Vending machines is a type that runs on Business. Pick it at sign-up and you start with a Canned drink at S$1.80, Bottled water at S$1.50, Potato chips and a Chocolate bar at S$2, an Instant noodles cup at S$2.50, and a Machine placement for your office item priced on quote.
Every machine with its own stock
Add each machine with a name, such as 'Tower B lobby', its address and the site owner. Each machine holds its own stock and can have its own price for an item. Set how many fill each slot, and the pick list, What to bring, shows each item below its full level for every machine and the total to load into the van.
Refill visits that do the maths
At the machine, the refiller counts what's left of each item and enters what they put in, the cash taken out and the card and QR sales. The app works out what sold since the last visit, records it as one paid sale, and moves the stock from the warehouse into the machine. Cash short against the count is recorded as an expense, so shrinkage is never hidden.
- Take up to 8 photos of the machine after refilling, or of anything wrong.
- The site's person can sign for the visit with a finger.
- Machines not visited for a week show as due on your Today screen.
The site owner's cut, worked out for you
Many sites take a share. Set each host's cut as a percentage of sales, a monthly rent, or both, for example 10% plus S$80. Once each month is over, the site fee is charged automatically as a rent expense, and each machine's page shows this month's sales and site fee so far. Your profit then reflects what the location really costs.
Faults, card readers and Today
Log a fault per machine, such as 'Coin unit jammed' or 'Not cooling', and mark it fixed with the repair cost, which goes into your expenses. Card and QR sales are typed in from the reader's own report at each visit; the app doesn't pull sales from card readers by itself. Today shows machines due a visit, open faults, items sold out in a machine and today's takings by machine.
Refillers, warehouse and accounts
Refillers get driver logins and see the machines to visit on their own screen. Send purchase orders to your distributors, receive goods into the warehouse, and see stock value across every machine. Payroll works out CPF, and bills and bank matching keep the books. Business includes 300 machines, with more in blocks of 100 through AQUORIA.
How it works
- 1Pick Vending machines at sign-up with your UEN and add each machine and its site owner.
- 2Load the van from the pick list and record each refill visit at the machine.
- 3See sales, site fees, faults and stock per machine without a spreadsheet.
What you'll use
- Inventory managementBusinessInventory management software for Singapore: stock per item and location, low-stock alerts, counts, stock moves, recipes and stock value. Try it free.
- Multi-locationBusinessMulti outlet management software: up to 3 branches on Business, stock per branch and moves between them, and staff clock-in at any outlet. Try it free.
- AccountingAccounting software for Singapore: expenses and profit, bills to pay, bank matching from your statement, GST F5 figures and CSV exports. Try it free.
- Purchase ordersBusinessPurchase order software for Singapore: low stock to PO in one tap, POs as PDF, goods received into stock, supplier invoice PDFs read into bills. Try free.
- PayrollBusinessPayroll software for Singapore: CPF, SDL and self-help group funds worked out, itemised payslips, monthly pay runs and the year's pay for IRAS. Try free.
- ReportsSales report software with a live dashboard: revenue by day, service and channel, payments by method, top customers and CSV downloads. Try it free.
Plan: Business
Questions
How much does it cost to run a vending machine business?
The main costs are the machines, the stock, each site owner's cut or rent, repairs, the van and the refillers' time. AQUORIA O.N.E records the stock cost, site fees, repair costs and cash short as they happen, so each machine's sales and site fee are visible every month instead of worked out at year end.
What is vending machine management software?
It tracks what's in each machine, what sold and what to bring on the next round. AQUORIA O.N.E does that from refill visits: count what's left, enter what's put in and the takings, and it records the sale, moves the stock, works out the site owner's cut and logs faults.
Does it connect to cashless card readers?
Not by itself. At each visit the refiller types the card and QR sales from the reader's own report, along with the cash taken out and what's left in each slot. The app then works out what sold, records it as one paid sale, moves the stock and adds it to that machine's takings for the month.
How many machines can I manage?
Business includes up to 300 vending machines, and machines don't count towards your 3 shop or warehouse locations. Operators with more machines can add blocks of 100 through AQUORIA, each with extra logins and storage for a bigger fleet. Ask under Help when you get close.
Do I need a UEN to start the free trial?
Yes. Vending machines runs on Business, and a Business trial needs your business registration number, which is your UEN in Singapore. With it, your registered address and PayNow can be filled in for you. The trial is 14 days and needs no card.