1) Create your ingredients (Inventory)
Go to Inventory → Create Product and set the product’s type to “Ingredient”
For every ingredient set:
Units of Measure: choose grams (g), milliliters (ml), or pieces.
Package Size: enter your usual purchase size (e.g., 1000 g bag, 2000 ml box, 100 pcs).
This becomes the default when recording new purchases.
3. In this way, add each supply the machine uses (e.g., Coffee beans/ground coffee, Water, Sugar, Cups, Lids, Milk powder, Cocoa, Tea).
2) Create hot drink products
Still in Inventory, click New Product and choose Type: Hot drink.
For each hot drink, in the Recipe field add the ingredients and the amount per serving
(e.g., Espresso: 10 g coffee + 30 ml water; Cappuccino: 8 g coffee + 120 ml milk powder solution + 1 cup)
Once you hit Save after setting up a recipe, you’ll see a cost breakdown below it—including total cost, selling price, markup amount, and margin percentage. This gives you a quick overview of your pricing and profit for each hot drink.
In this way, create all finished drinks you sell (e.g., Espresso, Americano, Cappuccino, Hot Chocolate, Tea).
* You can also use the three-dot menu above the plus icon to duplicate an existing recipe — this is especially useful when creating a new hot drink that only requires slight adjustments to the ingredient quantities.
3) Link the machine’s planogram to ingredients & drinks
Open the Machine tab and create your Coffee machine, then go to its Planogram.
Here you can add the finished drinks: Add hot drink → pick the drinks you created
and the machine’s ingredient containers: Add ingredient → choose each ingredient used by the machine.
For every ingredient container, set its Max capacity (e.g., Coffee 1000 g, Water 5000 ml, Cups 100 pcs).
4) How stock is updated
After you set recipes and max capacities, VendSoft will automatically reduce ingredient levels based on telemetry sales and each drink’s recipe.
When you restock, record only how much you added in the mobile app.
To keep the workflow simple, the system assumes the container is refilled to its max after a restock and continues counting down from that maximum.
Example:
If 150 g of coffee is missing, add 150 g and enter “150 g added.” The container is treated as full afterwards, and future sales decrease from the max.
5) Current ingredient levels
You can see the current ingredient levels In the machine’s Planogram (and related inventory reports), once telemetry sales start flowing.
FAQs
Can I partially restock?
Yes. Enter the amount added (e.g., 150 g coffee). The system then treats the container as full and tracks down from maximum going forward.
Do I need to enter what was left before restocking?
No. To avoid guesswork, you only enter what you added.