Servicing costs compared: bean-to-cup machines vs. espresso machines
Lily Hedley | November 18, 2025
When you decide to buy a coffee machine for your office or café, the initial price is just one part of the equation.
You also need to think about maintenance, repairs, and callout fees, which can add up quickly and catch you off guard.
Understanding what drives these costs can help you budget better, avoid unexpected bills, and make a more informed choice between a bean-to-cup machine and a traditional espresso machine.
What to expect in servicing costs:
- Engineer callouts: £130–£185
- Labour charges: usually £15–£20 for every 15 minutes of work
- Parts replacement: complex parts like boilers can set you back £400 or more
- Routine cleaning and descaling: often needed weekly or even daily for espresso machines, especially in hard water areas
Getting a grip on these factors makes it easier to see where costs can pile up and how they vary between machine types.
Espresso machines
Espresso machines are popular for their control and quality, but that level of precision comes with trade offs. Daily cleaning is a must: flushing group heads, sanitising steam wands, and cleaning portafilters can take around 30–45 minutes each day. Descaling is another regular chore, particularly in areas with hard water.
Repair costs can add up quickly. Callouts start at £130–£185, and labour is charged in 15-minute blocks. Major parts like boilers, valves, or electronic boards can cost several hundred pounds.
Since breakdowns can be unpredictable, annual costs can easily go over £1,500. This unpredictability makes budgeting tricky without a service plan, leaving businesses vulnerable to sudden high expenses.
For offices without trained staff or cafés that rely on consistent service, having a maintenance plan is almost a necessity to avoid unexpected downtime and maintain quality.
Bean-to-cup machines
Bean-to-cup machines take care of a lot of maintenance automatically. With built-in cleaning cycles that require only the touch of a button, they reduce the need for daily hands-on cleaning and can help prevent some wear-related issues.
Callout fees and labour charges are similar to those for espresso machines: a standard engineer visit starts around £185, with additional labour costs for extended work.
What sets bean-to-cup machines apart is their preventative maintenance. Since they’re fully automated, service plans can focus on keeping grinders, boilers, and water systems in top shape.
This approach lowers the chances of emergency repairs and unplanned downtime. However, the trade-off is that annual plans for bean-to-cup machines can be pricier, ranging from £1,100 to £3,000, depending on the machine size and contract coverage.
Service plans
It might be tempting to pay per callout if you think you won’t have many issues. But just one visit can cost you £130–£185, and with parts and labour, it can add up fast. A few callouts in a year can easily surpass the cost of an annual service plan.
A typical plan usually covers:
- Routine maintenance and cleaning
- Parts replacement for common wear items
- Engineer visits included in the price
- Priority response to breakdowns
For both espresso and bean-to-cup machines, having a service plan helps manage unpredictable costs. Offices with heavy usage benefit from consistent machine performance, while cafés can avoid losing revenue when a machine is out of action.
Cost comparison, at a glance
| Cost driver | Espresso machine | Bean-to-cup machine |
|---|---|---|
| Callout / repair | £130–£185 | £149+ |
| Labour | £15–£20 per 15 mins | £15–£20 per 15 mins |
| Routine cleaning | Daily, manual | Automated cycles reduce hands-on time |
| Descaling | Frequent, manual | Less frequent |
| Annual service plan | £900–£1,500 | £1,100–£3,000 |
While espresso machines might seem cheaper for individual repairs, the daily cleaning demands and higher risk of major failures can make costs unpredictable. Bean-to-cup machines offer more consistency but come with a higher annual service plan to safeguard their complex automated systems.
The bottom line
So, which is cheaper to service? There’s no straightforward answer.
Espresso machines can be more labour-intensive and risky when it comes to major repairs.
Bean-to-cup machines are automated, which cuts down on some routine maintenance, but repairs can still be pricey without a plan.
When it comes to paying per callout versus having a plan, service plans are generally the more cost-effective option. They help avoid multiple emergency callouts, minimise downtime, and keep machines running smoothly.
For offices or cafés, the best strategy is to choose the right machine for your needs and invest in a service plan. This way, you’ll have predictable costs, consistent quality, and fewer emergencies, making it a smarter long-term investment.