What does a workplace coffee machine ROI calculator measure?

It compares business-paid coffee spending with the cash costs of buying, leasing or taking a free-on-loan machine. Edit staff, daily cups, consumables, workdays and funding assumptions. Only buying shows a purchase ROI percentage; lease and free-on-loan show comparative costs and savings.

Are staff coffee runs guaranteed financial savings?

No. Employee-paid cafe drinks are not business cash savings. Convenience and reduced coffee runs may be useful, but wages, tax benefits and productivity gains are not automatically counted.

Does free on loan mean free coffee?

No. Free-on-loan has an agreed bean commitment and eligibility conditions. The calculator includes consumables and any minimum commitment above estimated bean usage; actual inclusions and charges are confirmed in your agreement.

Workplace coffee costs

Coffee machine ROI calculator

A practical cash comparison for Melbourne offices, corporate workplaces and industrial teams. Your actual demand and agreement determine the result — not a blanket promise of savings.

Compare machine capacities and prices

Illustrative compact office coffee machine beside a fresh flat white for a small workplace — Illustrative setup; the selected model and terms are confirmed in your quote.

Editable assumptions · AUD · Not a quote

Coffee machine ROI: buy, lease or free on loan

Compare all three choices against coffee your business already pays for. Staff-paid café coffee is not a business cash saving: leave the current business-paid cup cost at $0 if that is your situation.

Daily coffee demand

Staff × cups per personEnter total daily cups

1. Workplace demand

Staff on site

Cups per staff member each day

Daily cups (total override)

Workdays each year

Comparison period (months)

Current business-paid cost per cup ($)

2. Consumables and operating costs

Coffee beans ($/kg)

Coffee dose (grams/cup)

Milk cost per cup ($)

Chocolate, cups, sugar & cleaning per cup ($)

Annual service, power & other costs ($)

3. Buy outright

Machine purchase ($)

Extra setup / fridge / plumbing ($)

4. Lease

Monthly lease payment ($)

Lease contract term (months)

Lease upfront / non-refundable setup ($)

5. Free on loan

Minimum bean commitment (kg/month)

Extra free-plan setup not included ($)

Other free-plan monthly costs ($)

Your 12-month cash comparison

Daily cups: 20.0
Consumables per cup: $1.50
Beans used / month: 6.60 kg
Current business spend: $0

Buy outright

Total business cost: $10,100
Net cash saving / (extra cost): -$10,100

Purchase ROI: -336.7%. Simple payback: none under these assumptions.

Enquire about buy outright

Lease

Total business cost: $9,500
Net cash saving / (extra cost): -$9,500

Full 36-month payment commitment: $7,200. Payments after this comparison period: $4,800.

Enquire about lease

Free on loan

Total business cost: $8,528
Net cash saving / (extra cost): -$8,528

Bean commitment above estimated usage: $119/month. No purchase ROI percentage: the machine is not bought. Eligibility and inclusions require an agreement.

Enquire about free on loan

Negative savings mean extra business cost, not a financial return. Staff convenience, hospitality and time saved are not assigned a cash value.

How the calculation works

Annual cups = daily cups × workdays. Beans per cup = bean price/kg × dose/1,000. Consumables add milk, chocolate, cups, sugar and cleaning. Current spend = annual cups × business-paid cup cost × months/12. Each option includes consumables and the annual operating allowance, scaled to the comparison period.

Buy adds purchase and setup. Lease adds upfront costs and monthly payments; comparisons beyond the contract assume continuing at the same monthly rate, not guaranteed renewal terms. Free on loan adds any extra setup, monthly fees and the cost of the bean minimum above actual usage — used beans are not charged twice. The minimum is averaged across the year, so check quieter-month commitments separately.

Purchase ROI = (current spend − total buy cost) ÷ purchase-and-setup investment × 100. Payback = investment ÷ positive annual operating savings × 12. Refundable deposits, residual/buyout charges, resale value, financing interest, tax and depreciation are excluded. Use consistent GST treatment; include any labour in the operating allowance, without counting coffee-run wages as guaranteed savings. Ask your accountant about tax treatment.

All starting figures, including the lease payment and bean minimum, are illustrative assumptions, not confirmed prices or eligibility. The $35/kg starting bean price reflects the advertised rental special and is not a promise for every plan. Check supply, service, installation and agreement terms in your quote.

Get machine and consumables pricing