Switching coffee suppliers - or setting one up for the first time - isn't something most businesses do very often. Which means when you do start looking, it can be hard to know what actually matters and what's just noise.
We're obviously a coffee supplier ourselves, so take this with a grain of honesty - but we've been doing this long enough to know what makes the difference between a setup that runs smoothly for years and one that becomes an ongoing headache. Here's what to look for.
Machine Range and Flexibility
A good supplier should offer machines that suit different office sizes - not try to fit every workplace into the same solution. A team of eight has completely different needs to a floor of sixty, and the machine should reflect that.
Ask what range they carry. Do they offer small, medium and large options? Can you scale up if your team grows? Do they have machines with steam wands for fresh milk, or are they all powdered milk systems? Neither is wrong, but you should know what you're getting and have options.
How They Supply the Machine
There are a few different models for how you actually get a machine into your office, and they each work differently:
Free on loan means you get the machine at no upfront cost, and it stays free as long as you're purchasing your coffee and consumables through the supplier. This is how most small to medium offices get started - low risk, no capital outlay.
Rental is a fixed monthly cost that typically includes the machine, installation, servicing and support. Good for businesses that want everything wrapped into one predictable line item.
Outright purchase means you own the machine. Less common in the office space, but it's an option for businesses that prefer full ownership.
We've covered the pros and cons of each model in detail here if you want to dig deeper.
Bean Quality
This is the thing people notice most but think about least when choosing a supplier. You can have a fantastic machine, but if the beans aren't great, the coffee won't be either.
Ask what beans they supply. Are they freshly roasted? Where are they sourced from? Do they offer a range of blends and strengths, or is it one-size-fits-all? Can you get decaf options for staff who want them?
A supplier who takes their beans seriously will be happy to talk about origin, roast profiles and flavour notes. If the answer is just "we supply coffee" without much detail, that tells you something.
Servicing and Technical Support
This is where most supplier relationships are won or lost. The machine will need maintenance. At some point, something will go wrong. What matters is how quickly and easily it gets sorted.
Ask these questions upfront:
Is regular servicing included in your agreement, or is it an extra cost? What's the typical response time if the machine breaks down? Do they have technicians in your area, or are they sending someone from the other end of the country? Is there a phone line you can call, and do real people answer it?
A supplier with their own in-house technicians will almost always be faster and more reliable than one outsourcing repairs to third parties. If you're in Auckland, check they actually have local support - not just a sales office.
Consumables and Delivery
Coffee beans are just one part of the supply chain. You'll also need cleaning tablets, cups, stirrers, sugar, and whatever else your break room requires. A good supplier handles all of this so you're not sourcing bits and pieces from five different places.
Ask about delivery frequency and minimum orders. Can you set up a regular delivery schedule? Is there an online ordering system? What happens if you run out mid-week - can you get a top-up order quickly?
The less time your office manager spends thinking about coffee logistics, the better the supplier is doing their job.
Contract Terms
Read the fine print. Some suppliers lock you into long contracts with penalties for early termination. Others are more flexible. Neither is inherently bad, but you should understand what you're committing to.
Things to check: What's the minimum contract length? What happens if you want to upgrade or downgrade your machine? Are there exit fees? What's included in the price and what's extra?
Do They Actually Understand Your Workplace?
This one's harder to measure, but it matters. A supplier who asks about your team size, daily coffee volume, break room layout, and what your staff actually drink is going to recommend a better solution than one who just quotes you a price on whatever machine they're pushing that month.
The right setup depends on your specific situation. A workplace coffee setup should feel like it was designed for your team - not like a box that got dropped off and plugged in.
A Quick Checklist
When you're comparing suppliers, here's what to run through: Do they offer a range of machine sizes? Are the beans freshly roasted and good quality? Is servicing included? How fast is their breakdown response? Do they supply all consumables? Are contract terms fair and transparent? Do they take the time to understand your workplace?
If a supplier ticks most of those boxes, you're probably in good hands.
Want to see how we stack up? Try us for free and we'll set you up with a machine, beans and everything you need to get started - no commitment, no pressure.
