Vending Machine Tracker Spreadsheet

About this download

WHAT IT DOES

Log a visit in one row: pick the machine, type the cash, card sales, refunds, items restocked, the product cost of the restock and any free product given to the host. Location, sales, card fee, host commission and net for that visit fill in automatically.

Pay hosts the right way for each deal: percent of gross sales, percent of net sales, a flat fee per month, free product at cost, or none. Pick a location and a month on Host Statement and print one page that shows each machine's deal, the math behind the commission for the first 8 machines, up to 24 visits with a count of any more, and the total due for all machines that month.

See which stops are worth it: Machine P&L shows sales, product cost, commission, card fees, machine expenses, net, net per day and months to payback for every machine.

Never miss a stop: each machine shows its last visit, next visit due and a status (Overdue, Due soon, OK), and the Dashboard lists the visits that are due.

TABS

Start Here: quick start, color key and notes.

Dashboard: this month and year to date sales, net after costs, visits and host commission, overdue visits, active machines, the top 5 and bottom 3 machines by net per day, the visits due and two charts.

Visit Log: room for 5,000 visits.

Machines: room for 100 machines with ID, location, host, route, type, purchase cost, placed and removed dates, commission type and rate or flat fee, visit interval, plus last visit, next visit due, status and restock figures.

Host Statement: one location and month on one printable page.

Machine P&L: per machine sales, costs, net, net per day and months to payback.

Expenses & Miles: route costs (with an optional machine) and miles, room for 1,000 rows.

Year Summary: every month of the year and expenses by category, for your own records; not tax advice.

Setup: business name, currency symbol, card fee percent, default visit interval and commission, routes, machine types and expense categories.

LIGHT AND DARK, SAMPLE DATA

Choose Light or Dark on Setup and every tab switches. Light is best for printing.

Show sample data On shows a fictional route of 14 machines, 188 visits and 76 expense and mileage rows so you can see every tab working. Switch it Off before you enter your own data; the switch never changes anything you type.

𝗪𝗛𝗔𝗧'𝗦 𝗜𝗡𝗖𝗟𝗨𝗗𝗘𝗗

START-HERE-Vending-Route-Tracker.pdf: the quick start guide with your Google Sheets copy link.

One Google Sheets copy link (inside the guide) that makes your own copy in Google Drive.

⭐ 𝗗𝗘𝗠𝗢

On the fence? Watch our sample here:

https://youtu.be/-XrgQdTx4II

𝗜𝗠𝗣𝗢𝗥𝗧𝗔𝗡𝗧

Developed for Google Sheets. An Excel file is included for the latest Microsoft 365 (Office 365 Desktop App). Older Excel versions may not support all features.

ℹ 𝗚𝗢𝗢𝗗 𝗧𝗢 𝗞𝗡𝗢𝗪

Formula cells are locked without a password and input cells are unlocked. To sort, unprotect the sheet (no password), sort the whole table, then protect it again. Filtering works while protected.

Every amount comes from what you type; the workbook makes no predictions.

Digital download only. No physical item will be shipped.

Utility Forge Studio is not affiliated with, sponsored by, or endorsed by Google or Microsoft.

Personal use only. Please do not resell, share or redistribute the files.

Designed by me, created using AI tools.

The Etsy listing is the final source for what is included. See it on Etsy.