Use the same month for every input.
Start with a complete month of records, or clearly label estimates if the machine isn’t operating yet. The result is only as complete as the costs you include. Changes stay in this page’s memory; refreshing resets the example, and there is no automatic connection to your machines.
- Gross sales: product sales for the period, using a consistent basis for refunds and any tax collected on behalf of authorities.
- Cost of goods sold: the purchase cost of products sold, not every case you bought for storage.
- Host commission: the percentage of sales paid to the property owner. This simplified tool applies it to the sales you enter. If your agreement uses a different basis, calculate that payment separately and include it under other operating costs instead.
- Payment fees: total reader and processing fees for the period. Use statements or quotes, not a guessed universal fee.
- Service and other costs: labor, travel, upkeep, and other operating costs assigned to this machine. Put a fixed host rent here if applicable; don’t also enter it as commission.
For a complete profit figure, separately account for financing, depreciation, tax, and costs outside this simplified view. Ask your accountant how to treat items you’re unsure about.
Worked example: $600 in monthly sales
These are example inputs to explain the math, not typical vending earnings.
| Item | Amount |
|---|---|
| Sales | $600 |
| Goods sold | −$270 |
| 10% host commission | −$60 |
| Payment fees | −$25 |
| Service and other costs | −$90 |
| Left after entered costs | $155 (25.8% of sales) |
The formula is sales − goods sold − commission − fees − operating costs. The percentage divides the remaining amount by sales. At zero sales, a percentage margin is undefined; any recorded costs still produce a loss.
Try a slower month before committing.
Compare a cautious estimate with your expected month. If sales drop, update product costs and percentage-based fees too. Then try an extra service visit or repair cost. Keeping everything else frozen can make a comparison misleading.
A positive result doesn’t tell you whether the location is worth your time or will repay your startup investment. Review access, service effort, equipment costs, and host terms alongside the calculation.
Understand vending revenue versus profit, or build your startup budget.
Common questions
Can I use this for more than one machine?
Yes—enter totals for the same period and include the costs for those machines. If host percentages differ, enter zero commission and include the actual combined host payments in other operating costs. Keep machine-by-machine records separately so a strong location doesn’t hide a weak one.
Will this predict what a new location earns?
No. It shows what your assumptions would leave after the costs entered. Validate demand and get actual quotes before treating a plan as an investment decision.
Can I save the result?
This page doesn’t save scenarios. Record your inputs and result in your own files. The Operator System provides editable spreadsheets for ongoing records.
Keep track of more than one month.
The $79 Operator System gives you spreadsheets for machine costs, inventory, and route records, plus guides and an agreement template. Use the free calculator to explore a scenario; use your own records to follow the business over time.