How much does it really cost to clean and maintain an office coffee machine?

If you’re thinking about getting an office coffee machine, or already have one, you’re probably wondering: how much is it really going to cost to keep it clean and working properly?

It’s a fair question, and one that can make a big difference in your coffee experience and budget. Here’s a straightforward look at what you can expect, what affects the cost, and how to get the most out of your investment.

Why maintenance matters

A well-maintained coffee machine doesn’t just taste better. It breaks down less, and makes consistent drinks.

Maintenance for commercial coffee machines refers to the schedules of cleaning that your business will follow (as detailed below). But it also means visits from engineers to test it and calibrate it, and having the filters changed.

If you skip the maintenance, you risk hygiene problems, bitter coffee, or even an early replacement. A few minutes of care each day can save hundreds—or thousands—later.

1. Daily cleaning

Most bean-to-cup machines need a little attention every day. Empty drip trays, rinse milk lines, wipe surfaces. It takes 5–10 minutes and can be handled by your team. For higher capacity machines, you will need to do the step below every day or so.

Cost: £0 (time only)

2. Deep cleans

How often you deep clean depends on the type of machine you have.

If your machine uses fresh milk, you’ll need to run a deep clean every day. This keeps the milk system hygienic and prevents residue from building up inside the lines.

If your machine uses granular or powdered milk, a deep clean once or twice a week is usually enough.

You’ll use cleaning tablets and milk line cleaner for both types.

• Cleaning tablets: £10 per pack (lasts 2–3 months)
• Milk line cleaner: £8–£12 per bottle

Estimated cost: £5–£15 per month depending on usage

3. Filter replacements

Filters keep limescale at bay and your coffee tasting great. Replace every 6–12 months depending on your water hardness. With some service plans, replacement filters are included, and either sent via post or changed by an engineer.

Estimated cost: £30–£60 per year, depending on your plan.

4. Servicing

Regular servicing keeps your machine running efficiently and prevents small issues from becoming expensive repairs.

You can either choose a plan, which will have varying levels of cover depending on the provider and the level that you choose, or you can go for ad-hoc and call on a service provider when you need them.

For example, at FreshGround we offer the Essential Care and Complete Care plans.

When we rent machines out, Essential Care is always part of the package. Complete Care is mandatory for the more complex machines. And for complete care, you’d be looking at £4.25 to £27.50 per week per machine.

Typical costs: One-off service callout fee £200–£400 plus parts, annual plan £200–£1000 per year

Tip: Without a service plan, ad-hoc repairs can hit £500 or more. That’s why rental models and service plans are popular.

Annual cost breakdown (Estimate)

Maintenance type	Estimated annual cost
Daily cleaning (staff time)	£0–£100 per year
Cleaning products	£60–£180 per year
Filter replacements	£30–£60 per year
Service plan	£200–£1000 per year
Repairs (if not covered)	£0–£500+ per year

How to keep costs low

• Choose a plan that is suited to your needs.
• Train staff on daily cleaning routines.
• Use approved cleaning products consistently.
• Monitor filter changes to avoid build-up.

When these steps become routine, your total cost of ownership stays low—and your coffee stays exceptional.

Final thoughts

Maintaining an office coffee machine doesn’t have to be complicated or expensive. With a little daily care and the right supplier, you can keep your machine in top condition for years.

Not sure what’s included in your plan or want to compare servicing options? Our team can help you find the most cost-effective setup for your office.

Learn more about FreshGround’s servicing and maintenance options, and see how much cleaning products cost.