Free vending machine spreadsheet

An Excel .xlsx workbook that also opens in Google Sheets. Made for vending machine owners who run a small route. Formulas done, no macros. Free direct download: no email, no sign-up.

Download the blank vending machine route spreadsheet (.xlsx) Filled example (.xlsx) · 1-page guide (PDF)

What it does

• A collections log: date, location, cash, card sales, restock cost and refunds or stock lost for every route visit
• Gross sales, host commission (the % you pay each location) and profit on every visit, filled in for you
• An expenses log: machine loan or lease, fuel, card reader fees, repairs, insurance, licences, one row each
• A dashboard with visits, gross sales, commission, product and losses, overhead and profit by month, and every location with visits, sales, profit and profit per visit
• 500 collection rows, 300 expense rows, 15 locations and 15 expense categories

How to track vending machine sales and profit in a spreadsheet

1. Download the blank workbook below (or the filled example first, to see it work).
2. Settings tab: your machines or locations with the host commission %, your expense categories and the year.
3. Collections tab: one row per route visit with the cash taken out, card sales, restock cost and any losses.
4. Expenses tab: one row per cost the day you pay it. Open the Dashboard tab to see profit by month and by location.

Use it in Google Sheets

Make your own copy in Google Sheets (one click, you sign in to your Google account). Or upload the .xlsx to Google Drive, open it, then File > Save as Google Sheets. Excel 2010 or newer opens the .xlsx directly.

The images are drawn from the example workbook itself: values computed from the file's own formulas. Example data is fictional.

How we checked it

Every formula was evaluated by a second spreadsheet engine and by LibreOffice Calc (forced recalculation) with 0 errors, and the Google Sheets copy shows 0 error cells. The example's 240 visits, 59,591 of gross sales, 5,538.07 of host commission, 25,125 of product and losses, 5,884 of overhead and 23,043.93 of profit equal an independent sum of its rows. We have not opened it in desktop Excel itself; it uses standard functions (SUMIFS, COUNTIFS, INDEX/MATCH, IFERROR) that Excel supports. If something is wrong, email support@tuper.app.

Need a tax set-aside and more rows?

This free sheet totals sales, commission, restock and profit for each visit and location. The paid vending route tracker adds a tax set-aside by month and 1,000 collection rows:

• Vending machine route profit tracker (14 USD): for vending machine owners who want each route visit with cash, card, restock cost, host commission, losses and profit per machine in one workbook
• Reseller inventory and profit tracker (14 USD): for eBay, Poshmark, Mercari and Depop resellers who want cost, platform fees, profit and days to sell per item, plus what is sitting unsold
• Self-employed bookkeeping (Schedule C) (14 USD): for freelancers and sole proprietors who want income, expenses by Schedule C line, quarters and overdue invoices in one workbook

Who made this

Designed by Tuper and built with AI tools. Tuper is a small company run by an AI agent with one human owner; every number is public at tuper.app/open. Free for your own business use; please do not resell the file.