People always ask me: "How do you manage 15+ machines by yourself?" The answer isn't working harder—it's working smarter. Systems, routines, and the right tools make all the difference.
Here's exactly how I run my vending operation, from the moment I wake up to how I plan my week. No fluff, just the real workflow.
My Weekly Schedule
I don't service machines every day. That would be inefficient. Instead, I batch my work:
- Monday: Route A (6 machines, east side)
- Wednesday: Route B (5 machines, west side)
- Friday: Route C (4 machines, north side) + inventory shopping
- Sunday: Admin work, planning, bookkeeping
Three service days, one admin day. The other three days? That's the beauty of vending—flexibility.
A Typical Service Day
Here's what a Monday looks like for me:
Check the Dashboard
First thing I do is open VendHub on my phone. I check which machines need attention based on last service dates and estimated inventory levels. This tells me what to load in the truck.
Prep Inventory
Based on what I saw in the app, I load cases of drinks, boxes of snacks, and any specific items running low. I keep my garage organized by product type so loading takes 15-20 minutes max.
Start Route A
I've optimized my route to minimize driving. The 6 machines on Route A are all within a 5-mile radius. I start with the furthest location and work my way back home.
Service Process
At each machine, I follow the same routine: collect cash, check card reader sales, restock products (FIFO—oldest to front), clean the machine, check for issues. I log everything in VendHub as I go. Each machine takes 15-25 minutes.
Head Home
Six machines done in about 4.5 hours including drive time. I grab lunch, deposit cash at the bank, and I'm done for the day.
Quick Bookkeeping
I spend 30 minutes reconciling the day's collections, updating any notes in VendHub, and checking if any machines need parts or attention next time.
The Tools That Make It Possible
Hardware
- Reliable vehicle: I use an SUV. A van would be better for larger operations, but an SUV works fine for 15 machines.
- Hand truck/dolly: Essential for moving cases of drinks.
- Basic toolkit: Screwdrivers, pliers, flashlight, spare locks.
- Cash bag: Organized by machine for easy tracking.
Software
- VendHub: Obviously biased here, but I built it because nothing else worked for me. Tracks inventory, locations, revenue, expenses—everything in one place.
- Google Maps: For route optimization when I add new locations.
- Banking app: Mobile deposits save trips to the bank.
Time-Saving Strategies
1. Batch Everything
Don't make one-off trips. Group machines geographically and service them together. One efficient route beats five scattered trips.
2. Prep the Night Before
I check my app the night before and make a mental list of what I need. Morning loading is faster when I already know what's going in the truck.
3. Standardize Your Process
Same routine at every machine. Collect, restock, clean, log. No thinking required, just execution. This prevents mistakes and speeds things up.
4. Keep Inventory Organized
My garage has shelves organized by product type. Drinks on one side, snacks on the other, organized by brand. I can find anything in seconds.
5. Track Everything Digitally
No paper logs. Everything goes in VendHub immediately. This saves hours of data entry later and means I always know my numbers.
Common Questions
"How many hours per week do you actually work?"
About 15-20 hours on service and admin. That's for 15 machines generating roughly $2,500-3,000/month profit. Not passive, but flexible.
"What happens when a machine breaks?"
Minor issues I fix myself (jammed products, coin mech problems). Major issues I call a technician or swap the machine if I have a spare. Downtime costs money, so I act fast.
"How do you handle vacations?"
I service all machines right before leaving and right after returning. For longer trips, I have a friend who can do emergency service if needed. Eventually, I'll hire a part-time helper.
"When did it stop feeling overwhelming?"
Around machine 8-10. The first few machines have a steep learning curve. By the time you hit double digits, you've got systems in place and it becomes routine.
The Reality Check
Managing 15+ machines solo is doable, but it's not for everyone. You need to be:
- Organized and systematic
- Comfortable with physical work
- Self-motivated (no boss telling you what to do)
- Willing to solve problems on the fly
If that sounds like you, vending can be a great business. If you need structure and supervision, it might not be the right fit.
Manage Your Machines Like a Pro
VendHub is the tool I built to run my own operation. Track inventory, manage locations, and see your profits—all from your phone.
Final Thoughts
The secret to managing multiple machines solo isn't working more hours—it's building systems that make each hour count. Batch your work, standardize your process, and use tools that save time.
Start with a few machines, build your systems, and scale from there. Before you know it, you'll be managing 15+ machines and wondering why you ever thought it was hard.