New to Vending? Your Questions Answered
Starting a vending business comes with plenty of questions. HRI Vending is here to help with equipment selection, machine setup, training, delivery, and ongoing service. As a family-owned business with over 30 years of experience, we’re happy to help you get started.
We’re moving November 1, 2026! HRI Vending’s physical operations are relocating to New London, Wisconsin. For details about our new location, service areas, appointments, and the transition, please visit our We’re Moving! Q&A.
Getting Started
1. What should I do first when starting a vending business?
Start by securing a location and learning about the people who will use your machine. The number of potential customers, their product preferences, available space, and access for restocking will help you choose the right equipment.
Our team can help you review machine options based on your location’s needs.
2. What makes a good vending location?
Manufacturing facilities, offices, apartment communities, and hotels are examples of potential vending locations. Look beyond foot traffic: consider how many people regularly use the space, their operating hours, nearby food and drink options, and demand for convenient refreshments.
Ask who will be your primary contact and when you’ll be able to access the machine for stocking and service.
3. Should I secure a location before buying a machine?
We recommend it. Knowing your location helps you select equipment that fits the space, customer demand, and desired products. It also helps you avoid purchasing a machine that may not suit your eventual location.
4. Should I have a written agreement with the location?
A written agreement helps establish expectations before installation. It can address equipment ownership, placement permission, access, stocking, maintenance, product pricing, and how either party may end the arrangement.
We have sample location agreement and permission-to-install documents available as starting resources. Have an attorney review any agreement for your business before using it.
5. Where can I find help with business registration, taxes, and insurance?
Our new vendor resources include links to the IRS, Wisconsin business resources, the Small Business Administration, and Small Business Development Centers.
These organizations can help you research business setup and planning. Your accountant, insurance provider, and attorney can help you determine the requirements that apply to your business and locations.
Choosing and Purchasing Equipment
6. Should I buy a combo machine or separate snack and drink machines?
The best choice depends on your available space, expected sales, and product selection. A combo machine offers snacks and drinks in one unit, while separate machines may provide more capacity and variety for a busier location.
HRI can help you compare options based on your location and budget.
7. Does HRI sell new and refurbished machines?
Yes! We offer both new and refurbished vending equipment. Contact us for current inventory, pricing, features, and warranty details for the machines you’re considering.
8. Can I sell any product in any vending machine?
Product compatibility varies by machine. Package dimensions, bottle shape, product weight, and the machine’s dispensing system can all affect whether an item will vend properly.
Before purchasing inventory, send us your planned products and sizes so we can help confirm compatibility. Different bottle brands may fit differently even when they contain the same number of ounces.
9. Is financing available?
Yes! We partner with ClickLease, with financing approvals available for up to $20,000. You can use as much or as little of your approved amount as needed toward your vending machine purchase and delivery or shipping, subject to approval and financing terms.
10. Can I add a credit card reader?
Yes, on compatible machines. We offer credit card reader rentals for $30 per month, with no upfront equipment cost. There is no additional installation charge when the reader is added before delivery or shipping.
Ask us about compatibility, account setup, and any processing or other applicable fees.
Setup, Training, and Delivery
11. Will HRI set up my machine before delivery or shipping?
Yes! We configure your machine for your agreed-upon product selection, compatible product sizes, and vend prices before delivery or shipping.
You’ll still need to stock your inventory, load change where applicable, and complete any required card reader account setup.
12. What setup information do I need to provide?
Please send us:
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Your selected products and package sizes.
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Desired vend prices.
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Whether you’re adding a card reader.
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The delivery address and location contact information.
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Any access restrictions or special delivery conditions.
Our Machine Setup Form helps organize these details. Please submit your completed setup information at least 72 hours before your scheduled delivery. Missing or late information may affect scheduling.
13. Do you offer training for first-time owners?
Yes! Training at our facility is available by appointment at no additional charge when completed before delivery as part of your machine purchase.
This is a helpful opportunity to learn how to load products, adjust prices, manage change, and operate your machine. Ask about arrangements for your specific purchase and review our We’re Moving! Q&A before scheduling a visit.
14. Does HRI offer delivery and installation?
Yes! We offer white-glove delivery and installation, with machine deliveries scheduled weekly. We also ship equipment nationwide.
Contact us for a quote and scheduling availability. Let us know about stairs, narrow doorways, elevators, loading docks, or other access considerations before scheduling.
15. How should I prepare the location for delivery?
Confirm the placement area and delivery arrangements with your location contact. Make sure the delivery route is clear and the space has suitable power, ventilation, and clearance for your specific machine.
Ask HRI to confirm placement and electrical requirements before installation.
Stocking and Operating Your Machine
16. How do I decide which products to stock?
Ask the people who will use the machine! Our refreshment surveys can help you learn which snacks, drinks, and other items they prefer.
Start with a manageable selection, monitor sales and expiration dates, and adjust your inventory based on what sells. Checking in with the location regularly can help keep customers satisfied.
17. What should I bring when filling my machine for the first time?
Bring compatible products, your machine keys, your product and pricing list, and appropriate change for machines equipped with a coin mechanism.
Allow time to load products correctly, check prices, test selections, and verify payment operation before leaving.
18. Why does the machine need coins if customers pay with bills?
A machine may reject bills or limit purchases when it cannot provide the required change. Keep the coin tubes stocked to the appropriate levels and check them during each visit.
Follow the instructions for your specific coin mechanism when loading change.
19. Why isn’t a drink dispensing after I fill the machine?
Some refurbished drink machines need to be “primed” after loading. This may involve testing a selection several times until the product reaches the dispensing position.
Confirm that the products are compatible and loaded correctly. If you’re unsure how to proceed, contact HRI for guidance for your machine.
20. How often should I restock and clean my machine?
Your schedule will depend on sales, product capacity, and the location’s needs. Check the machine frequently when you first get started, then adjust your visits based on demand.
During each visit, check inventory, expiration dates, change levels, cleanliness, and overall operation. Coordinate access and your service schedule with the location contact.
21. Is vending a hands-off business?
Vending requires regular attention. Owners purchase inventory, restock and clean equipment, monitor sales and expenses, communicate with locations, and arrange maintenance.
Planning for these responsibilities from the beginning will help you manage your business more effectively.
Troubleshooting and Ongoing Support
22. What should I check if my machine isn’t accepting money?
Check that the machine has power, the door is securely closed, and the coin mechanism has sufficient change. Confirm that products are properly loaded and look for any displayed error messages.
Requirements vary by machine. Contact HRI if you need help identifying the next step.
23. What should I do if my refrigerated machine isn’t cooling?
Check that the machine has power and adequate ventilation. Temperature controls and required clearances vary, so follow the instructions for your specific model rather than using a universal thermostat setting.
Contact HRI if cooling problems continue.
24. Can HRI help if my machine needs service?
Yes! We offer troubleshooting assistance and vending machine repair services. Contact us with the machine’s make, model, location, and a description of the problem. Photos or error messages can also be helpful.
We’ll continue serving Milwaukee and Waukesha metro area customers after our move. Service expansion to New London and surrounding communities begins December 1, 2026. Please contact us to confirm coverage for your location.
25. What resources are available for new vendors?
Ask our team about:
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New vendor quick start guides.
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Business startup resource links.
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New vendor and machine setup checklists.
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First-fill tips.
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Snack, drink, and refreshment surveys.
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Sample location agreements and permission-to-install forms.
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Machine troubleshooting information.
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Card reader setup instructions.
Some documents may still show our former Muskego address during the transition. Please check our We’re Moving! Q&A for current location information before visiting or arranging a pickup.
26. How do I get started with HRI?
Tell us about your location, budget, and the products you’d like to offer. We’ll help you review equipment options and discuss setup, training, and delivery or shipping.
Call: 262-679-1328
Email: info@hrivending.com
We look forward to helping you get started!
You don’t have to figure it all out on your own.
Whether you’re exploring your first machine or ready to get started, our family-owned team is happy to answer your questions. From choosing equipment to training and ongoing service, HRI Vending is here to support you along the way.
Call 262-679-1328 or email info@hrivending.com to talk through your next steps.