For most businesses, good coffee isn’t just another office expense. It’s something your employees use every day, visitors notice immediately and clients remember after meetings.
If you’re considering investing in an office coffee machine, one of the first questions you’ll probably ask is:
“How much is this actually going to cost us?”
The good news is that quality workplace coffee is often far more affordable than people expect. When you compare it to employees regularly leaving the office to buy coffee, having your own machine can quickly become one of the most cost-effective workplace benefits.
In this guide, we’ll break down the real costs involved and explain what businesses should consider before making a decision.
What affects the cost of workplace coffee?
There isn’t a single answer because every workplace is different.
The biggest factors include:
- Number of employees
- Average cups of coffee per person each day
- The type of coffee machine you choose
- Fresh milk or granulated milk
- Coffee bean selection
- Service and maintenance
- Additional drinks such as hot chocolate or speciality beverages
A small office of 40 people will have very different requirements to a company with over 200 employees. That’s why we always recommend choosing equipment that matches your daily demand rather than simply buying the biggest machine available.
How much does coffee cost per cup?
The easiest way to understand workplace coffee costs is by looking at the price per drink.
*The exact cost depends on your chosen coffee, milk, cup size and drink recipe.
While instant coffee is cheaper, many businesses now see high-quality coffee as part of creating a better workplace experience. Employees increasingly expect café-quality drinks without leaving the office.
Example: A 50-person office
Let’s imagine an office with:
- 50 employees
- Two coffees each per working day
- Around 22 working days each month
That’s approximately 2,200 cups of coffee every month.
If every employee bought those drinks from a coffee shop at £4 each, the combined spend would be around £8,800 per month.
Of course, most businesses don’t reimburse coffee shop visits, but there is another cost that often gets overlooked.
The hidden cost of leaving the office for coffee
Buying coffee isn’t just about the price of the drink.
Each trip can easily take:
- 10 to 20 minutes
- Walking time
- Waiting in the queue
- Returning to the office
Multiply that across dozens of employees every day and the lost working time soon adds up.
Having great coffee available in the office means people can take a proper break without disappearing for half an hour. It also encourages informal conversations between colleagues, something that’s particularly valuable in hybrid workplaces.
Coffee beans: one of the biggest ongoing costs
Your choice of coffee will have the biggest impact on ongoing running costs.
At Office Coffee Company, we offer a range of premium coffees to suit different workplaces and tastes.
For example:
- Puro Fino Espresso Coffee Beans are currently £205.53 for a 9 x 1kg case.
- Puro Fuerte Espresso Coffee Beans are £216.13 for a 9 x 1kg case.
- Origins Classic No. 1 Espresso is £179.14 for a 6 x 1kg case.
Rather than simply choosing the cheapest coffee, we help businesses select a blend their employees genuinely enjoy. That’s why we offer coffee tastings at your workplace, so your team can try different coffees before making a decision. This is one of the things that sets us apart from many suppliers, who only offer tastings at their own showroom. If you do prefer to come into a showroom for a tasting, we have a London showroom where you can demo coffee machines and taste different coffees.
Don’t forget servicing and maintenance
When comparing suppliers, it’s important to look beyond the machine itself.
Ask questions such as:
- Are servicing visits included?
- Are parts and labour covered?
- Are water filter changes included?
- What happens if the machine breaks down?
Some suppliers charge separately for maintenance visits or replacement filters.
Our Total Care maintenance plan includes scheduled servicing, breakdown cover, parts, labour and Brita filter changes, helping businesses avoid unexpected costs while keeping machines performing at their best.
How to reduce your workplace coffee costs
You don’t necessarily need to spend less on coffee. You simply need to spend smarter.
Some of the best ways to reduce overall costs include:
- Choosing a machine that’s correctly sized for your office
- Selecting coffee your employees actually enjoy
- Keeping your machine properly maintained
- Ordering consumables before you run out
- Training staff to clean the machine correctly
Small improvements like these can help extend the life of your machine while maintaining consistently great coffee.
Is investing in workplace coffee worth it?
For many businesses, the answer is yes.
A quality coffee machine can help:
- Improve employee satisfaction
- Encourage people back into the office
- Create a better experience for visitors
- Support recruitment and staff retention
- Reduce unnecessary trips to coffee shops
- Provide consistently high-quality drinks throughout the day
When paired with reliable servicing, premium coffee and straightforward ordering, it becomes much more than simply another office appliance.
Frequently asked questions
How much coffee does a 50-person office use?
Every workplace is different, but a team of 50 employees drinking two coffees each working day could use around 2,200 cups per month.
Is bean to cup coffee cheaper than buying takeaway coffee?
Yes. While running costs vary depending on the coffee and machine, bean to cup coffee is generally significantly cheaper per cup than buying drinks from a coffee shop.
How often should a commercial coffee machine be serviced?
This depends on usage and the manufacturer’s recommendations. Regular preventative maintenance helps keep drinks tasting their best and reduces the likelihood of unexpected breakdowns. We service our machines twice a year and replace the Brita filter at each service, helping them last longer.
Should we choose fresh milk or granulated milk?
Both have advantages. Fresh milk delivers a more traditional café-style experience, while granulated milk can be easier to manage in some workplaces. The right choice depends on your office, expected usage and drink preferences.
How do I know which coffee machine is right for my office?
The best machine depends on your team size, daily drink volumes, available space and preferred drinks. We always recommend discussing your requirements first and arranging a workplace coffee tasting so you can see your machine in action before making your decision. Or visit our London showroom to see a variety of our machines in action.
Ready to find the right workplace coffee solution?
Whether you’re replacing an ageing machine or introducing premium coffee to your workplace for the first time, our team can help you choose the right setup for your business.
Arrange a workplace coffee tasting, compare different machines and discover which coffee your team enjoys most, all before making a decision.
