How to Choose an Office Coffee Machine in 2026
A step-by-step framework for choosing the right office coffee machine — cups per day, milk type, footprint, servicing and lease vs buy.
Step 1 — Estimate daily cup volume
Multiply your headcount by 2 to 3 cups per person per day. A 50-person office typically needs 100–150 cups/day; a 200-person office needs 400–600. Match the machine to peak hourly demand, not just the daily total.
Step 2 — Decide on milk type
Fresh milk for premium drink quality and client-facing spaces; powdered milk for reliability, low maintenance and unattended use. See our powdered vs fresh milk guide for a deeper comparison.
Step 3 — Check the footprint and plumbing
Bean-to-cup machines need 60–80cm of counter depth, a power supply and either a mains water connection or a refillable tank. Fresh milk adds a fridge alongside.
Step 4 — Plan for servicing
Commercial machines need a service visit every 6–12 months depending on volume. Always include service in your total cost — an unsupported machine becomes scrap quickly. We offer fully-managed rental and leasing that bundles service, parts and engineer call-outs.
Step 5 — Lease, rent or buy
Rental is the lowest-friction option — fixed monthly cost, service included, machine swapped if it fails. Leasing spreads capital cost across 3–5 years. Outright purchase is best when you have predictable long-term volume and in-house facilities.
Frequently asked questions
- How many cups per day does a 100-person office produce?
- A typical UK office produces 2 to 3 cups per person per day, so a 100-person site will use 200–300 cups daily. Plan for peak demand at 9am and post-lunch.
- Is renting a coffee machine cheaper than buying?
- Renting has a higher 5-year total cost but spreads it into a predictable monthly fee with service included. For most offices the simplicity and bundled servicing outweigh the small premium over buying outright.