Make the office-coffee decision in the right order.

Start with the drinks people actually want

Count the people who will use the machine, including regular visitors. Ask about black coffee, milk drinks and other drinks before choosing equipment. Estimate daily use and the busiest break separately: the same daily total can create very different queues.

Use the calculator above as a starting estimate. Its dose and working-day assumptions are visible; adjust them to your workplace. A staff count alone does not establish a machine’s capacity or how many machines you need.

Compare the format and the care it needs

Bean-to-cup, instant and traditional equipment support different preparation routines. Compare the actual model’s drinks menu, verified output, milk arrangement and cleaning instructions. Consider who will refill and clean it, and how much operator involvement suits your workplace.

Explore coffee machines and keep the exact configuration in your shortlist. An unknown specification is a question to resolve before choosing.

Check the site before deciding

Record the proposed location, available space, delivery access and known utilities. Confirm water connection, electrical supply, clearances, drainage and filtration against the selected model and installation scope. Ask for a site review where these details are uncertain.

Compare purchase and rental on the same basis

Availability and terms depend on the equipment and offer. Request the purchase price and any rental option for the same configuration, then compare the term, upfront charges, installation, service scope and what happens at the end. Neither route is automatically better value.

Use the purchase and rental checklist. A calculator estimate is not an approved offer.

Plan ingredients, cleaning and support

Choose real pack sizes and appropriate ingredients for the machine and menu. Keep fresh milk, milk powders and cappuccino topping distinct. Use manufacturer-approved cleaning guidance and verified supplies; cleaning frequency depends on the equipment and its instructions.

Browse ingredients and discuss servicing. Confirm what support, training and consumables are included in the quotation and what is charged separately.

Bring one useful brief to the conversation

Include daily and peak demand, drink preferences, shortlisted configurations, site questions and your purchase preference. Keep uncertain details marked as questions.

Build your setup or ask Café Perfection to review it.