Bean to cup vs capsule machines: which delivers better ROI for your office?

When you invest in office coffee, you want to know you are getting real value. The right machine supports productivity, cuts employee time off site and helps avoid unexpected service bills. Two of the most common choices are bean to cup machines and capsule machines. Both can work well in the right setting, but they deliver very different experiences and very different long term costs.

If you are trying to decide which offers the better return on investment for your office, here is a clear, practical guide to help you choose with confidence.

What bean to cup machines offer

Bean to cup machines grind whole bean coffee fresh for every drink. Offices usually choose them for three main reasons. The coffee quality is excellent, the cost per cup is low and they create a premium, cafe style experience for teams and clients.

You can usually expect freshly ground coffee in every drink, which improves taste and aroma. Whole beans are more economical, so the ongoing costs stay low. The premium feel boosts staff satisfaction. These machines also have the capacity to keep up with busy, fast moving workplaces.

The trade off is that bean to cup machines need daily care. As long as someone is happy to empty the grounds and run cleaning cycles, they offer outstanding long term value.

What capsule machines offer

Capsule machines use pre packed pods. They are quick to use, simple to maintain and easy to understand. This is why many smaller teams or very low use spaces consider them.

You can expect minimal training, simple operation and a lower upfront cost. They also need less day to day maintenance.

They usually come in a selection of types or flavours, so facilities teams need to ensure they are ordering the correct types to account for team preferences.

A large consideration is that the amount of waste generated is much higher. Large offices (around 200 people) use just under 50,000 plastic capsules per year according to [Nespresso]. Furthermore, capsules must be returned to suppliers or taken to retailers for recycling. For offices with more than a few people, these costs add up quickly.

Comparing return on investment

Most offices look at ROI across three areas. Upfront investment, running costs and the impact on people.

Upfront investment

Capsule machines are cheaper to buy or rent. Bean to cup machines cost more at the outset because they are more advanced and built for higher output.

Running costs

This is where bean to cup machines usually win. Whole bean coffee is better value than pods, and the difference becomes significant once you reach even moderate usage. Bean to cup machines also create less packaging waste, which can reduce disposal costs.

Staff experience

Good coffee improves morale. It helps people feel looked after and encourages teams to take short breaks that support wellbeing. Bean to cup machines almost always outperform capsule machines here because the quality and consistency are noticeably higher.

Reliability and downtime

A well serviced bean to cup machine (especially on FreshGround’s [Complete Care] package) stays reliable and ready to use. Capsule machines can be simpler, but their internal parts are not designed for heavy daily use. They are more likely to fail in a busy office.

Which is right for your office?

A simple rule of thumb can help.

Smaller teams or very low use areas may find a capsule machine works well. Once your team reaches around 10 regular coffee drinkers, bean to cup almost always offers better long term value. The cost per drink drops, the quality improves and the machine is built to handle the demand.

Most of our customers choose bean to cup for exactly this reason. It is a smart investment that continues to pay off, especially when paired with a service package that takes care of everything.

How FreshGround can help

Every office is different. [Our team] can help you calculate your real cost per cup and compare your options clearly, so you can choose the machine that gives your business the best possible return.