The hidden costs of office coffee and water explained

Many suppliers promote a low monthly price, but this rarely reflects the full picture. The hidden costs of office coffee and water often make budgeting harder and lead to surprises later in the contract. Transparent pricing avoids this. It helps forecasting stay simple and builds trust between you and your supplier.

This guide highlights the most common hidden costs in the market and explains how FreshGround keeps everything clear from the start.

The hidden costs of office coffee and water

The first area where extra charges appear is installation. Most suppliers apply fees even when the rental price looks low. At FreshGround, everything is simple and charged per machine.

Configuration and installation: £349
Removal of your old machine: £445
Move your machine within a site: £349
Move your machine to a new site: £574
Store with FreshGround: £100 per month

You see all costs upfront before you commit.

Storage

Office reshuffles and relocations often mean machines need to be moved out temporarily. Some suppliers charge premium storage fees or require full removal and reinstallation. FreshGround offers a clear monthly storage rate of £100 per machine. It is predictable and easy to budget for.

Disposal and end of life

Some suppliers charge for collection or disposal when a contract ends. These fees often appear in the small print and can be significant. Clarity here matters because these costs usually surface at a time when budgets are already committed elsewhere. FreshGround is upfront about these details from the outset.

Early exit charges

Early termination is one of the most common areas for hidden fees. Many suppliers charge the full remaining contract value. Others add penalty fees on top. Examples include early exit conditions in commercial rental agreements from suppliers such as Nespresso and LiquidLine. Charges linked to the remaining contract period are common across the industry.

FreshGround keeps terms simple. There are no unexpected additions if your plans change.

Consumables and accessories

A low monthly rental price can hide higher ongoing costs. Some suppliers charge premium rates for essential consumables. This may include:

Filters
Cleaning products
Waste containers
Cups and accessories

If certain consumables are needed to protect your warranty, this can limit flexibility. Transparent pricing helps you understand the real running cost of your machines.

Service and maintenance

Support packages can vary widely. Some suppliers offer basic plans that still charge for call outs, labour or parts. This makes long term costs unpredictable.

FreshGround offers two clear service packages. Essential Care and Complete Care include everything needed to keep your machines running properly. There are no hidden charges and no surprise call out fees.

Why transparent pricing matters

Transparent pricing gives CFOs control of costs and avoids surprises. It also helps office managers plan with confidence and creates a straightforward relationship with the supplier. When everything is clear, you can focus on providing a great coffee experience rather than managing contract details.

FreshGround keeps pricing simple and predictable. You see all costs before you commit. There is no small print that changes the story later.

What to check before signing

Installation, removal and relocation fees
Storage options and charges
End of life and disposal expectations
Early exit terms
What is included in the service plan
Consumable requirements
Whether pricing can change during the contract

Clear pricing leads to better forecasting. It also means no surprises when circumstances shift.