How Do Vending Machines Work and When Is It Worth Investing in Them?


Automation of various processes in companies and workplaces is no longer optional – it’s a necessity. It’s a chance to match or even surpass the competition and meet the growing demands of customers. Among the many modern solutions available, automated vending machines that dispense a wide range of products deserve special attention. Let’s explore how vending machines work, how they can help optimize company costs and operations, and when investing in one is a smart move.

Modern Vending in the Workplace – What Should You Know?

When considering the implementation of vending machines in a company, the first question is often: Is it the right solution? For many, vending machines still evoke outdated images of bulky, unreliable machines with limited functionality. But those days are long gone.

Today’s vending machines are next-generation devices built using advanced technologies and smart features. They are highly reliable, energy-efficient, and easy to manage remotely thanks to built-in 4G and Wi-Fi modules. Advanced reporting functions simplify inventory control and restocking processes. What’s more, machine restocking can be outsourced to operators, freeing up company staff for other tasks.

By implementing vending solutions, companies not only reduce operational costs and simplify day-to-day inventory management but also increase workplace safety and employee convenience. To benefit from this, it’s crucial to understand how vending machines work and how to choose a model tailored to your company’s needs – from a proven manufacturer.

ASD Systems specializes in professional, modern vending and dispensing machines, offering comprehensive consulting, top-quality machines, and full support.

How Do ASD Systems Vending Machines Work?

ASD Systems vending machines are fully automated and powered by our proprietary IDS software and dedicated app. Various models are designed to dispense products of specific sizes and come with different features, although the key functionalities are available across the entire lineup.

With ASD vending machines, you can distribute:

  • Tools
  • Equipment
  • Accessories
  • Consumables and auxiliary materials
  • PPE and personal protective items
  • Office supplies

In short, anything essential to your company that generates costs and requires continuous monitoring.

How Do You Use a Vending Machine?

The process is simple and takes just a few seconds:

  1. Present an identification card or other ID method.
  2. Choose the desired item.
  3. Optionally assign the cost to a department or project.
  4. Collect the product.
  5. If needed, immediately return and replace the item.

Machines can assign product types and limits per employee, ensuring only necessary items are taken.

How Are ASD Systems Vending Machines Managed?

Managing a single vending machine – or an entire network – is possible with just one person and any internet-connected device. The IDS system ensures smooth communication between machines and the server and provides full control over data generated by the machines.

How Do You Restock a Vending Machine?

The administrator always has access to real-time inventory levels. You can set maximum and minimum thresholds and receive alerts for restocking.

Machines can be restocked in three ways:

  • By opening the main door
  • Through front flaps
  • Using a drum scanning system with visual layout assistance

What Data Is Available in the ASD Systems App?

The vending app provides:

  • Real-time stock levels – no manual counting, instant filtering, and error-free data.
  • User profiles – assign employees to departments, set access and limits, track usage.
  • Reports – create custom reports and set automatic delivery to specific departments (e.g., finance, procurement).
  • Product labeling – available in the PRO version; assign usability, expiration dates, and other metadata.

How Do Vending Machines Improve Workflow?

They streamline operations in multiple ways:

  • Reduce storage space requirements
  • Replace multiple personnel with one system
  • Automate stock tracking, reducing errors
  • Provide real-time insights and generate useful reports
  • Simplify accounting and internal cost allocation
  • Operate 24/7 without sick days or vacation

How Do Vending Machines Save Money?

We’ve calculated that ASD Systems vending machines help companies reduce product purchase and distribution costs by up to 50%. Here’s how:

  • 24/7 access – no need for supervisors, eliminating delays and improving productivity
  • Stock reduction – only order what’s needed, based on real usage
  • Controlled access – only essential products can be taken by authorized users
  • Usage limits – ensure items are used responsibly over longer periods
  • Error reduction and better stock planning – leading to smarter purchasing and fewer losses

When Is the Right Time to Invest in a Vending Machine?

You don’t need to be a large enterprise. Even companies with just a few dozen employees benefit from vending machines. In larger companies, a system of machines (e.g., near production lines or key entry points) ensures quick and easy access.

The return on investment is fast. Automated inventory processes allow for efficient, low-maintenance stock management – and help protect your company’s resources.