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Finance and reporting

Vending machine profit tracking by machine and location

Connect cash, coin, card sales, product cost, processor fees, host compensation, expenses, and service costs to see what each machine keeps.

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The operating problem

Move beyond gross sales and see the cost, obligations, and operating work behind each dollar.

Card-reader sales and bank deposits show movement of money, not complete profit. VendPatch organizes income, expenses, inventory cost, refunds, host obligations, and cash collections around the machine and location that produced them.

  • Separate cash, coin, and imported card income
  • Compare revenue, COGS, gross margin, and operating expenses
  • Calculate percentage or fixed host compensation from agreement terms
  • Review P&L and machine or location profitability for a custom period
  • Close a month and prevent unreviewed backdated activity

How the workflow connects

One record moves through the work instead of being rebuilt in every tool.

  1. 01

    Record sales once

    Import supported processor files or enter cash and coin records using the sale date and the company timezone.

  2. 02

    Attach costs to their cause

    Map product cost, processor fees, refunds, service expenses, and host compensation to the relevant machine or location.

  3. 03

    Reconcile cash and settlements

    Compare expected collections and processor settlements with recorded deposits and documented differences.

  4. 04

    Review and close the period

    Resolve blocking discrepancies, preserve legitimate outstanding obligations, and lock closed-month journal activity.

Clear product boundary

What VendPatch does not claim to automate

  • VendPatch does not connect directly to bank accounts today.
  • Processor settlement files still need matching and exception review.
  • Reports are an internal vending subledger and do not replace a qualified accountant or tax return system.

Common questions

Can I see profit by individual vending machine?

Yes, when sales and costs are assigned to the machine. The view can include revenue, product cost, refunds, fees, host compensation, and direct operating expenses.

How is a host revenue share calculated?

A signed location agreement can define a percentage of the agreed sales basis or a fixed amount. VendPatch uses that rule to calculate the obligation and supporting statement.

Can I import card-reader sales?

Supported Nayax, Cantaloupe, and generic CSV exports can be imported, with unmatched machines, products, or rows sent to reconciliation.

Profit calculation guide →Inventory and COGS guide →