010.ie Barista & Bean to cup coffee machines

8 things to know –  Buyers guide for bean-to-cup coffee machines in your office

8 Things to know - Buyers guide for bean to cup coffee machines in your office

In this comprehensive guide, we will try to answer the most important questions when selecting the ultimate bean-to-cup coffee machine for your office. From understanding the volume of coffee your office craves to unraveling the milk choices and cup sizes, this guide is your compass through the world of coffee machinery. With a keen focus on costs, maintenance, and placement, we empower you with the knowledge you need to make an informed decision.

In this blog you will find:

  • Estimate your daily coffee volume.
  • Decide on offering free or paid coffee.
  • Determine coffee bean subsidies/payment system.
  • Plan your coffee menu (black vs. milky or both).
  • Establish machine cleaning responsibilities.
  • Compare fresh milk vs. powdered milk machines.
  • Choose cup sizes and align with your budget.
  • Understand how many coffee shots per cup size.
  • Strategically position the coffee machine.
  • Manage ongoing ingredient costs and budget.
  • Ongoing repair service and maintenance costs

1. How Many Coffees Will You Serve Per Day?

First you need to consider your office coffee consumption. Are you catering to a small team, needing just a morning cup of coffee? Or do you have a large canteen full of people waiting in a queue for their coffee? The answer to this question will help you to get the perfect machine that can keep up with the daily demand.

2. Is Coffee Going to Be for Free?

Will you be offering the delicious coffee free of charge, like a motivational start for the day offering coffee bean subsidies, a gesture that echoes employee welfare? Alternatively, are you leaning towards introducing a payment system, where each cup contributes a fraction towards the communal coffee fund? This decision not only affects your financial planning but also influences the type of coffee machine that aligns with your vision

3. What Selection of Coffees Will You Serve?

When you’re deciding what kinds of coffee to offer, think about what coffee your colleagues love the most – simple black coffee that’s bold and strong? Or maybe they’re fans of lattes and cappuccinos with creamy milk on top. And for those who prefer something cold and refreshing, consider iced coffees. So, when you’re planning to buy your coffee machine, consider selection of coffees you are going to serve.

4. Who Will Keep the Machine Clean?

A well-maintained machine is not just about the hygiene or delicious coffee every time you use it but also for coffee machine lifetime. Will your office rely on minimal weekly cleaning or would you have a dedicated staff member who will take care cleaning the machine daily? The answer shapes the type of your bean to cup coffee machine.

5. Fresh Milk vs. Powder Milk?

Fresh milk or powder milk coffee machine? When it comes to crafting the perfect cup of coffee, the choice between fresh milk and powder milk can be a difficult decision. Let’s break down the pros and cons of each option to help you make an informed choice:

Fresh Milk Coffee Machine:


  • Superior Creaminess: Fresh milk lends a rich, creamy texture to your coffee, improving the overall taste and experience.
  • Authentic Taste: The natural sweetness and flavour of fresh milk enhance the nuances of the coffee, offering a genuine taste.
  • Non-Dairy Alternatives: Certain models offer the flexibility to accommodate non-dairy milk options, catering to various dietary preferences.


  • Refrigeration Requirement: Fresh milk necessitates refrigeration, which might require additional infrastructure or monitoring.
  • Shorter Shelf Life: Fresh milk has a limited shelf life compared to powdered alternatives, demanding more frequent restocking.
  • Hygiene Maintenance: Handling and maintaining fresh milk requires stringent hygiene practices to prevent spoilage and contamination. Cleaning daily without fail.
  • Cost: More expensive to purchase.

Powder Milk Coffee Machine:


  • Long Shelf Life: Powder milk has an extended shelf life, reducing the frequency of restocking and minimizing wastage.
  • Low Maintenance: Powder milk eliminates the need for refrigeration and demands less frequent cleaning, streamlining upkeep.
  • Consistency: Powder milk delivers consistent results with every cup, ensuring uniform taste and texture across beverages.
  • Ease of Use: The powdered form of milk simplifies storage, handling, and preparation, requiring less space and effort.
  • Ingredients price: Powder milk tends to be slightly more expensive than fresh milk.


  • Texture and Flavour: While convenient, powder milk might not offer the same creamy texture and authentic taste as fresh milk but it is still very good quality.
  • Artificial Ingredients: Powdered milk often contains additives or preservatives, which might not align with preferences for natural ingredients.
  • Non-Dairy Challenges: Creating non-dairy alternatives using powdered options can be trickier and might not yield the desired results.

6. Understanding Shots and Sips

When making a smaller 8oz coffee one shot of coffee combines with water and milk to create your drink. But if you’re aiming for a larger 12oz cup get ready for a double shot of coffee. As you deliberate on cup size your budget ensures a balance between cost and coffee consume.

7. Finding the Perfect Spot

  • Consider the counter space – are there overhead restrictions that would prevent filling up ingredient containers or clean the machine?
  • Do you have a power source within a 500mm? For those mid to high-volume machines the need for a new power source might arise – a single-phase 16amp.
  • Is your main water source within 500mm reach of your machine? If not does your machine need a built-in water reservoir, or shall you embrace an under-counter water reservoir?
  • Is the main water waste within the machine’s embrace, a 500mm proximity that ensures seamless drainage or do you require a no waste option on your machine?

8. Counting the Costs

Speak to your chosen coffee roasters, milk suppliers, and cup sellers. Inquire about the price per kilo of coffee beans and how many espressos you will get per kilo. And if it’s powdered milk, seek its cost per kilo too.

Check the price of each cup, whether it’s a single-use/paper cup a reusable cup or the crockery cup. Now combine the cost of espresso, milk (whether dairy, non dairy or powdered), and the chosen cup. This grand total unveils the cost of your chosen brew, guiding your monthly ingredient budget.

Consider the cost of daily cleaning tablet for coffee section of coffee machine. If your bean to cup machine is using fresh milk, check the daily cost of milk cleaning. For all machines, the question of descaling. How much is your descaling agent, and how often must the machine undergo this ritual?

Does your machine have a water filter to protect from limescale damage? Important notice: never get a coffee machine without water filtration. Check the cost of replacing the water filter.

How much is it for a standard annual servicing – what’s the price for keeping your coffee companion in top-notch condition? And don’t forget the service technicians. In case of a call-out, what’s the technician’s fee, the repair charge, and the labour cost per hour?

In the modern office life bean-to-cup coffee machines emerges as a central character, weaving connections, sparking ideas, and fueling productivity. With all the knowledge we shared in this blog we think you are ready to choose the best bean to cup coffee machine for your office or canteen. But if you still have questions or feeling unsure just call us on 1800 929 140 send us an email to info@010.ie and book a visit for a live demo.