Fast & Efficient Refill Systems

Mike reveals the tactical playbook for executing rapid machine refills while maintaining inventory integrity. This streamlined approach minimizes downtime and maximizes consistency across routes.

5-Minute On-Site Routine

Start by checking the dashboard for low skews or temperature issues. Before leaving, pre-pack a labeled tote with the product name and SKU clearly written.

At the machine, take a photo, front-face all items, and pull anything expired or damaged. Top off every row now—don’t wait for total depletion. Wipe down key touchpoints.

Next, scan barcodes, update counts, and leave a quick note in the app for future reference. This ensures smooth handoffs between techs and eliminates confusion.

Barcode Tools & Inventory Accuracy

Use your app scanner, VendHub if available, or a barcode-to-sheet tool. Each barcode corresponds to one SKU and helps automate restocking decisions.

Set par and reorder levels inside the app. Batch scan mode is critical for speed. If the signal drops, log offline and sync later.

End of day, compare theoretical software counts with actual physical inventory. This ensures discrepancies are caught early, before they snowball.

Back-of-House Systems & Buffer Formula

In the warehouse, organize inventory into drinks, snacks, and non-food bins—all color-coded and clearly labeled with arrival and expiration dates.

Apply FIFO rigorously. Weekly sales × 1.5 gives your ideal buffer stock level. Orders go out Friday 10 a.m. via Vistar or VendHub.

Inventory lands Monday and is staged Tuesday. Once a month, audit and purge near-expiry items by bundling them into promos instead of discarding them.