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In today’s fast-paced corporate world, fuelled by deadlines and productivity, a hot cup of coffee has become an indispensable ally for most employees. As a result, the once-used coffee pot has evolved into a sleek, efficient commercial coffee machine that caters to high volumes and individual preferences.

The rising popularity of commercial coffee machines in the workplace not only provides a boost in employee morale and satisfaction but also brings to our attention the crucial importance of regular cleaning and maintenance. Like any other equipment, commercial coffee machines require regular care to ensure optimal performance and longevity.

In this blog post, we’ll explore the importance of keeping a commercial coffee machine clean, how to clean a commercial coffee machine and how often you should clean a commercial coffee machine to boost workplace efficiency and ensure a continuous supply of coffee precisely when your employees need it.

The importance of coffee machine cleaning: why does it matter?

Prioritising the condition and upkeep of your commercial coffee machine is essential especially due to its role in delivering countless cups of coffee throughout the day to energise your workforce.

Depending on the specific model, commercial coffee machines have a lifespan of 8-10 years, as long as they are well looked after. Regular coffee machine cleaning not only ensures seamless operation but also prevents any potential issues. If the machine is not cleaned properly, it could result in a bitter or sour taste in your coffee or even breakdowns due to the components becoming clogged. By sticking to a cleaning routine and regularly replacing the water filters with the appropriate settings, you will effectively extend your machine’s longevity and significantly minimise the need for frequent repairs and engineer call-outs, which can be costly.

Ultimately, regular cleaning ensures that your office coffee machine will remain in top-notch working condition, with minimised downtime and disruptions in service. It prevents minor issues from escalating into major, costly repairs. By nurturing your commercial coffee machine, you will not only be preserving the quality of your brew but will also be safeguarding your operational budget.

The vital role of professional coffee machine maintenance

Coffee machine maintenance plays a crucial role in extending a machine’s longevity and ensuring optimal performance. At Vending Sense, we provide a foolproof maintenance plan, offering you peace of mind in case of any issues.

Included in our comprehensive package, whether you’re hiring, leasing or buying a commercial coffee machine, is a complimentary year of our maintenance plan, featuring:

  • 24/7 telephone support
  • Unlimited access to engineer call-outs
  • Endless equipment repair services
  • Certified service and support coverage by Vending Sense

Following the initial year, there’s an annual fee to join ‘SenseCare’, our extended maintenance package. This package proves invaluable, considering that, on average, an engineer is called out four times a year for equipment repairs or replacements. Without coverage, this could be costly, with potential charges of £250 for the first 30 minutes and subsequent fees every half hour, depending on the model.

Moreover, coffee machine maintenance by a qualified engineer is vital when worn our components need replacement. Regularly replacing these minor parts as needed helps avoid steep call-out charges, which could lead to extended downtime during repairs, or worse, a costly replacement.

Routine coffee machine maintenance and the replacement of worn parts will also significantly enhance the safety of your coffee machine. A well-maintained machine operates efficiently, mitigating the risk of hazards like overheating or electrical malfunctions. Timely part replacements prevent potential breakdowns that might result in accidents, ensuring a secure coffee-making experience for your employees.

It is important to note that many commercial coffee machine suppliers exclude cleaning concerns from their maintenance cover, as it’s the user’s responsibility. Neglecting this aspect could result in substantial fees if your machine requires repairs or replacements due to cleaning issues, such as filter changes, and so forth.

How do you clean a commercial coffee machine?

The cleaning process for a coffee machine will vary based on the specific model that you have. It’s essential to consider both external parts, like the drip tray and steam wand, as well as internal parts such as group heads, portafilters and coffee grinders. To ensure effective cleaning, consider using the recommended cleaning solutions provided by your supplier.

For personalised guidance on cleaning and how Vending Sense can assist you with the correct products, please reach out to us at We’re here to support your cleaning needs and help maintain the longevity of your coffee machine.

Why you should regularly change your water filters

Here at Vending Sense, we like to put the importance of changing your machines’ water filters into a situation that might be more familiar to our customers. Similar to how getting a regular car MOT service keeps your vehicle running smoothly, changing your coffee machine’s water filters is essential for achieving the best-tasting coffee and prolonging the machine’s lifespan. Just as a full tank ensures optimal car performance, new water filters guarantee that your coffee brew remains free from impurities, enhancing its flavour and clearing it from limescale build to preserve its efficiency. So just as you wouldn’t skip your car’s maintenance, make sure to prioritise changing your water filters for a number of reasons including:


  • Improved water quality – By using a filter you can reduce the presence of common tap water impurities, like chlorine, ensuring that your coffee tastes as it should
  • Prevented limescale buildup – Water filters will help to reduce limescale building up inside your machine over time, especially in hard water areas. This can clog internal components leading to costly repairs or replacements if unresolved
  • Increased hygiene levels – A well-maintained water filter will help ensure that your commercial coffee machine stays clean and free from bacterial growth promoting a safe and healthy coffee consumption experience
  • Prolonged machine life – Regularly replacing the water filter in your machine can extend its lifespan. By preventing limescale buildups, the machine can operate more efficiently resulting in fewer service call out’s to repair the machine


The frequency of changing the water filter in your coffee machine will vary depending on the type of coffee machine you have, the water quality in your area and how frequently you use the machine. However, general guidance is to replace the water filter for a mains-fed machine every 12 months, and a tank-fed machine 4 times a year. For further support on when you should be changing your water filters, feel free to get in touch with us. We are always on hand to assist you.

Regularly cleaning and maintaining a commercial coffee machine is vital to preserving the longevity of your commercial coffee machine. Just as a vehicle requires routine servicing to ensure optimal performance, your coffee machine demands similar attention. By setting up regular cleaning schedules and signing up for a maintenance plan, your machine will consistently produce high-quality coffee, enhancing customer satisfaction for your business. Embracing this proactive approach to maintenance and cleaning will not only preserve your investment but will ensure a seamless, reliable and flavourful coffee experience over time.

To find your perfect commercial coffee vending machine or for further advice and guidance on cleaning and maintenance, get in touch with our friendly team, who will help recommend the right solution for your needs.