Restocking Strategy and Top-offs
Mike Hoffmann
Vending Machine Expert
Explore the proactive strategy of restocking vending machines before they run empty and the efficient practice of top-offs to ensure continuous customer satisfaction.
Restocking Strategy – The Power of Proactive Top-Offs
A common question for new vending operators is: “How often should I restock my machines?” This module introduces a simple, effective strategy called top-offs—designed to maximize customer satisfaction, prevent outages, and reduce the time spent restocking.
Restock Before It's Empty
Rather than waiting until a machine is nearly or completely empty, adopt a proactive restocking approach:
If a row has 14 Snickers and 12 have sold, even though 2 remain visible, it’s time to restock now, not later.
This prevents downtime where customers find empty selections and ensures that your machines always look full and inviting.
What Are Top-Offs?
Top-offs are quick, light restocks done more frequently with less time spent on-site.
How they work:
Instead of waiting for full depletion, you (or your operator) visit every 2–3 days and restock only the items that are low.
These visits usually take 10–15 minutes, not an hour or more.
You avoid the dreaded Monday morning restock after a weekend rush by doing a quick Friday top-off, then another quick visit on Monday.
Benefits of the Top-Off Method:
Better Customer Experience: Machines are never empty, reducing the risk of lost sales or disappointed customers.
Time Efficiency: Short, frequent visits reduce long restocking sessions.
Operational Control: You always know what’s needed and avoid overstocking.
Modern Approach: Moves away from outdated vending practices that rely on visually checking machines when they’re nearly empty.
How to Implement Top-Offs:
Review Sales Data Every 2–3 Days
Filter your inventory reports by top-selling items (e.g., Smartwater, Dr. Pepper).
Adjust your reporting frequency to show stock levels over the last few days.
Pre-Pack for Efficiency
Based on your report, go to your warehouse and load a bucket with only the items that are running low.
Include top-sellers like Twix, Smartwater, or Gatorade in the correct quantity.
Top-Off While Out and About
Keep the bucket in your vehicle and, as you pass by machines during your route, swing in for a quick top-off.
These quick visits keep your machine profitable and avoid gaps in availability.
Summary:
Don’t wait for machines to go empty—restock before it’s urgent.
Use the top-off strategy: short, regular visits that save time and keep machines looking full.
Review sales every 2–3 days and pre-pack restock buckets with only what’s needed.
Being proactive, not reactive, is the key to efficient and profitable vending operations.
This approach ensures your machines always perform at their best—maximizing both customer satisfaction and sales.
Complete the following exercises:
1. Reflect on your current restocking strategy. How frequently do you check and restock your inventory? Consider implementing a top-off schedule to see if it improves your efficiency and customer satisfaction. Write down your observations over a two-week period and evaluate any improvements in sales or customer feedback.
2. Practice creating an inventory monitoring schedule using hypothetical sales data. Track the sales of a few key items over a week and plan a restocking schedule based on these insights. This exercise will help you understand the benefits of dynamic inventory management and its impact on sales.
QUIZ
1. What is the primary benefit of performing top-offs in vending machine restocking?
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