Coffee is part of the daily rhythm in almost every New Zealand workplace. Staff expect more than a jar of instant granules, they want café-style brews without leaving the office. The question for office managers and procurement teams isn’t whether to get an office coffee machine, but how to pay for it.
Two of the most common options are free on loan coffee machines and rental coffee machines. Both can be great workplace coffee solutions, but they work differently and suit different types of businesses.
What is a Free on Loan Coffee Machine?
A free on loan coffee machine is provided by an office coffee supplier at no upfront cost. In return, your workplace commits to buying consumables (coffee beans, powdered milk, hot chocolate, chai latte) from that supplier.
Pros
- No capital outlay for the machine
- Service and maintenance are usually included
- Easy budgeting with consumables spend tiers
Cons
- Locked into using the supplier’s products
- Limited flexibility if you want to switch suppliers
- Better suited to workplaces with consistent coffee consumption
Who it suits
- Medium to large workplaces with steady staff numbers
- Offices where staff drink a lot of coffee each day
- Businesses wanting a simple, hassle-free arrangement
What is a Rental Coffee Machine?
A rental coffee machine is leased for a fixed monthly fee. You pay for the machine, and you can usually buy consumables from the same supplier.
Pros
- More flexibility with machine models and upgrade
- Clear monthly cost for the machine itself
- Sometimes cheaper long term if you already have preferred coffee supplies
Cons
- Regular rental fee regardless of usage
- Service and maintenance may be extra, depending on supplier
- Can feel like “another bill” if staff don’t drink much coffee
Who it suits
- Smaller offices with unpredictable coffee use
- Businesses wanting to try out a machine before fully committing
- Workplaces that want more choice over beans or suppliers
Costs and Considerations
The NZ median hourly wage is $33.56. A 15-minute café run per employee equates to about $8–9 in lost time each trip. Multiply that across a team, and the cost of not having an office machine quickly adds up.
Whether you go free on loan or rental, both options are a cost-effective coffee solution compared to café runs. The difference is whether you’d rather commit to consumables spend or a flat rental fee.
Choosing the Right Workplace Coffee Solution
Ask yourself:
- How many staff do we have, and how often do they drink coffee?
- Do we want flexibility in beans and consumables, or do we prefer a one-stop supplier?
- Is predictable monthly cost more important, or would we prefer no machine fees?
An experienced office coffee supplier can help match you with the right setup and make sure the machine is supported with servicing, training, and ongoing deliveries.
Both free on loan and rental coffee machines have their place in Kiwi workplaces. The best option depends on your team size, budget, and how you want to manage consumables.
👉 Get in touch today to book a free demo and find the right workplace coffee solution for your office.
