Vending Machine Operator Invoice and Commission Template
A vending operator's paperwork runs two directions: commission statements paid out to host locations showing gross sales, commission rate, and the payout, and service invoices billed to locations for full-service or subsidized machines. Both need the machine ID, the period, and the meter or sales reading. ShowTheReceipts saves each location's rate and issues the monthly statement or invoice on a recurring schedule.
Two documents, opposite directions
| Document | Direction | Used for |
|---|---|---|
| Commission statement | You pay the host | Standard placement accounts |
| Service invoice | Host pays you | Full-service, subsidized, micro-market |
Mixing the two on one page confuses every host you have. Keep them separate.
Commission statement lines
- Machine ID and location — always
- Period covered — month, with meter reading
- Gross sales — from the meter or telemetry
- Commission rate — the stated percentage
- Commission payable — the arithmetic, shown
- Payment method and date
A host who can’t see the math assumes the machine is printing money. Show the reading.
Service invoice lines
- Machine placement / rental — monthly
- Restocking service — per visit or monthly
- Product subsidy — employer-covered portion
- Micro-market service fee
- Repairs outside normal wear — parts and labour
- Removal / relocation — flat
Reference the placement agreement
Machine ID, placement date, term, exclusivity, and responsibility for power and damage. Put the reference on every statement — account managers change, and the machine is your asset in their building.
What not to do
- Don’t issue a commission statement without the meter reading
- Don’t run placements on a handshake with no written term
- Don’t bill a subsidized account like a commission account
- Don’t skip the machine ID — one location can have five
Frequently asked questions
How much commission do vending locations get?
Typically 5–20% of gross sales, with high-traffic locations and larger accounts at the top of the range. Put the percentage, the gross sales figure, and the calculation on the statement — a host who can't see the math assumes the machine is doing better than it is.
What goes on a vending commission statement?
Machine ID and location, the period covered, gross sales, the commission rate, the calculated payout, and the payment method and date. Attach or reference the meter reading. That reading is what makes the number verifiable instead of a figure the host has to take on faith.
How do I bill a full-service or subsidized account?
As a monthly service invoice — machine rental or placement fee, restocking service, and any subsidy the employer covers on product. Office coffee and micro-market accounts are usually subsidized this way, and that invoice looks nothing like a commission statement.
Should placement terms be on the invoice?
Reference the agreement on every statement — machine ID, placement date, exclusivity, term, and who is responsible for damage and power. A machine sitting in a building on a handshake is an asset you may struggle to retrieve when the account manager changes.