Machine stock dashboard
Every machine and every coil on one screen, from telemetry or driver logs.
Vending software: machine stock, refill runs & commissions
Vending operators: every machine stocked, every run planned. Fill more, drive less.
Refill runs get planned from memory. You don't know the stock levels until you open the machine and faults get reported by an annoyed site manager. We build vending systems that track every machine, plan runs around real stock and work out site commissions for you. Then we host them and look after them.
Looking for vending machine management software that plans your runs?
A vending business is a retailer with dozens of tiny shops spread across town. It also has a warehouse, a delivery fleet and a pile of landlords who all want their cut. Most operators run it on a telemetry portal, a run sheet in the driver's head, a cash bag and a commission spreadsheet. You only find out a machine is empty when someone complains.
Wollopit builds custom vending software around how your business actually runs. Machine stock comes from your card readers or from driver counts. Runs are planned by need and the van leaves with a pick list. Cash and card reconcile per machine, site commissions calculate themselves and faults arrive by QR. We connect the tools you already use and look after the lot on our own servers.
01The problems
What we hear from vending machine operators
Does your vending business have these problems? Here's how we'd fix them.
Most vending operators we talk to know their machines inside out. They still lose hours to wasted runs, cash counting and commission maths. It all holds together until you add another twenty machines.
- The problemYou find out a machine is empty when you get thereYou drive 40 minutes to a site and open the door to find half the coils already empty. Or it's full and you didn't need to come.How we fix itStock levels come from your card reader telemetry or a quick driver log. You see what's empty before you leave the depot.
- The problemThe run sheet is in the driver's headIt's the same Monday loop every week whether the machines need it or not. A new driver has no idea where the gym's machine actually is.How we fix itRefill runs built by need: which machines are low, what to pick at the depot and the order to drive them in.
- The problemPacking the van is guessworkDrivers load what they think they'll need. Then they either run short at site three or haul half the warehouse back.How we fix itA pick list for every run, worked out from machine stock so the van leaves with the right cans, chips and bars.
- The problemCash and card never quite matchCoins get counted on the kitchen table, card settlements sit in another portal and a spreadsheet tries to line them up.How we fix itCash collections logged per machine, card sales pulled from your telemetry and variances flagged automatically.
- The problemSite commissions on a spreadsheetEvery site has a different deal. Working out what the gym, the factory and the hospital are owed each month takes a whole day.How we fix itSite agreements stored with their commission rates so statements calculate themselves from real sales.
- The problemFaults reported by phone (eventually)A machine swallows someone's coins and nobody tells you for a week. Then the site manager rings and they're not happy.How we fix itA QR code on every machine. Customers report a fault or ask for a refund in seconds and you get the alert straight away.
- The problemProduct mix is a hunchBest sellers are guessed. Slow lines sit in the coils for months while the popular ones sell out by Wednesday.How we fix itSales by product, machine and site so every slot in the planogram earns its spot.
- The problemStock goes out of date in the coilProtein bars and sandwiches expire at the back of a spiral and nobody notices until a customer does.How we fix itUse-by dates logged on fill with alerts before anything turns, plus first-in-first-out picking at the depot.
- The problemNo record of what's been fixedWhich machine had the coin mech replaced? When was that fridge last serviced? It's all in someone's phone.How we fix itA service history for every machine: parts, faults, technician visits and warranty dates.
- The problemThe depot stock is a mysteryYou run out of the best-selling energy drink on a Thursday because nobody tracked what left the shelf.How we fix itWarehouse stock that drops as vans are picked, with reorder alerts for your suppliers.
- The problemNew site leads go nowhereA business manager emails asking for a machine and it sits in your inbox while you're on the road.How we fix itA site enquiry form on your website that captures foot traffic, power and space, then drops into a simple pipeline.
02What we build
Solutions
What we build for vending machine operators. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Refill run planner
Runs built from what's low, grouped by area and ordered for the drive.
Driver app
Run sheet, pick list, fill counts and cash collection on the driver's phone.
Pick lists & depot stock
Van pick lists from machine needs, warehouse stock levels and supplier reorders.
Cash & card reconciliation
Cash collections checked against card and telemetry sales, with variances flagged.
Site agreements & commissions
Every site's deal stored, with monthly commission statements ready to send.
QR fault & refund reports
A QR sticker on every machine for faults, refund requests and feedback.
Planograms & product mix
Coil layouts per machine with sales by product so you can swap out the duds.
Expiry tracking
Use-by dates logged on fill and alerts before anything turns.
Machine service history
Faults, parts, technician visits and warranty dates for every machine.
Site portal
Sites log in to see their sales, commission statements and open fault reports.
Site enquiries & pipeline
From website form to signed agreement, with placement notes and photos.
A website that wins sites
Quick on mobile, explains your offer and built to rank for vending machines in your area.
03The systems
The big ones
Your whole vending business, on one system.
These are the systems vending operators ask us about most. Each one works on its own and they get properly clever when they're joined up.
Machine tracking
Know what's empty before you leave the depot.
Every machine, every coil and every site on one screen. Stock comes from your card reader telemetry where you have it and from quick driver fill counts where you don't. The gaps show up before anyone drives anywhere.
- Stock per machine and per coil
- Telemetry from Nayax, Cantaloupe or Vendon
- Driver fill counts for older machines
- Low-stock and sold-out alerts
- Machines offline or not selling
- Temperature alerts for fridges
- Use-by dates logged on fill
- Machine photos and location notes
- Sales since the last visit
Refill runs
Runs planned around real stock, not the usual Monday loop.
The system works out which machines need a visit, groups them by area and puts them in order for the drive. Drivers get the run and a pick list on their phone so the van leaves loaded with exactly what the machines need.
- Runs built by need, not habit
- Machines grouped by area
- Drive order for each run
- Van pick lists from machine stock
- Run sheets on the driver's phone
- Fill counts logged at each machine
- Skip machines that don't need a visit
- Site access notes and contacts
- Run history and time on site
Cash & card
Every collection matched to every sale.
Drivers log cash collections against each machine. Card sales come straight from your telemetry or payment provider. The system lines them up, flags anything that doesn't add up and sends the totals to Xero or MYOB.
- Cash collections logged per machine
- Card sales from telemetry
- Expected versus actual cash
- Variances flagged automatically
- Coin and note float tracking
- Bank deposits matched
- Refunds recorded against machines
- Totals sent to Xero or MYOB
- GST-ready sales reports
Sites & commissions
Every site's deal, worked out for you.
Store each site's agreement with its commission rate, term and contacts. Monthly statements are calculated from real sales. Sites can log in to see their own numbers so nobody's chasing you for a figure.
- Site agreements and renewal dates
- Percentage, flat or tiered commissions
- Statements from real sales
- Commission payments tracked
- Site portal for their own numbers
- Site contacts and access notes
- Renewal reminders
- New site enquiry pipeline
Faults & service
A QR code on every machine. Faults come to you.
Customers scan the sticker to report a jam, a lost coin or an empty coil. You get the alert straight away with the machine already identified. Refunds, technician visits and parts all land in that machine's service history.
- QR sticker on every machine
- Fault and refund reports in seconds
- Instant alerts to you or the driver
- Refunds tracked to the machine
- Jobs assigned to technicians
- Parts used and service history
- Warranty and service dates
- Repeat faults spotted early
04How it changes
Before and after
A Monday refill run, wolloped.
Here's how a typical refill day could change. Every vending business runs differently, so we map yours first.
Before
- Drive the usual loop and hope for the best
- Load the van from memory
- Open machines that didn't need a visit
- Count cash on the kitchen table
- Hear about a broken machine from an angry site manager
- Lose a day to the commission spreadsheet
After
- Low machines flagged before you leave
- Van packed from a pick list
- Only visit the machines that need it
- Cash logged and matched on the spot
- The fault came in by QR before the site noticed
- Commission statements already calculated
05Services
Everything under one roof
Software, websites and systems for vending machine operators.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for vending machine operators
Built around how your vending business actually runs: machine stock dashboard, refill run planner and the admin in between, in one system you own.
Websites for vending machine operators
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Vending business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for vending machine operators
Driver app and pick lists & depot stock: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Nayax, Cantaloupe and Vendon so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your vending business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to your telemetry, payment and accounting tools. We work alongside the platforms you're happy with and replace the ones holding you back.
- Nayax
- Cantaloupe
- Vendon
- 365 Retail Markets
- Xero
- MYOB
- Stripe
- Square
- Google Maps
- Google Workspace
- Microsoft 365
- HubSpot
- Zapier
- Twilio SMS
- Slack
- Deputy
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your vending business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We ride along on a refill run and sit in the depot to see how stock, cash and sites are handled now. Then we work out what's actually costing you time.
- 02
Archi-tech
We plan it before writing code: your machines, telemetry, runs, depot stock, site deals, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit goes first, like run planning, so you feel it on the next refill day.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things vending machine operators ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it connect to our card readers and telemetry?
Often, yes. Many card readers and telemetry platforms like Nayax and Cantaloupe report sales and stock data we can pull in. Older machines without telemetry can use quick driver fill counts instead.
Some of our machines are old and cash only. Will it still work?
Yes. Drivers log fill counts and cash collections on their phone at each visit. Stock between visits is then estimated from past sales.
Can it plan runs for more than one driver?
Yes. Runs can be split by area or by driver. Each person only sees their own run sheet and pick list.
We already use a vending management platform. Do we have to switch?
No. If your telemetry or vending platform is doing its job, we build around it. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can sites see their own commission statements?
Yes. Each site can get a login to see its sales, statements and any open fault reports at its machines.
How much does a vending system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like QR fault reporting or a commission calculator can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most vending machine operators we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a vending business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.