A well-maintained vending machine is a profitable vending machine. Neglect maintenance, and you'll face breakdowns, lost sales, unhappy customers, and expensive repairs.
I've put together this checklist based on years of operating machines. Print it out, laminate it, and keep it in your service vehicle. Your machines (and your wallet) will thank you.
Every Service Visit
Do these tasks every time you visit a machine:
Service Visit Checklist
- Collect cash and check bill validator for jams
- Check coin mechanism for stuck coins
- Verify card reader is working (test transaction if possible)
- Restock products using FIFO (oldest to front)
- Check expiration dates on all products
- Remove any expired or damaged products
- Clean the front glass/panel (inside and out)
- Wipe down the selection buttons/keypad
- Check that all product spirals/motors are working
- Verify correct pricing on display
- Test vend a product to confirm operation
- Check for any error codes on display
- Ensure machine is level and stable
- Look for signs of tampering or damage
Weekly Tasks
These should be done at least once per week, or during your regular service rotation:
Weekly Checklist
- Clean the bill validator with a cleaning card
- Vacuum or blow out dust from coin mechanism
- Check refrigeration temperature (should be 35-38°F / 2-3°C)
- Inspect door seals for wear or gaps
- Check condenser coils for dust buildup
- Verify all interior lights are working
- Test all product delivery mechanisms
- Check power cord for damage
- Inspect for pest activity (droppings, damage)
Monthly Tasks
Set aside time once a month for deeper maintenance:
Monthly Checklist
- Deep clean interior shelves and trays
- Clean condenser coils thoroughly
- Lubricate door hinges if needed
- Check and tighten any loose screws or panels
- Inspect wiring for wear or damage
- Test all vend motors and replace weak ones
- Update pricing if needed
- Review sales data and adjust product mix
- Check lock mechanism and replace if worn
- Verify machine serial numbers match your records
Quarterly Tasks
Every 3 months, do a thorough inspection:
Quarterly Checklist
- Full exterior cleaning and polish
- Replace bill validator belts if worn
- Deep clean coin mechanism
- Check compressor operation and refrigerant levels
- Inspect and clean evaporator coils
- Test thermostat accuracy
- Replace any worn door gaskets
- Update firmware if available
- Review machine profitability and consider relocation if underperforming
Annual Tasks
Once a year, give each machine a complete overhaul:
Annual Checklist
- Professional refrigeration service (if applicable)
- Replace bill validator if showing wear
- Replace coin mechanism if unreliable
- Full electrical inspection
- Repaint or refinish exterior if needed
- Replace worn decals or graphics
- Review and renew location agreements
- Update insurance coverage
- Assess if machine should be replaced
Common Problems & Quick Fixes
Product Won't Vend
- Check if product is jammed in the spiral
- Verify the motor is working (listen for sound)
- Check if product is loaded correctly
- Test the selection button/sensor
Bill Validator Rejecting Bills
- Clean with a validator cleaning card
- Check for jammed bills inside
- Verify the stacker isn't full
- Try different bill denominations
Machine Not Cooling
- Check if it's plugged in and powered on
- Clean the condenser coils
- Verify thermostat setting
- Check door seals for gaps
- Listen for compressor running
Card Reader Not Working
- Check cellular/WiFi connection
- Power cycle the reader
- Verify account status with provider
- Check for software updates
Safety First
Always unplug the machine before doing any internal maintenance. Never attempt electrical repairs unless you're qualified. When in doubt, call a professional technician.
Tools to Keep in Your Vehicle
- Screwdriver set (Phillips and flathead)
- Pliers and needle-nose pliers
- Flashlight or headlamp
- Bill validator cleaning cards
- Glass cleaner and microfiber cloths
- Compressed air canister
- Spare locks and keys
- Multimeter (for electrical testing)
- Spare motors and spirals
- Zip ties and electrical tape
- Work gloves
Maintenance Log
Keep a log of all maintenance performed on each machine. This helps you:
- Track recurring problems
- Know when parts were last replaced
- Plan for future maintenance
- Document machine history for resale
A simple spreadsheet works, or use vending management software to track everything digitally.
Track Maintenance in VendHub
VendHub lets you log maintenance, set reminders, and track machine health across your entire operation. Never miss a service task again.
Print This Checklist
Use your browser's print function (Ctrl+P or Cmd+P) to print this page. The navigation and other elements will be hidden automatically, leaving just the checklists.
Laminate it and keep it in your service vehicle for easy reference on every route.