Pricing – how much does an office coffee machine or water dispenser cost?
Just how much is a coffee machine, water dispenser, or both from FreshGround? The answer is ‘it depends’ but we’d like to try and clear it up as much as possible. Here’s everything you need to know.
Watch our pricing video explainer below
View chapters in the video progress bar to jump between water, coffee, and the pricing overview, or keep scrolling to read a more detailed breakdown of FreshGround pricing.
What type of machine are you interested in?
Use the tabs below to filter between pricing information for coffee, water, and combination packages.
FreshGround coffee machine pricing
The cost of renting an office coffee machine can range from £23 to £230.25 per week, from the most basic machine with Essential servicing on a long-term rental contract, up to the most luxurious coffee machine with a Complete Care service plan on a short-term rental contract. For specific pricing, please see the cost calculator on each coffee machine’s page.
So you want to know how much a coffee machine costs? There’s a whole host of factors to consider. Rental prices will vary depending on the following things:
1. The length of your contract with us.
2. The size of your office.
3. How much coffee is being drunk.
4. Which add-ons you choose.
5. Service packages you choose.
What factors affect the price?
There are three big drivers that affect the cost of a coffee machine. These are:
-
Contract length
The first decision to make is how long you want your rental term to be. We can be very flexible, generally offering terms of 3 months, 36 months, and 60 months. Whilst a 3 month term gives you a lot of wiggle room when it comes to commitment, it comes at a cost premium. Likewise, if you’re happy to commit to 60 months of rental, we can offer you the best price.
-
Capacity
We categorise our coffee machines based on how many people they can serve. This is because an office of 15 will have a completely different drinks consumption to an office of 250, so we need to ensure your machine can handle the pressure. Put simply, the more people you have, the higher priced machine you will need (or perhaps even multiple machines).
-
Features
All of our machines will produce a great cup of coffee, but the add-ons and features you include will give you and your team more options. We’ll go into the specifics in greater detail below, but the more feature-rich your chosen coffee experience is, the more expensive your setup will be. And as with our machines themselves, the components are priced differently based on the length or your rental agreement.
Examples from our range
To give you an idea of costs, here are a few example packages from our coffee machine range. For more specific pricing, head to any coffee machine product page and use our cost calculator.
Economic
from £36.95 per week
An F3 coffee machine that provides a great cup of coffee for a team of up to 75 people, with no additional features or service plan starts at £36.95 for a 60 month lease, and goes up to £53.95 if you opt for three months. For added peace of mind, you could add our Complete Care service plan for an extra £14.50.
Different
from £96.75 per week
If you want to add hot chocolate and up the capacity slightly, an F4 machine will serve up to 100 people and offer a broader selection of drinks. With a Complete Care service plan included, this starts from £96.75 a week on a 60 month rental, and goes up to £116.75 on our most flexible 3-month plan.
Luxury
from £151.40 per week
For the best quality drinks, we recommend the F5 Egro Next that can cater up to 200 people. This features our Complete Care service plan, an allergen-free dual milk solution, hot chocolate and a cup warmer. It starts from £151.40 on our 60 month terms, or can be as much as £230.25 on 3 months, without the cup warmer.
Add-ons and extras
Let’s break down the add-ons you can select, and how they will affect the price:
Service plans
We offer Essential and Complete Care packages for our customers. A Complete Care package could add between £11 and £27.50 per week depending on the machine and the contract length. For some machines, Complete Care is compulsory to keep them running at peak performance, so although this might seem like an additional cost it is essential to maintain high-spec machines properly.
Fresh milk fridge
All F range machines require a fridge, which allows you to have fresh, foamed milk in your coffee. All are compact, with the largest being 300 x 580 x 375 mm. These cost between £4.95 and £49.75 per week depending on which model you select. Like coffee machines, the fridge price is determined by contract length, capacity, and additional features.
Dual bean
Some machines offer dual bean hopper capability. This would allow you to provide a decaf and a regular option, or for the coffee snobs out there you could offer different blends (this is what we have in the FreshGround offices – light roast and dark roast to be exact). This type of machine could cost anywhere between £49.95 and £129 per week (before other accessories), depending on the model you select and how long your contract is.
Dual milk
If you’re considering a cost-effective milk solution, powdered milk might be the way to go. Our machines for this option start at just £23 per week and can go up to £82.50, depending on the model and contract length. On the premium end, we offer an allergen-friendly dual milk fridge—perfect for those with lactose intolerance. This high-end option starts at £131.50 per week and can reach £191.50, depending on your chosen machine and contract terms.
Hot chocolate
With a number of our machines you have the option to add a hot chocolate hopper. For mocha lovers and hot chocolate enthusiasts this is certainly a worthwhile addition. This costs between £9.95 as a standalone addition, and £82.50 per week for a fully fledged machine, (say it with me) depending on the model and contract length!
Cup warmer
You can also add a cup warmer unit to add a thoughtful touch to your workplace coffee experience. Keep cups nice and toasty at a safe temperature, ready for you to grab and pour. This costs between £9.95 and £15 per week, depending on the length of the contract, and it’s not available with every machine.
FreshGround water dispenser pricing
The cost of renting a water dispenser from FreshGround can range anywhere from £6.75 to £75.50 per unit per week, when factoring in features, service plans and add-ons.
So you want to know how much a water dispenser costs? We supply a range of ‘water dispensers’ which includes different varieties of taps and bottle filling machines. Specific model costs can be found on each individual machine’s page, but in general the rental prices will vary depending on a lot of different things:
1. The length of your contract with us.
2. The size of your office.
3. How much water is being drunk.
4. Which features you choose.
5. Which service packages you choose.
6. How you want your water set up.
What factors affect the price?
Capacity is the most important factor influencing price. If you want the best water dispenser solution for your workplace, this is the first thing we have to understand. So let’s break it down further, so you know exactly what we mean by ‘capacity’.
-
Head count
We categorise our water dispensers based on how many people they can serve. This is because an office of 15 will have completely different water consumption to an office of 250, so we need to ensure your taps can handle the pressure. So make sure you consider how many people will be using your taps.
-
Quantity
You need an understanding of what sort of containers your team will be filling. Just a glass a day? Or a Stanley cup four times a day? It’s a massive difference. Imagine an office of 200 all filling up 1L bottles multiple times throughout the day, you’d need a water dispenser that is fit for purpose…
-
Other sources
If your team tends to get their coffee and tea outside of the office, or use a dedicated bean to cup coffee machine, then this would reduce the pressure on your in-house water dispensers for hot water. The same goes for cold drinks.
-
Scheduling
Scheduling will affect load and capacity, for example where timed breaks cause a big rush towards the refreshment stations. In situations like this you would need to consider having more than one dispenser, and ensure that you are selecting a model that has high capacity. Imagine running out of boiling water halfway through the first break!
For example…
Let’s say you have an office of 15 people who are hybrid workers. A W1 water dispenser, designed to serve up to 20 people comfortably, would be a great fit. But, let’s say a company of 200 people had that same dispenser. And let’s imagine each team member is armed with large thermos flasks, and they work on a production line, so everyone takes their tea breaks at 11am…
It’s like trying to run a public library on a home Wi-Fi router. The W1 would not be cut out for the high capacity demands. Realistically, several high capacity machines from the T5 or T4 ranges would be needed in this scenario, with boiling and cold water capabilities. So that all 200 people could get their refreshments quickly.
Some quotes from our range
The best way to see our pricing is to visit a product’s page and to use the cost calculator to see the exact numbers. But if you’d like a rough idea of what to expect, here are some priced machines from our collection.
Economic
from £6.75 per week
If you just need a budget chilled water dispenser, then the W2 Borg & Overström is ideal. Available with a simple filtered cold and ambient water configuration, you can rent this machine from £6.75 per week on 60 month terms, or £9.45 if you want a 3 months.
Different
from £25 per week
Want filtered chilled water, and to ditch the kettle for instant boiling water from your tap? If so, check out the T3 Billi Quadra, which can serve up to 40 people from £25 per week based on a 60 month rental, or £31 if you choose our more flexible 3 month plan.
Luxury
from £37.95 per week
Give your team chilled, boiling and sparkling, all from the same water dispenser! The T4 Borg & Overström does it all, and with our Complete Care cover starts from £37.95 per week based on 60 month terms, or £49.45 with the same setup under our 3 month rental contract.
Features and extras
You can spec a water dispenser with all kind of features and accessories to drastically alter and improve your experience. See what we can offer below, along with how it might affect your pricing.
Service plans
There are a couple of options for servicing your water dispenser. We offer either Essential or Complete Care service packages to help you maintain your machine. Essential only covers reactive callouts when something needs fixing. Complete Care will include engineer visits for filter changes, the cost of filters, and proactive maintenance, as well as reactive maintenance if something breaks. A Complete Care package could add between £4.25 an £9.95 per week depending on the dispenser and the contract length.
Boiling water
Instant boiling water, straight from the tap. No kettle needed. If your office needs the easy convenience of a boiling water dispenser then choose from our range of taps with hot water capabilities. The hot water taps range between £28 to £52 per week, but that’s for just the tap, so bear in mind your final cost will include installation, servicing, and possibly accessories.
Sparkling water
If you’re looking for more than just plain tap water in your office, we’ve got you covered. We offer a range of solutions, including ambient temperature, cold, and even sparkling water taps, some even dispense all three! If sparkling water is a must-have for your team, choose one of our taps with sparkling water capabilities. These range from £28 to £75.50 per week. However, this figure would be higher if you had a larger office that required multiple taps.
Bottle filling
Let’s say you have a big meeting and you need to fill up water jugs for visitors. Your taps will need to be tall enough for the jug to fit between counter and spout. So, we offer a number of taller dispensers designed for water bottle and jug filling, with ample space for the container to sit. The price difference ranges between £6.75 and £41.45 a week.
Accessibility features
Need your taps to be reachable for wheelchair users? Or to have braille labels? Our sales team is fully trained on DDA compliance, so they will be able to recommend solutions to the specific requirements of your team. Some of our taps would not be accessible for wheelchair users, as the temperature controls are behind the tap, so models of tap with in-counter controls such as the T4 Borg & Overström are recommended for ease of use. These range from £28 to £58.50 per week.
Aesthetic
For modern workspaces, the look and feel is everything. We have worked with some outstandingly designed workspaces over the years, so we know its important to get the look right. Each model of tap we supply has a different selection of colours, but some examples of colours we offer are polished or brushed chrome, matte black, rose gold or brass. Some colours come at a premium, and can add between £4.50 and £11.50 per week to the rental price per tap.
FreshGround coffee and water package pricing
A complete package for coffee machines and water dispensers from FreshGround can range from £48 to £292.20 per week, from the most basic package on a long-term rental agreement to the most luxurious package on a short-term rental contract.
Looking for a complete office drinks solution? You’re probably wondering how much it will cost. Choosing FreshGround to supply both your water and coffee means you’ll enjoy better value for money, as well as simpler management and clearer costs. There are a few key factors to consider when working out pricing, so here’s a brief overview to help you plan with confidence:
1. The length of your contract with us.
2. The size of your office.
3. How much is being drunk.
4. Which features you choose.
5. Which service packages you choose.
What affects the price of a coffee and water solution?
Or to put it another way, what’s important to you and your team? You can go for the very basic features and still enjoy a good coffee experience, but to get the very best machines and treat your people to luxury, it will obviously cost more. The sweet spot for you most likely sits in the area between these two extremes.
-
Capacity
Your coffee and water solutions should always be tailored to your workplace. Whether your office is large or small, it’s essential to match the right equipment with the right number of people. Our expert team can guide you in selecting the perfect system based on your office headcount, ensuring everyone has access to quality coffee and water when they need it.
-
Inclusivity
Creating an inclusive workplace means considering the diverse needs of your team. For example, if you have colleagues with dairy allergies, it’s crucial to offer alternative options that mean they can still have delicious coffee. The same goes for individuals with accessibility needs. We can create fully DDA-compliant solutions that are tailored to your team, we offer features like braille, easy-to-reach models and touch-free screens.
-
Morale
Good coffee isn’t just about caffeine… It’s about providing your team with an experience that makes them feel cared for. A well-equipped office with great coffee and fresh water can significantly boost morale and team productivity. When people feel provided for and valued, their energy and focus improve, making for a healthier, more engaged workforce. This means a win-win for both team satisfaction and productivity levels.
-
Rental term
Choosing a long-term coffee and water package often offers better cost efficiency and reduces the hassle of frequent renewals. Plus, locking in a long-term solution means you’re set for the future and can plan your budget accordingly. We offer rental plans as short as three months, as up to five years.
A very simple breakdown of costs
With the above in mind, it’s so hard to nail down an accurate indicator for the cost of a full coffee and water solution. Below is a very rough breakdown of services, with the broad range of what a single machine or service will cost.
Coffee machines
The F3 range offers our smallest capacity machine, and prices for a complete fresh milk fridge setup begin at £36.95 per week, based on 60 month rental terms. At the other end of the spectrum is our high capacity F5 luxury machine, which on a 3 month rental can cost up to £230.25 if you pick a model with all of the bells and whistles, as well as our inclusive Complete Care service package.
Water dispensers
For a water dispenser that caters to a small amount of people, and just delivers chilled filtered water, you’re probably looking at a W1 or W2 that starts from £6.75 if you take one for 60 months. For a boiled, chilled and sparkling water solution that caters to 60 people and includes our Complete Care service package, our T5 range tops out at £77.95 per week on its shortest rental term (36 months).
Servicing
You can choose from two service levels at FreshGround. Essential is included with every machine, and is a reactive service – if it goes wrong, you’ll be sent an engineer to fix it. Complete Care is your total peace of mind package, which includes regular service visits, as well as the cost of water filters. Complete Care varies from machine to machine, with costs from £4.25 to £27.50 per machine.
Some example setups and weekly rental costs
We can split out the numbers for you all day, but what does it look like in reality? Here are a few example setups that we have installed for customers. Of course, for a full costs breakdown, you can always use the cost calculator found on each of our product pages.
Economic
from £50.55 per week
Do you just want an exceptional coffee experience for your office, with a simple filtered water solution? An F3 coffee machine and and two W1 water dispensers will easily support an office of 40. On a 60 month rental plan, this setup starts from £50.55 per week, or £73.75 on 3 month terms.
Different
from £145.70 per week
Half your team will consider coffee as essential, but you can’t neglect the tea drinkers! Add a T3 boiling tap for your office, along with an F4 coffee machine, and you can easily support up to 100 people. This combination of machines starts at £145.70 per week on 60 months rental, including Complete Care on all machines, or £154.45 on 36 months.
Luxury
from £328.70 per week
The best experience for a lot of people will require high capacity machines. To provide a floor of 200 people with great coffee, a boiling tap, and sparkling water, we would recommend an A5 and F5 coffee machine combo, with a pair of T4 taps, all on Complete Care. On a 60 month contract, this would cost £328.70 per week or £440.60 on our most flexible plan.
Installation, relocation and storage
All FreshGround machines are configured in our workshop, shipped to your site and then installed by our engineers. The charge for this, alongside other similar services, are listed out below. All costs are 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
Next step – let’s find your price
We hope you have a fair idea of what affects price, and have an approximation of what you can expect to pay. Truly, the best way to get an accurate figure is to talk to one of our highly experienced team about your situation, and see how much a solution for your circumstances will cost.
Fill out the form below and the team will get back to you as soon as possible. We prefer to call back, so please leave a phone number if possible. If you would prefer we call at a specific time, or if you’d rather talk over email, please let us know in the message field below. Thank you.