Coffee payment systems for office machines: which option is best for your workplace?

👉You have decided to implement a system to pay for coffee at your company ?
👉Looking to grow your business? Start by serving coffee !

If one of the two scenarios above apply to you, the guide below will help you find your answers !

Selling hot drinks like coffee and teas allows companies to generate extra revenue, specifically for:

• Pay off the initial investment of a commercial coffee machine or automatic vending machine.
• Refinance the costs of leasing an automatic coffee machine.
• Cover expenses for consumables (coffee beans or capsules, sugar, paper cups, etc.).
• Cover the machine’s maintenance and servicing fees.

With that being said, it’s now time to consider the payment systems you’ll be implementing. Since consumers are carrying less and less cas, there are new, innovative, and cashless alternatives to traditional coin-operated coffee machines.

What payment systems should you implement for your office coffee machine?

Coffee at work : free or paid ?

Before we show you to the various payment systems available, ask yourself whether it makes sense to install a system on your coffee machine. What are your goals?

Employees see offering free coffee at work is an office perk. You can offer your employees a much-appreciated benefit at a lower cost, since providing free, unlimited coffee to all employees costs about €9 per month per employee (for high-quality coffee beans).

If your company has few employees, it may be more cost-effective to provide them with coffee than to set up a payment system, which involves additional costs (purchase, management, maintenance of the payment system, etc.).

If you don’t want to choose between 100% free coffee and 100% paid coffee, there are alternative options designed to:

• Offer free coffee only under certain circumstances: during team-building sessions, one day a week, etc.
• Cover part of the cost of coffee: you make coffee more affordable for employees, while keeping your budget in check.

💡To learn more, check out our dedicated guide: Free or paid coffee at work? If you’re considering charging for coffee at your company or business, explore the different payment systems available for coffee machines.

What types of payment methods for a commercial coffee machine ? 

Other than traditional coin-operated machines, other payment methods exists for commercial coffee machines.

Discover below the different payment systems available for office coffee machines. Pleyce offers them all!

Payment by cash

A coin slot is a system that handles cash on it’s own: counting change, dispensing it, and storing it. Many vending machines are already equipped with them, and it is possible to install a coin slot in certain other office coffee machines.

✅ Advantages of a cash system

• Accessible to (almost) everybody : even though we are carrying less and less cash, having an option to pay in cash, makes it the most affordable option, as it does not require any technologie or badge system. As well, any visitors you have can also have a cup of coffee just like any other employee.
• Works without internet: using cash does not require WIFI. This payment option is recommended for machines that are located in places without internet access.

❌ Inconvenience of cash system  

• Collecting and managing the cash : a cash system requires extra work: collecting the cash, counting of the cash and then depositing it. Also, you need to be sure to leave enough change in the machine so it can give the correct amount of change for the first few sales. At Pleyce, we recommend leaving about 30 coins of each denomination, for a total of at least €25.
• Theft risk : cash is left in the machines at all times, making it a target for theft and vandalism.

Payment by card (contactless)

Sometimes you want a cup of coffee, but don’t have cash on you. Give your employees the ability to pay for their drinks by card instead. Contactless payments is an even faster option, allowing for the possibility to also pay by smartphones.

✅Advantages of card payment (contactless)

• Not necessary to have cash : Payment by card is the easiest option and actually encourages more purchases. It also reduces the wait time and therefore allows you to sell more drinks.
• Simplified management system :you can centralize the management of your payment system to simplify your accounting and keep costs under control. In addition, the risk of system failure is significantly reduced.
• Secured transactions and better traceability : bank transactions are done online and must be authorized by the user’s bank. This reduces the risk of fraudulent use and since the machine don’t hold any coins, it is much less vulnerable to vandalism.

❌ Inconveniences of card payments

• Bank fees: card payments incur an additional costs for the coffee machine owner. They must pay a subscription fee, bank charges, and commissions.
• Spending limit: credit cards typically have a spending limit per transactions, however this is typically set to 50€, which is more than enough to buy several coffee and hot beverages.

Payment by company badge or prepaid cards

You can give your employees the option to pay for their coffee using their company ID card or a prepaid card. All they need to do is load the desired amount onto their ID card or prepaid card at the designated terminals. When they then order a coffee from the machine, the cost of the drink is deducted from their balance.

Payment by badge works using an RFID chip, which comes in many different forms: badges, cards, wristbands, or even keychains.

Various top-up methods are available, such as: via a cash register, through software, or directly on the machine if it is equipped with a coin system or a credit card terminal. It is also possible to offer deferred payment.

✅ Advantages of payments by company badge or prepaid card

• No payment method required: if your employees forget their wallets, they can still buy a coffee (as long as they’ve topped up their access card.) 
• Budget option for your employees : prevents them from spending more than the balance available on their prepaid cards/badge
• Employers can subsidize this option : you can offer full coverage by the company or a percentage discount on the cost for your employees.
• One badge, multiple uses: you can use the same badge to pay for coffee and meals at the company cafeteria, as well as to access parking lots, office spaces, and printers.

❌ Inconveniences of payments by company badge or prepaid card

• Management of badges and cards: badges come at a cost, and managing them—especially when they are lost, can be expensive.
• Limited to only employees of the company : an alternative is needed if others who don’t work for your company wants a cup of coffee.. 

Payment by smartphone or smartwatches

Banking information is stored on the smartphone’s SIM card and can be read by the payment terminal. All you have to do is hold your phone near the payment terminal using the NFC reader to make a payment.

Managing this payment option is simple as the process is quite similar to contactless credit card payments, since the payment terminal is the same. Don’t miss out on this payment solution, which can be convenient for customers—they only need their smartphone, ring (yes, those exist now), or smartwatch to pay for their coffee!

 💡 Who knows, maybe one day, you might even be able to pay with your finger! That’s right—it’s no longer just the stuff of science fiction. Manufacturers are starting to produce biometric payment terminals for a completely contactless experience. For those who are concerned, rest assured: this isn’t yet a reality.

✅ Advantages of paying by smartphone

• Ease of payment : no credit card or cash is needed—just a smartphone, which most people now have on hand at all times. This payment method is becoming increasingly popular with consumers. Quick payment helps streamline the checkout process at the coffee machine and in return boosting your sales.
• No spending limit : unlike standard credit cards, paying by your smartphone does not impose a spending limit (may vary from bank to bank)
• Secured transactions :NFC technology is secure, with the SIM card offers the same level of security as the chip in a credit card.

❌ Inconveniences of paying by smartphone

• Application needs to be downloaded: to pay with your smartphone, you need to have downloaded an app such as Google Pay, Apple Pay, or Paylib. Not all users are necessarily comfortable with these technologies.

Payment by tokens

You can choose to pay with tokens. This payment method is ideal for businesses like bakeries. It works in the same way as a badge. You can obtain a token in exchange for a specific amount set by the seller.

✅ Advantages of paying with tokens

• Budget control for employees : they won’t be able to spend more than they have, keeping cost down and managing better budgeting strategies. 
• Free drinks : employers can give a set amount of tokens per employees as a work place incentive. 
• Functions simply with a coin/token slot system: no need to give change to the customer, since the price of the coffee is set in tokens, with the price predetermined by the seller. For example: one coffee = 2 tokens, 1 token = 50 euro cents, etc.

❌ Inconveniences of paying with tokens

• Tokens management : tokens come with a cost, and managing them—especially if they are lost, can be expensive.
• Need to purchase tokens: just like with the badge, you’ll need a way to pay for tokens (cash, credit card).

💡 Installing a payment system (cash, card system ) is only necessary if:

• The coffee machine is compatible with and ready for the desired payment system;
• You can either add an external payment module or integrate the payment system internally.

Bonus: Payment by Bitcoin

🗼We have a more futuristic payment solution… with the advancements in blockchain, you could switch to cryptocurrencies! What if you offered your employees the option to pay for their coffee with Bitcoin?

However, there is still a long way to go before we can pay for our coffee with Bitcoin …😅 !  

And between you and me… The best and simplest payment system is offering free coffee to your employees!