Coffee is part of the daily rhythm in almost every New Zealand workplace. Staff expect more than a jar of instant granules - they want cafe-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 work well, but they suit different types of businesses. Here's how they compare.
What is a Free on Loan Coffee Machine?
A free on loan coffee machine is provided at no upfront cost. In return, your workplace commits to a minimum monthly spend on consumables (coffee beans, powdered milk, hot chocolate, chai latte) purchased through us.
Pros
- No capital outlay or rental fees for the machine
- Free installation, servicing, and training included
- Easy budgeting with clear consumables spend tiers
Cons
- Committed to purchasing consumables through your supplier
- Better suited to workplaces with consistent coffee consumption
Who it suits: Medium to large workplaces with steady staff numbers and regular coffee consumption. If your team drinks a lot of coffee, the free on loan model often works out cheaper overall because you're not paying a separate machine fee.
What is a Rental Coffee Machine?
A rental coffee machine is leased for a fixed weekly fee. You pay for the machine, and there's no minimum consumables spend - giving you more flexibility.
Pros
- No minimum consumables spend - buy what you need
- Clear, predictable weekly cost for the machine
- More flexibility with machine models and upgrades
Cons
- Regular rental fee regardless of usage
- Can feel like an extra expense if coffee consumption is low
Who it suits: Smaller offices or businesses with unpredictable coffee use. Also works well for businesses wanting to try out a machine before fully committing to a longer-term arrangement.
The Flexibility to Switch
One thing worth knowing: you're not locked into one model forever. With Coffee Suppliers, you can switch between free on loan and rental at any time during your agreement, or upgrade your machine if your team grows. That flexibility means you can start with whichever option feels right and adjust as your needs change. See our contract options for more detail.
Costs and Considerations
Both options include free installation, servicing, and training. The real difference is whether you'd rather commit to a consumables spend (free on loan) or a flat weekly rental fee.
Either way, the cost of having a machine onsite is a fraction of what your team would spend on cafe runs. When you're paying from around 50c per cup for quality bean-to-cup coffee versus $5-6 at a cafe, the maths speaks for itself.
Choosing the Right Option
Ask yourself:
- How many staff do we have, and how often do they drink coffee?
- Do we want a predictable machine fee, or would we prefer no machine fees at all?
- Do we need fresh milk or powdered milk? Both options are available on either plan.
- Not sure which machine suits your team? Take our Machine Quiz to narrow it down.
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.
Ready to Find the Right Fit?
The best way to know which option works for your team is to try it. We offer free trials so you can experience the machine in your office before making a decision.
Book a free trial to find the right workplace coffee solution for your office.
