Vending Machine Business Spreadsheet, Route, Profit & Commission Tracker, Complete Edition (Excel, Google Sheets)
The complete vending machine business spreadsheet: every machine, location, route, product and dollar in one file. See which machines make money, plan each route with a pick list, catch cash shortages and print commission statements for your locations. It's ready for tax time too. Built for snack, drink and combo vending routes of any size. Works in Excel and Google Sheets.
Who it is for: vending operators with snack, drink or combo machines, from 1 machine to 100, who want profit per machine, route planning, commission and taxes in one file.
What it does
- Machines: cost, loan payment, card reader fee, route and stop number, service interval, permit / decal and warranty dates. You get profit, sales per week, yearly return, how much is paid back, fill % and visit advice (visit more or less often), plus repairs and downtime.
- Planogram: every slot with its product, capacity and price, and the sales rate of each slot.
- Service Visits: cash and card collected and refunds. Sales tax, location commission, card fees and your net come out.
- Cash check: expected sales from what you loaded last time vs what you collected. A visit is flagged when it is off by more than your limit.
- Restocks and Waste (expired, damaged, stolen) by machine and product.
- Products: unit cost, margin, storage stock, reorder alerts and the Product Mix grid (units sold by product and machine, colour-coded).
- Route Planner: pick a route and a day to get the stops in order, what each machine needs and a pick list from storage.
- Locations with commission %, contract dates and commission earned, paid and owed. Commission Payments and a printable Commission Statement for any location and month.
- Location Prospects and a Placement Calculator: foot traffic, commission and machine cost go in; profit per month and payback come out.
- Maintenance log, Cash Deposits, Expenses and a Tax Summary (income, cost of goods, expenses, mileage and sales tax by quarter).
- Dashboard with two rows of KPIs: sales, net profit, active machines, sales per machine per week, cash share, machines due, products to reorder, commission owed, cash variances, days down, waste and more. Month by month (including cash flow), a machine leaderboard, best sellers, follow-ups, permits and contracts to renew, and a price what-if.
What's included
- 1 spreadsheet (.xlsx) with 22 tabs: Start Here, Dashboard, Route Planner, Service Visits, Restocks, Waste, Machines, Planogram, Locations, Products, Purchases, Maintenance, Commission Payments, Deposits, Expenses, Prospects, Placement Calculator, Product Mix, Commission Statement, Tax Summary, Settings, Lists
- Quick-Start Guide (PDF)
- A sample route with 12 machines at 9 locations since 2025, so you can see everything working before you add your own
Works with
- Microsoft Excel 2010 or newer (Windows and Mac), Excel for the web, and Google Sheets
- Any currency, miles or km
- 100 machines, 100 locations, 3,000 planogram slots, 200 products, 3,000 visits, 8,000 restock lines, 3,000 purchases, 1,000 waste and maintenance rows, 2,000 deposits and 200 prospects per file
How it works
- Download the files instantly after purchase
- Add your locations, machines, products and planograms (about 45 minutes)
- Log each service visit and restock. Profit, stock, commission and your dashboard update by themselves.
Quick answers
- Does it work for one machine? Yes. It works the same for 1 machine or 100.
- Does it handle card readers? Yes. Card sales, the processing fee % and each reader's monthly fee are all included.
- What about sales tax? Set the rate included in your prices. It is taken out of every visit and summed by quarter on the Tax Summary.
- Is there a monthly fee? No. It is a one-time purchase and an instant download, with no subscription. It works in Excel and Google Sheets, in any currency.
Please note
- This is a digital download. No physical item will be shipped.
- This template helps with record keeping and planning. It is not tax, legal or accounting advice. Check your local sales tax and permit rules.
- For use in your own business. Please don't resell or share the file.
- Designed by me with the help of AI tools. Every formula was tested in Microsoft Excel and Google Sheets.
Questions? Send me a message. I'm happy to help you get set up.
Questions people ask
Does it show which machines make money?
Yes. Every machine shows profit, sales per week, yearly return, how much of its cost is paid back and whether to visit more or less often.
Can it plan my route?
Yes. Pick a route and a day for the stops in order, what each machine needs and a pick list from storage.
Does it handle location commission?
Yes. Each location has its commission %. Commission earned, paid and owed are tracked, with a printable statement for any month.
Does it work in Excel and Google Sheets?
Yes. It works in Microsoft Excel 2010 or newer (Windows and Mac), Excel for the web and Google Sheets.
Is there a monthly fee?
No. It is a one-time purchase and an instant digital download. There is no subscription.
Does it work in my currency?
Yes. It works with any currency.
What if I find an error?
Message us on Etsy. You can choose another spreadsheet from our shop, free of charge (any except our Pro editions), and we will fix the error for everyone.
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