Switching office coffee supplier without a gap comes down to timing. Check the end date and notice period in your current agreement, confirm how and when the existing machine will be removed, gather your usage data, and book the new machine to arrive before the old one leaves. With a short overlap, staff never walk into a kitchen without coffee. Panica Coffee, based in Caulfield South, helps Melbourne workplaces make this change with a commercial superautomatic coffee machine rented from $35 per week ex GST, with no lock-in contract. Eligible workplaces can also trial a machine free for 7 days before deciding. This guide sets out the steps in order: reviewing your contract, measuring usage, planning the overlap, trialling a replacement, preparing for install day, and the questions worth asking any new supplier.
What Should You Check in Your Current Coffee Agreement First?
Your existing agreement sets the timetable for any switch, so read it before you contact anyone else. Most of the dates and costs you need are in the term, renewal and termination clauses.
- End date. When does the current term finish, and does it renew automatically?
- Notice period. How much written notice is required, and to whom must it be sent?
- Early exit costs. Are there fees for ending the agreement before the term is up?
- Removal and return. Who collects the machine, when, and is there a collection fee?
- Supply commitments. Is there a minimum bean order still to be met, or stock already paid for?
- Ownership. Is the machine rented, leased, on loan or owned by your business?
Once you know these answers, put the notice deadline in the calendar. In practice, missing a renewal date is the most common reason a switch is delayed.
How Do You Measure Coffee Usage Before Changing?
Usage data tells a new supplier what size of machine you really need. Without it, you risk replacing one workplace coffee machine with another that is too small for the morning rush or larger than necessary.
Start with what you already have. Many automatic coffee machines keep a cup counter, and your recent bean invoices show how many kilograms the office buys each month. In addition, note when the queues form, how many staff choose milk drinks, and how many days a week people are in the office.
Because a double shot typically uses roughly 14 to 20 g of ground coffee, monthly bean orders can be turned into a rough daily cup count. Our guide to how much coffee an office needs per month shows that calculation, and office coffee machine packages by team size shows how usage maps to machine tiers.
Not sure your numbers point to the right machine? Panica Coffee can review your usage and recommend a suitable office coffee machine before you give notice.
How Do You Plan the Changeover So There Is No Gap?
The simplest way to avoid a gap is a planned overlap: the new machine goes in shortly before the old one is collected. That way, the kitchen always has a working machine, even if a collection or delivery slips by a day.
- Confirm your notice deadline and send written notice on time.
- Agree a collection date for the existing machine in writing.
- Choose your replacement and, where possible, trial it first.
- Book installation of the new machine before the collection date.
- Run down or set aside remaining bean stock from the old supplier.
- Tell staff when the change will happen and who to contact with questions.
If your office is also relocating, the same planning applies. See our guide to moving office in Melbourne with a coffee machine for extra points to consider.
Can You Trial a Replacement Machine Before You Commit?
Yes, a trial is the most reliable way to test a replacement in your own kitchen. Panica Coffee offers a free 7 day trial for Melbourne workplaces with 10 or more staff within about 30 km of Caulfield South.
During the trial, your workplace supplies its own beans and milk. After the trial, it becomes a normal rental from $35 per week ex GST, or we collect the machine free. For tips on judging a machine during a trial, use our office coffee machine demo checklist.
What Should You Prepare for Install Day?
A smooth install day depends on the site being ready before the machine arrives. Check these points with your new supplier in advance:
- Bench space, height and access for the machine and any milk fridge.
- A suitable power point nearby; for example, the Franke A600 FM needs a 16 A circuit.
- Water supply: a refillable tank, or a mains connection for plumbed machines.
- Building access, parking and lift bookings for delivery.
- Who will show staff how to use and clean the new machine.
If your new machine will be plumbed in, read our guide to office coffee machine plumbing in Melbourne before the booking.
What Should You Ask a New Coffee Supplier?
The right questions now prevent surprises later. Ask any new supplier for clear, written answers on cost, contract, servicing and response times.
- What is the weekly price, and is it ex GST or incl GST?
- Is there a minimum term or lock-in contract?
- What servicing is included, and are parts and callouts extra?
- How quickly will a technician respond in our area?
- Are beans required from the same supplier, or optional?
For Panica Coffee, the answers are straightforward. Rental starts from $35 per week ex GST with no lock-in contract, and it covers the machine, installation and servicing, so descaling, parts and callouts are covered. Service response is 4 to 24 hours within 30 km of Caulfield South, and 24 to 48 hours further out. For more questions to ask, see five questions to ask before you sign a coffee machine rental agreement.
Plan Your Switch With Panica Coffee
Tell us your staff numbers, current machine, contract end date and suburb. Panica Coffee will recommend a suitable commercial superautomatic coffee machine and help you time the changeover so there is no gap. You can also call 1300 529 505.
Related Guides
- How Much Does Office Coffee Machine Rental Cost in Melbourne?
- Office Coffee Machine Broken? What to Do and What Your Service Agreement Should Cover
Frequently Asked Questions
How much notice do I need to give my current coffee supplier?
The notice period is set by your current agreement, so check the termination clause. Send notice in writing and keep a copy, well before any automatic renewal date.
Can the new coffee machine be installed before the old one is removed?
Yes, an overlap is usually the best way to avoid a gap. Book the new installation shortly before the agreed collection date of the old machine.
What data should I give a new coffee supplier?
Share your staff numbers, days in the office, monthly bean orders and any cup counter readings. Peak times and the share of milk drinks also help size the machine correctly.
Can we trial a Panica Coffee machine before switching?
Yes, Melbourne workplaces with 10 or more staff within about 30 km of Caulfield South can request a free 7 day trial. You supply your own beans and milk, then continue as a normal rental from $35 per week ex GST or have the machine collected free.
Is there a lock-in contract if we switch to Panica Coffee?
No, a Panica Coffee rental has no lock-in contract and no upfront purchase. Installation and servicing are part of the rental.
Ready to Switch Without the Downtime?
Contact Panica Coffee with your contract end date, and we will help you line up a workplace coffee machine that arrives before the old one leaves.