Published • 27 Feb 2025
The vending industry is changing, and with it, operators are rethinking how they do business. For those considering the transition to micro markets or looking to scale their operations, learning from those who have successfully navigated these challenges can make all the difference.
One company that has done this well is Quality Vending & Coffee, which has grown steadily by focusing on service, efficiency, and long-term customer relationships. By maintaining high standards and expanding organically, the company has built a strong reputation—one that offers valuable insights for both seasoned operators and newcomers looking to grow.
Here are five key lessons from Quality Vending & Coffee that can help operators strengthen their business and position themselves for long-term success.
1. Building Trust Through Transparency
When trying to win a new account, telling a prospect about great service only goes so far. Dean Prather, Vice President of Quality Vending & Coffee, has found that the most effective way to close a deal is a 'show, don’t tell' approach. Instead of relying solely on sales pitches, he provides prospects with a list of existing customers who can vouch for the company’s service. If a prospect wants more references, he’s happy to provide them.
But it doesn’t stop there. Quality Vending invites potential clients to tour their warehouse, offering a firsthand look at how they operate. This kind of transparency builds trust. When a company takes pride in its organization and efficiency, it shows. Customers can see the level of care that goes into every aspect of the business, reinforcing confidence in the service they will receive.
For vending operators, this is a reminder that actions speak louder than words. Finding ways to give potential clients a direct experience—whether through testimonials, site visits, or live demonstrations—can be a powerful differentiator in a competitive market.
2. Growth Happens by Doing Things Right the First Time
Bringing in new business is only part of the equation—what matters just as much is how you sustain and nurture that business. Quality Vending grows by prioritizing careful, well-executed expansion rather than rushing to sign new accounts.
The company follows a disciplined approach: pay for everything as you go, avoid unnecessary debt, and stay meticulous. They don’t just aim to land a new account; they work to gain that customer’s trust and keep proving why they deserve it. That means doing exactly what they said they would do, delivering reliable service, and making sure no corners are cut.
For operators looking to scale, this approach serves as a reminder that quality and consistency matter just as much as gaining new business. Growth should be intentional and backed by a strong foundation, not rushed at the expense of service.
3. Be Agile: Adjust Pricing and Product Offerings as Needed
The days of predictable pricing are over. Suppliers are increasing costs more frequently than ever, sometimes multiple times a year. In the past, operators might see a price hike every couple of years. Now, price increases are happening on a quarterly basis, and they’re often significant—sometimes 15%, 20%, or even 30%.
Dean Prather explained how micro markets (and smart stores) help Quality Vending manage these challenges. Instead of manually updating prices at each vending machine, micro markets and smart stores allow them to make adjustments remotely. When supplier costs rise, they can respond immediately without sending a technician to every location. This keeps their pricing in line with costs and prevents delays that could cut into profits.
Micro markets also give them more flexibility in what they sell. Traditional vending machines limit product size—everything has to fit within specific dimensions. Micro markets and smart stores remove those restrictions, allowing them to offer larger packages, premium items, and fresh food that wouldn’t work in a vending machine. Customers get more variety, and Quality Vending can adapt its product selection based on demand.
For them, this level of flexibility is a key part of running a strong operation. Adjusting prices and product offerings quickly allows them to manage supplier costs while continuing to serve customers without disruption.
4. Stay Ahead by Embracing Technology
Flexibility in pricing and product selection is only possible when operators have the right tools in place. At Quality Vending, technology is built into the way they operate. It allows them to adjust prices remotely, track inventory in real time, and respond quickly to changes without slowing down the business. Without these systems in place, keeping up with supplier cost increases and shifting customer demands would be far more challenging.
Sam Hagen, Business Development Manager, has seen how advancements in micro market technology have made operations more streamlined. When Quality Vending first introduced micro markets, the kiosks were bulky and difficult to install. Today, solutions like the 365 PicoMarket have simplified the process, allowing operators to set up a micro market with something as compact as a tablet.
Beyond kiosks, smart coolers with vision technology and AI are reshaping how transactions happen. These systems recognize what customers pick up, whether they put items back, and what needs to be charged—all without scanning a barcode. The result is a smoother checkout process and a better experience for customers.
Managing technology across multiple locations requires the right backend systems. Tools like 365’s ADM, VMS, and Ops App give operators the ability to adjust pricing remotely, monitor sales data, and oversee their entire operation from a single platform. Real-time updates ensure pricing stays accurate, inventory is properly tracked, and routes run efficiently without unnecessary delays.
By investing in the right technology, operators can stay flexible and efficient, making sure they can adapt without disruptions. Keeping up is important, but having the right systems in place helps them stay ahead of challenges before they become problems.
5. Let Customers Interact with Products to Drive Sales
In a vending machine, a fresh salad might sit untouched for days. Even if it’s high quality, customers hesitate because they can’t see it up close. They can’t pick it up, inspect it, or gauge its freshness. But in a micro market, that same salad is far more likely to sell.
Prather sees this all the time. He can take a well-made salad and sell it at double the cost in a micro market or smart cooler, while the same product in a vending machine might struggle to move—even at half the price. The difference? The customer’s ability to engage with the product.
This applies to more than just fresh food. Customers are more confident in their purchases when they can hold and examine an item before checking out. The ability to touch, feel, and inspect products creates a better shopping experience and leads to higher sales.
For operators considering the switch, this is an important factor. Micro markets and smart stores don’t just offer more variety—they change the way customers shop. By creating an experience that mimics retail, micro markets make customers more comfortable spending money, increasing sales and boosting overall revenue.
Final Thoughts
Success in vending, whether you're just starting out or scaling your business, requires a mix of strong fundamentals and adaptability. Quality Vending & Coffee’s approach—focusing on service, transparency, operational discipline, technology, flexibility, and customer experience—demonstrates how operators can grow in a way that is both sustainable and profitable.
For vending operators considering a shift to micro markets and smart stores or those looking to scale their operations, these lessons provide a roadmap. The industry is evolving, and those who embrace these strategies will be best positioned to thrive.