Taking on a new vending site usually feels like good news, until the first cash-up arrives and you are still working out the terms. The agreement you strike before the first count shapes every receipt, commission statement and site-owner conversation that follows. This is a practical first-day checklist: what to agree with the owner, how to set the site up in VendMetrix, and what to record at that first collection.
Agree the money terms before the first count
The most useful thing you can do before you service the machines is write down how the money splits. General vending practice is to agree this per machine or per site, in writing, before any collection happens. Record the rate, the machines it applies to and when you pay it.
- Commission per machine: the rate or split, and whether it changes above a takings threshold. VendMetrix supports machine-level commission settings with tiered rates, so it is worth agreeing the bands now rather than improvising at the cash-up. Our guide to checking tiered commission bands shows how to verify each one.
- Charity contribution: whether you donate a fixed sum, a per-machine amount or a percentage, and to which charity. Keep the basis clear so the totals in your reports match what you promised. Vending charity contribution records explains how to keep every total consistent.
- Collection interval: how often you will visit, and what happens if the site needs an earlier collection. Agreeing this up front stops the awkward conversation later. Setting collection intervals gives a method for working it out.
- Payment and statements: when commission is paid and how the owner can check it.
Keep the confirmed terms somewhere you can find them. The practical guide to recording vending site commission agreements covers the paperwork side if you need it.
Set the site up properly before the first cash-up
VendMetrix organises each cash-up around the selected site and machine. Its current Features page confirms GPS-assisted site identification and machine-level commission and charity contribution settings. Configure those money terms before the first collection rather than trying to reconstruct them afterwards.
- Commission setup: confirm the rate for each machine, including any agreed tiers, before recording the first cash-up.
- Charity setup: record the agreed contribution model separately from site commission so the resulting totals remain clear.
- Round planning: add the site to the appropriate driving day and use the supported Google Maps, Apple Maps or Waze directions when the visit is due.
- Site owner portal: give the owner access to their commission history so routine checks do not depend on separate messages. What a commission history should show site owners is a useful reference for reviewing the figures.
The features page lists what VendMetrix covers today. GPS-assisted site selection is also worth reading before the first visit.
What to record at the first cash-up
The first collection sets the baseline for every comparison after it, so count properly rather than estimating.
- Count every machine and enter the coin totals, letting the app work out commission, charity contribution and machine totals.
- Check that the selected site and machine match the equipment in front of you before completing the record.
- If you leave promotional samples, record them separately so they do not distort takings or commission. Free samples on vending rounds covers what to log.
- Print or email the receipt before you leave the site and keep the record in the app.
- When the cash reaches the safe or the bank, log the deposit so the running balance stays meaningful. Reconciling cash from collection to bank deposit keeps the audit trail intact.
If you want to see how the whole flow fits together, how VendMetrix handles a vending cash-up and the practical guide to faster cash-ups cover it step by step.
Make the first few visits count
A new site is a new relationship. Check that each receipt matches the agreed terms, and give the owner portal access early so they can watch the commission history build up. Small mistakes caught in week one are much easier to fix than a disagreement in month six. As several comparable collections build up, review them on the same basis rather than drawing conclusions from one visit. Comparing machine performance fairly explains how to make that comparison.
What VendMetrix covers today
VendMetrix currently covers cash-up with UK coin denominations, commission and charity calculations, Bluetooth and emailed receipts, safe and bank deposit records, free sample logging, due-visit round planning with directions, a site owner portal, monthly reports and team permissions. See the features page for the current list.
Taking on a new site is one of those moments where a few hours of careful setup saves weeks of chasing later. Agree the terms, set the site up once, record the first cash-up properly, and the rest of the relationship has a solid paper trail to stand on.