How much does an office coffee machine cost in 2025?

To answer this question, you need to do a few things.

• First, find out which type of coffee solution is best for your business. There are many options available, be it instant coffee, a coffee machine, or an in-house barista.
• Then, you must choose your supplier.
• Next, choose the make and model you want.
• Finally, get a quote.

Let’s give an example:

A large, multi-site business wants tasty, barista-quality coffee in their offices and is trying to keep costs down.

In this case, bean-to-cup coffee machines would be the most cost-effective solution to produce high quality coffee. And if this business met the requirements, they could choose a free-loan agreement to help reduce costs even further.

Wondering what a bean-to-cup coffee machine is? Its a coffee machine that grinds beans to order, then brews coffee, steams milk and dispenses your coffee all in around 30 seconds. This gives you the freshest coffee possible at work without an in-house barista.

For facilities managers and office managers, the budget is a key consideration. So let’s explore which type of office coffee solution is right for you, and more importantly, how much will it set you back?

Where office coffee machines sit in the market

We have used our own pricing as a reference to compare the different coffee solutions available to you. So here’s how our pricing compares to other common office coffee options, based on cost per cup.

First is your cheap instant coffee made with a kettle. Which provides the cheapest but lowest quality coffee.

Next up is your instant vending machine, which is still fairly low on quality, although the experience is slightly better for the user than a kettle.

In the middle is our logo, as an example of an office coffee machine supplier. There is a huge range of options out there, from economical to luxury, with associated cost and quality. Choosing a good office coffee machine will give you barista-quality coffee that is fully customisable.

Then we have coffee pod machines. Which can be more costly to run and maintain (and create more waste), but still provide you with that choose-your-own experience.

The most costly option is coffee made by a barista, which requires a salary, benefits and equipment costs. You are paying for the knowledge and experience of a coffee professional, as well as the added social aspect that this brings to the office coffee experience.

Hopefully, this gives you a good understanding of the options and the associated costs. So, lets move on to exploring how to choose the right set up.

Finding the right fit for your office

Once you know which solution is best for your team there will be four choices to consider:

1. The best coffee machine for your business (in terms of size and quality)
2. The most appropriate coffee machine service package
3. The contract style that works for you, i.e. rental, free on loan, or purchase
4. Which features you want your coffee station to have

For bean-to-cup machines, there are a few different procurement methods, so now we will break those down.

Discover More: Should I purchase, rent or get my coffee machine on free loan?

Renting vs free loan

Renting a barista-style coffee machine from a dedicated supplier is the simplest and most flexible way to get started. For example, FreshGround offers contracts that last from as little as 3 months all the way up to 5 years.

The longer you commit, the better the value. With our plans, we give you the options to test and adjust as your needs change. And also offer different levels of service plans, which you can choose from based on your needs. This may not be the case for all suppliers, so make sure you check before you make a decision.

For an office of 50 people, each having 2 to 3 coffees a day, a FreshGround solution on rent might cost around £100 a week. This price includes servicing and support. That’s roughly 30p per coffee, significantly less than a pod machine or café visit.

Some suppliers also offer a free loan option that lets you use a high-quality bean-to-cup coffee machine at no rental cost. Usually, you just need to commit to a regular coffee order and meet your monthly quota.

These sorts of agreements are ideal for businesses that need several coffee machines. And those businesses that want to stay on budget while still getting great coffee and expert support. The contract includes servicing, and there are lots of different options for length.

The best option for acquiring an office coffee machine will depend on your business, and a good supplier will be able to evaluate your workplace requirements and recommend the most cost-effective option.

So, what’s the cost?

The bottom line is that your business needs a solution that’s fit for purpose, affordable and reliable. So an office coffee machine supplier should try to understand the needs of your business before they quote you on a price.

At FreshGround, renting a coffee machine can cost about £30 per week for a basic package. A more complete package costs around £200 per week. But in truth, that doesn’t give a clear comparative cost as it depends on several different factors.

For more information on those factors that will affect your price, visit our pricing page for an in depth breakdown.

If you want cost information on individual models, try our Cost Calculator tool. You can find this tool located under ‘product information’ on the webpage of any of our coffee machines or water dispensers.

Lets chat

Choosing the right office coffee machine doesn’t need to be complicated or costly. If you need flexibility, reliability, or a barista-style experience, we can help. We will create a package that suits your team and budget.

Book a free, no-obligation demo today and learn how easy it is to upgrade your office coffee.