Before you leave: pack for the actual machines
Start with the previous visit’s notes, current stock information, and any message from the property owner. If you don’t have remote stock data, treat your packing list as an estimate until you count the machine. A good list should say which products and quantities belong at each stop.
Confirm access hours and bring the keys or access credentials you are authorized to use. Keep credentials separate from shared route notes. Bring the supplies needed for routine cleaning and approved checks; repairs and food-handling procedures should follow the relevant manufacturer instructions and local requirements.
- Check unresolved faults and customer issues from the last visit.
- Build a pick list by machine and product, allowing for stock already in storage.
- Check product condition and date labels before loading your vehicle.
- Confirm site access and the order of your stops.
At the machine: count before you refill
Record the date, machine ID, and arrival time. Look at the machine and surrounding area before opening it. Note visible damage, an empty selection, or a payment issue so it does not disappear into a general ‘serviced’ entry.
Count usable stock before adding new items. Record anything removed separately, with a reason. Then record the quantity you load. Keeping these three actions separate makes it possible to explain changes between visits instead of guessing from the amount you brought back.
- Count remaining stock by product or selection.
- Record damaged or expired items and transfers separately.
- Rotate and load stock according to product and equipment requirements.
- Note changed prices, products, or selection assignments.
- Follow the machine’s approved routine checks and secure it before leaving.
Leave a record someone can act on
A useful service note says what happened and what comes next. ‘All good’ gives you little to work with if the host calls tomorrow. Keep collection and payment records in your normal secure records, and note any discrepancy that needs follow-up without putting sensitive payment information into a shared checklist.
For example, an illustrative note might read: ‘Machine A, Tuesday: loaded 18 waters; crackers still at 10; selection B3 did not dispense during an approved test; follow manufacturer troubleshooting before returning B3 to use; ask host about Thursday access.’ That gives the next visit a purpose. It does not substitute for a repair procedure.
| Record | Why it helps next time |
|---|---|
| Date, machine, and time spent | Plan the route and understand service effort |
| Stock counted, added, and removed | Prepare the next load and investigate differences |
| Fault or customer issue | Keep unresolved work visible |
| Follow-up and planned visit | Know what to do and when to return |
Choose the next visit from what you learned
There is no single restocking interval that fits every location. Compare what sold, what ran out, what remained, and how long the visit took. A machine that runs out early may need more stock, a different mix, or another visit. A machine with repeated leftovers may need less stock rather than another delivery.
The Operator System’s Route and Inventory tabs give you a place to keep the business records behind this routine. Start with one machine and keep the process consistent before adding more detail. You can use this on-page checklist during a visit, and the paid toolkit is optional if you want editable files to organize the records.
Sources & scope
Use this guide to help plan your next steps. Examples explain the calculations; they aren’t earnings forecasts. Check local requirements, get supplier terms in writing, and use your own records when making business decisions. This is educational guidance, not professional advice or original market research.
- SBA: Manage your business
Background on business finances and recordkeeping. The sample vending records and calculations in this guide are our illustrative examples, not SBA benchmarks.
Source background checked September 6, 2026. The links provide background, not validation of a particular location or product.
Keep these records in one toolkit.
Get editable spreadsheets for machines, costs, inventory, and route visits, alongside guides and a location agreement template.
Find the right file in the $79 toolkit
Open the free location checklist, try the free sales-and-cost calculator, or explore the $79 Operator System for spreadsheets and templates to track costs, assess locations, and organize your business.