If you work in an office setting, you probably know that coffee is an everyday essential. Nowadays, it’s rare that a workplace doesn’t provide coffee to their employees. That’s why it’s so important for office decision-makers to understand the in’s and out’s of an office coffee delivery service – including how it’s cost is determined!
Before diving into cost, you’ll want to think about the particulars of your office environment. Ask yourself the following questions:
- How many employees work for your company?
- Are they in the office daily, or do they work remotely?
- Do your employees drink coffee regularly, and if so, how many cups on average?
- Are there any non-coffee drinkers, and what kinds of alternative drink options might you want to offer them?
- What’s your monthly budget?
You may immediately know the answer to some of these questions. Others, it’s okay to estimate. When you’re done thinking these questions through, you’re ready to take a look at how the cost of an office coffee service is determined!
Luckily, some office coffee service suppliers will offer an included coffee machine when you sign up for an ongoing service that fulfills a minimum monthly amount. Meaning – they’ll loan you a machine when you sign a contract with a supplier saying you’ll be using their services and paying their “monthly minimum” for x months. Then, when your contract ends, you’ll return the machine to the supplier.
Other services will require you to either rent or buy your own machine. For instance, if you don’t want to pay the monthly minimum, you can rent a machine for a small monthly rental fee. Depending on the machine you choose, the monthly rental cost will usually be (on average) $30-$50 per month, but can go as high as $100 if you choose a higher quality machine. To learn more about your options, take a look at our coffee machine guide.
Another option is to buy your machine. This is a good option for companies looking to own their machine for a long period of time, and don’t anticipate wanting to switch to a different machine. If you buy, you’re looking at spending $100’s to $1,000’s depending on the type of machine.
|Pre-ground coffee bags||$20 – $50|
per 24-48 count case
|K-Cups||$35 – $70|
per 42-count case
|Tea bags||$4 – $10|
per 25-100 count case
|Hot Chocolate packets||$10 – $20 |
per box, depending on the size
A majority of your ongoing cost for a coffee service will be from buying coffee. Most suppliers will ship cases of the coffee of your choice to your office monthly. Most workplaces submit a recurring order with the same coffee products each month. If this is of interest to you, your supplier can help you come up with a plan that fits your ideal monthly budget.
Keep in mind that on average, a coffee service typically costs $50 – $125 per employee per year, or about $4.85 – $10.08 per employee per month. There are coffee options that suit both the lower end and higher end of this scale.
Some things to remember: the products you order will have to go hand-in-hand with the machine you decide on. When making a budgeting decision, you’ll want consider both the price of the machine and ongoing coffee and drink shipments. Also remember to consider providing tea, hot chocolate, and other non-coffee selections for non-coffee drinkers!
Some companies like to add “premium” drink products like espresso or cold brew. The cost for these will vary by supplier, so feel free to ask when you connect with them.
Remember that adding supplies to your monthly order is a must with an office coffee service. You’ll want to provide your employees with items like cups, lids, stirrers, filters, milk or creamers, and sugars. These supplies are usually cost-efficient. Small quantity cases (50-250 count) of cups, lids, creamers, stirrers, sugars, and artificial sweeteners will cost an extra $5 – $25 per employee per month, depending on which products you choose. For example, if you want to stock non-dairy creamers, the monthly cost may be slightly higher. Remember to do your math to avoid over- or under-buying. Come up with an approximate number of supplies you’ll need to keep your break room stocked on a monthly basis.
4. Additional Costs
While your regular monthly shipments will most likely just include coffee, non-coffee drinks, and supplies, you want to factor in additional costs when calculating your budget. For example, depending on the type of machine you choose when signing up for the service, you may have to pay an installation fee. High-end machines like bean-to-cup and point-of-use systems usually require professional help. When setting up a coffee filtration system, they’ll come in and connect your water line to the machine. An installation like this will probably cost a one-time fee of around $30-$50.
You also want to think about machine maintenance. Many coffee services will include routine maintenance of your machine. Make sure to ask your supplier about their maintenance plan – if it’s not included with the service, you’ll want to find a maintenance source and factor this cost into your yearly budget.
Lastly, remember that many suppliers have a monthly minimum order. This can be around $50-$80 for drinks and supplies. However, your $50 will go a long way! With this budget, you’d be able to order at least one case of coffee and supplies.
Most offices find that going with a regular coffee service is not only the most cost-efficient option, but also the most convenient! You have a certain ongoing price that fits with your budget, and you never have to worry about going shopping for coffee.
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