposit 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 for business or your coffee vending machine ? How does a coffee machine rental work ?
The most suitable offer is determined with your provider, based on the number of machines offered, number of coffees consumed, the chosen machine model and the frequency of coffee restock.
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.
Rental has numerous 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.
Rental is a very flexible solution and can be convenient to all types of company regardless of the industry (office, retail, hospitality etc).
Our coffee machine packages
Discover our
machine rental offer,
coffee supply included.
4.4. How to recycle used coffee grounds in your business ? Transform waste into a resource
Left behind after each cup of coffee is used coffee grounds. In France, we produce 160 000 tonnes of used coffee grounds per year. In throwing it away, we lose a mine of nutrients and produce methane, a strong greenhouse gas.
But this residue is a real treasure for the circular economy. In this guide, you will learn how to recycle coffee grounds in the workplace, while respecting the legislation on organic waste and engaging your teams in a sustainable approach.
- Why the coffee grounds is organic waste : environmental challenges, regulations, reduction of the carbon footprintde l’empreinte carbone
- How to recycle it : compost, natural fertilizer, cleaning products, substrate for growing mushrooms or even energy
- Where to start as a business : install collection bins, clear signage, team implication
- 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 in your business ?
Have you chosen the ideal professional coffee machine for your employees or clientele ? Super ! 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 a coffee machine in the business ?
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 doesnt 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 plan for 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 …
Next, and based on your needs, we recommend that you think about the utility of your coffee machine, its use and its 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 to signify a moment of relaxation,
- A corridor for an express coffee between two meetings,
- A meeting room to minimalise 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 advice on finding the best placement to install your coffee machine.
Where to install a coffee machine in the business ?
5.2. How to install a professional whole-bean coffee machine ?
The technical limitations for the installation of a professional whole-bean coffee machine depend on the type of machine that you have chosen.
- Autonomous coffee machine : coffee machines with a water reservoir to be refilled manually only need an electrical socket at less than one meter away from the machine. They offer large installation flexibility, ideal for small areas or spaces without direct access to a water supply.
- Coffee machine connected to mains water supply : these machines ensure continuous service without the need to fill the water reservoir manually. The installation requires an accessible mains drinking water supply and, if possible, a waste water drain or outlet to keep maintenance simple in avoiding the need to manually empty the drip tray.
- Coffee machine with payment method : if the machine allows payment by card, you have to have an ethernet connection. To allow payment by cash, plan to install a coin slot.
Coffee machine in the business: reservoir or water
mains connection ?
The professional coffee machine installation depends on the model but overall it involves connecting to the mains water supply (obligatory in case of absence of a reservoir) and to electricity then to configure the machine.
Rest assured, the Pleyce technicians are at your side at every step of the way, from the choice of machine to its installation and maintenance !
Find our advice on the installation of a professional coffee machine.
How to install a professional coffee machine ?
5.3. How to maintain a whole-bean coffee machine in your business ?
You have planned where to go to get the professional 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 steps will be a daily wipe down and descale every 6 months ! Here is a little list of the main tasks to complete to ensure that your machine is well maintained :
Basic maintenance : Keeping the coffee beans topped up, keeping the water filled up if it is not connected to a water supply, empty the coffee grounds, empty and clean the drip tray, disinfection of surfaces etc.
De-scaling the coffee machine : the frequency of de-scaling depends on the water hardness and what water filter is used.
Extraction group maintenance : a clean with specialist detergent is to be scheduled once every month as well as a full inspection once a year.
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 as coins are often unhygenic.
Ready to look after your new equipment to ensure it a longer life ? If not, the Pleyce technicians know coffee machines and automatic vending machines like the back of their hand, and can help you out 😉
Find our advice for maintenance of a professional coffee machine.
How to clean and maintain a professional coffee machine ?
