OFFICE COFFEE 101 · THE GUIDE

How to Set Up Coffee for
your office (2026 Guide)

How to Set Up Coffee for
your office (2026 Guide)

The exact process we use to choose, install and run office coffee machines, plus a free cost estimator. Everything you need to start serving coffee in your office.

The exact process we use to choose, install and run office coffee machines, plus a free cost estimator. Everything you need to start serving coffee in your office.

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Chapter 1: How to Choose the Right Coffee Machine for an Office

Start with two numbers: how many people drink coffee, and what they drink. A machine that suits 12 people who want plain drip will frustrate 60 people who want lattes.

Ask your team before you shop

Send a three-question survey. It takes five minutes and stops you from buying the wrong machine.

How many cups do you drink on an office day?
Drip coffee, espresso, or milk drinks like lattes?
Dairy milk, plant milk, or black?

Start with two numbers: how many people drink coffee, and what they drink. A machine that suits 12 people who want plain drip will frustrate 60 people who want lattes.

Ask your team before you shop

Send a three-question survey. It takes five minutes and stops you from buying the wrong machine.

How many cups do you drink on an office day?
Drip coffee, espresso, or milk drinks like lattes?
Dairy milk, plant milk, or black?

The four types of office coffee machines

Bean-to-Cup

Freshly ground coffee and specialty drinks at the touch of a button.

Makes

Espresso, lattes, americanos

Fits

30 - 100+ people daily

Machine Cost

$3,000 - $9,000

Upkeep

Medium to high. Daily milk cycle, weekly brew descale.

Size it by cups, not headcount

Every commercial machine lists a rated cups per day. Multiply your in-office headcount by 2 and pick a machine rated above that number. Running a machine at its limit all day wears it out early.

Espresso

Premium café-style coffee for elevated workplace experiences.

Makes

Espresso and milk drinks

Fits

15 - 30 people daily

Machine Cost

$6,000 - $15,000+

Upkeep

High. More operational steps and daily cleaning.

Batch Brewing

Reliable, high-volume coffee brewer for busy workplaces

Makes

Drip brewed coffee

Fits

20 - 100+ people daily

Machine Cost

$900 - $2,500

Upkeep

Low. Daily rinse of brewing funnel.

Commercial Pod Brewer

Capsule or coffee pod machines which suit smaller teams.

Makes

Drip coffee, some specialty

Fits

5 - 20 people daily

Machine Cost

$300 - $900

Upkeep

Low. Descale on schedule.

The four types of office coffee machines

Bean-to-Cup

Freshly ground coffee and specialty drinks at the touch of a button.

Makes

Espresso, lattes, americanos

Fits

30 - 100+ people daily

Machine Cost

$3,000 - $9,000

Upkeep

Medium to high. Daily milk cycle, weekly brew descale.

Size it by cups, not headcount

Every commercial machine lists a rated cups per day. Multiply your in-office headcount by 2 and pick a machine rated above that number. Running a machine at its limit all day wears it out early.

Espresso

Premium café-style coffee for elevated workplace experiences.

Makes

Espresso and milk drinks

Fits

15 - 30 people daily

Machine Cost

$6,000 - $15,000+

Upkeep

High. More operational steps and daily cleaning.

Batch Brewing

Reliable, high-volume coffee brewer for busy workplaces

Makes

Drip brewed coffee

Fits

20 - 100+ people daily

Machine Cost

$900 - $2,500

Upkeep

Low. Daily rinse of brewing funnel.

Commercial Pod Brewer

Capsule or coffee pod machines which suit smaller teams.

Makes

Drip coffee, some specialty

Fits

5 - 20 people daily

Machine Cost

$300 - $900

Upkeep

Low. Descale on schedule.

The four types of office coffee machines

Bean-to-Cup

Freshly ground coffee and specialty drinks at the touch of a button.

Makes

Espresso, lattes, americanos

Fits

30 - 100+ people daily

Machine Cost

$3,000 - $9,000

Upkeep

Medium to high. Daily milk cycle, weekly brew descale.

Size it by cups, not headcount

Every commercial machine lists a rated cups per day. Multiply your in-office headcount by 2 and pick a machine rated above that number. Running a machine at its limit all day wears it out early.

Espresso

Premium café-style coffee for elevated workplace experiences.

Makes

Espresso and milk drinks

Fits

15 - 30 people daily

Machine Cost

$6,000 - $15,000+

Upkeep

High. More operational steps and daily cleaning.

Batch Brewing

Reliable, high-volume coffee brewer for busy workplaces

Makes

Drip brewed coffee

Fits

20 - 100+ people daily

Machine Cost

$900 - $2,500

Upkeep

Low. Daily rinse of brewing funnel.

Commercial Pod Brewer

Capsule or coffee pod machines which suit smaller teams.

Makes

Drip coffee, some specialty

Fits

5 - 20 people daily

Machine Cost

$300 - $900

Upkeep

Low. Descale on schedule.

Before you choose your machine

Four more decisions

01

Water

Plumbed or reservoir. A plumbed machine connects to your water line and never needs refilling. A reservoir machine needs no plumber but someone fills it several times a day.

01

Water

Plumbed or reservoir. A plumbed machine connects to your water line and never needs refilling. A reservoir machine needs no plumber but someone fills it several times a day.

02

Milk

Fresh or powder. Fresh milk tastes better and needs a fridge and a daily clean. Powder is easier, though most people can taste the difference.

02

Milk

Fresh or powder. Fresh milk tastes better and needs a fridge and a daily clean. Powder is easier, though most people can taste the difference.

03

Payment

Free or paid. Most offices make coffee free. If staff pay per cup, you need a card reader wired to the machine.

03

Payment

Free or paid. Most offices make coffee free. If staff pay per cup, you need a card reader wired to the machine.

04

Ownership

Buy, finance or lease. Buying means you own the machine and every repair. A lease spreads the cost into a monthly payment and often includes service.

04

Ownership

Buy, finance or lease. Buying means you own the machine and every repair. A lease spreads the cost into a monthly payment and often includes service.

04

World-Class Service

A partner that actually shows up. Dedicated support, proactive service, reliable delivery, and fast response when something needs attention.

Total Effort: 1-2 hours

Most offices pick the wrong machine because they guess what people drink. A five-minute survey tells you how many cups your team drinks, whether they want drip or lattes, and what milk they use.

Copy a ready Google Forms survey you can send to your team right away

We design a custom workplace refreshment solution around your team, your space, and your needs.

Chapter 2: Prepare the site

Most delays come from the space not being ready, not the machine taking a while to arrive. Analyze the manufacturer's spec sheet for dimensions and plumbing requirements of your machine.

01

Locate a water source

A plumbed machine needs a cold water line close by, a shutoff valve you can reach, and the fitting size listed on the spec sheet. Most water sources are located under a sink. Take note of the distance and path the water line must take from the source to the coffee station.

02

Water Line Distance and Path

The farther the machine sits from the water source, the more tubing, fittings and labor it takes. Before you pick a counter, trace the route the line will take. Look for cabinet walls, appliances, other plumbing and gaps between counters. Each one can mean drilling or rerouting. Shorter and straighter is better. A machine within a few feet of the sink is the easiest install.

03

Counter Space

Measure the width, depth and height the machine needs. The water filter usually mounts in the cabinet under the counter, so keep that space clear. To connect the water line, you’ll often need to drill a hole through the counter or the back of the cabinet.

04

Drain

Some plumbed machines send rinse water to a drain instead of a drip tray. That means running a drain line to the sink’s drain pipe, usually through the same hole as the water line, made a little larger. If your machine needs a drain and there isn’t one close by, plan for it before install day. Many machines don’t need a drain at all, so check the spec sheet first.

05

Test your water

Your water decides how the coffee tastes and how long the machine lasts. Hard water is the top reason office coffee machines break down. Minerals build scale inside the boiler and lines until parts clog or fail. Test at the tap, then compare your results to these safe limits.

SAFE LIMITS FOR MOST MACHINES

Hardness

Under 70 PPM

ALKALINITY

40-70 PPM

CHLORIDES

Under 30 PPM

TDS

75-200 PPM

Chapter 2: Prepare the site

Most delays come from the space not being ready, not the machine taking a while to arrive. Analyze the manufacturer's spec sheet for dimensions and plumbing requirements of your machine.

01

Locate a water source

A plumbed machine needs a cold water line close by, a shutoff valve you can reach, and the fitting size listed on the spec sheet. Most water sources are located under a sink. Take note of the distance and path the water line must take from the source to the coffee station.

02

Water Line Distance and Path

The farther the machine sits from the water source, the more tubing, fittings and labor it takes. Before you pick a counter, trace the route the line will take. Look for cabinet walls, appliances, other plumbing and gaps between counters. Each one can mean drilling or rerouting. Shorter and straighter is better. A machine within a few feet of the sink is the easiest install.

03

Counter Space

Measure the width, depth and height the machine needs. The water filter usually mounts in the cabinet under the counter, so keep that space clear. To connect the water line, you’ll often need to drill a hole through the counter or the back of the cabinet.

04

Drain

Some plumbed machines send rinse water to a drain instead of a drip tray. That means running a drain line to the sink’s drain pipe, usually through the same hole as the water line, made a little larger. If your machine needs a drain and there isn’t one close by, plan for it before install day. Many machines don’t need a drain at all, so check the spec sheet first.

05

Test your water

Your water decides how the coffee tastes and how long the machine lasts. Hard water is the top reason office coffee machines break down. Minerals build scale inside the boiler and lines until parts clog or fail. Test at the tap, then compare your results to these safe limits.

SAFE LIMITS FOR MOST MACHINES

Hardness

Under 70 PPM

ALKALINITY

40-70 PPM

CHLORIDES

Under 30 PPM

TDS

75-200 PPM

Chapter 3: Office Coffee Cost Estimator

Use our free office coffee cost estimator to price your setup in under a minute. Enter your headcount, office days, machine and coffee quality to see the machine cost, monthly coffee cost and cost per employee.

Employees in office40

Days in office per week5 days

Machine

Coffee & supplies

Machine purchase

$3,500 – $6,000 one time

Estimated monthly cost

$818 – $1,000

Per employee

$23/mo

Staff time

8 hrs/mo

Cups

1,516/mo

Chapter 4: Office Coffee Installation Checklist

This is the exact sequence our team runs on every new install. Skipping a step usually shows up as a leak, a delay, or a service call in the first month.

Your install progress0 of 13 done

01

Site preparation

0/4

02

Order

0/4

03

Labor

Some machine suppliers handle the full installation.

0/5

You're all done!

Tick off every step above to finish your install.

Chapter 5: Clean and descale on a schedule

Cleaning keeps the coffee tasting right. Descaling keeps the machine alive. Use this schedule and keep a simple log on a spread sheet or next to the machine.

TaskHow oftenTime

Rinse and wipe downDaily5 min

Empty grounds and drip trayDaily5 min

Clean the milk systemDaily5–10 min

Clean the brew group with a tabletWeekly, or when prompted15 min

Clean the grinder and hopperMonthly20 min

DescaleWhen prompted, often every 1–3 months30–45 min

Change the water filterRated gallons or 6 months20 min

Technician preventive maintenanceEvery 6–12 months1–2 hrs

Why the log matters

Skipped descaling shortens a machine's life, and some manufacturers deny warranty claims on scaled machines.

Premium Equipment. No Upfront Purchase.

Premium Equipment. No Upfront Purchase.

Get the equipment your workplace needs without the large upfront investment. Your equipment, maintenance, supplies and ongoing service are bundled into one simple monthly program.

Get the equipment your workplace needs without the large upfront investment. Your equipment, maintenance, supplies and ongoing service are bundled into one simple monthly program.

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FAQ

Office Coffee Questions, Answered.

Answers to frequently asked questions. Can't find yours?

Contact us

Contact us

How much does office coffee service cost?

Every workplace is different. Pricing depends on your team size, equipment, coffee selection, and expected usage. Request a free quote for custom pricing.

Is the coffee equipment included?

Is there an upfront equipment cost?

How long are agreements?

Who handles installation, maintenance, and repairs?

Do you provide office coffee service nationwide?