Shipping Policy & Logistics Overview

Shipping is one of the most misunderstood parts of purchasing commercial vending equipment.

This guide explains:

• How machines are shipped
• What delivery includes
• What the customer is responsible for
• How to prevent damage or delays
• How international shipping differs

This protects both you and VMFS.

1 Production vs. Shipping Timeline

Shipping does not begin when you place your order.

Timeline structure:

• Order confirmed
• Deposit received, if applicable
• Production or configuration begins
• Quality control and testing
• Freight scheduling
• Carrier pickup
• Transit
• Delivery appointment

Production time and transit time are separate phases.

Transit estimates begin only after the machine leaves the facility.

2 Shipping Methods

Most vending machines ship via freight carriers, not parcel services.

LTL Freight, Most Common

• Palletized shipment
• Shared truck space
• Commercial delivery

Full Truckload

• Used for multi-unit orders
• Faster transit window

Container Shipping

• Used for bulk or international orders

Air Freight, International

• Faster
• Significantly higher cost

Shipping method depends on:

• Machine size
• Order volume
• Destination
• Budget

3 Delivery Types

Understanding delivery type is critical.

Standard Curbside Delivery

• Delivered to driveway or loading dock
• Palletized
• Customer moves machine inside

This is the most common delivery type.

Liftgate Service

Required if:

• No loading dock
• Residential delivery

Must be requested before shipment.

White Glove, If Arranged

May include:

• Indoor placement
• Pallet removal

Does not typically include:

• Electrical installation
• WiFi setup
• Product stocking

White glove is quoted separately.

4 Customer Responsibilities Before Delivery

Before the truck arrives, ensure:

• Clear access path
• Door width measured
• Hallway clearance verified
• No stair obstacles, unless pre-arranged
• Proper power outlet ready
• Staff present to receive

Machines may weigh 400 to 1,200+ lbs depending on model.

Improper preparation may result in:

• Redelivery fees
• Refused delivery
• Additional handling charges

5 Inspecting the Machine Upon Arrival

This step is critical.

Before signing the delivery receipt:

• Inspect entire exterior
• Check corners and base
• Look for punctures or impact marks
• Take photos

If damage exists:

• Note it clearly on the Bill of Lading
• Photograph before signing
• Notify VMFS immediately

Signing clear without inspection may void freight claims.

6 Shipping Costs

Shipping cost depends on:

• Distance
• Machine size and weight
• Residential vs commercial
• Liftgate needs
• Insurance level
• International duties, if applicable

Shipping quotes are calculated individually.

Rates fluctuate based on freight market conditions.

7 International Shipping

International buyers must account for:

• Customs clearance
• Duties and import taxes
• Local delivery coordination
• Voltage compatibility
• Payment system compatibility

VMFS can coordinate freight, but compliance and local regulations remain buyer responsibility.

Transit times vary by port and customs processing.

8 Shipping Insurance & Damage Claims

Freight is insured under carrier terms.

Damage claims require:

• Immediate documentation
• Photos
• Delivery receipt notation
• Prompt reporting

Failure to document damage at delivery may result in denied claims.

9 Delivery Delays

Transit estimates are not guarantees.

Delays may occur due to:

• Weather
• Port congestion
• Carrier scheduling
• Peak freight seasons
• Customs processing

VMFS coordinates logistics but does not control carrier routing.

10 Post-Delivery Phase

Once delivered, customer is responsible for:

• Moving unit to final placement
• Removing pallet
• Electrical connection
• Connectivity setup
• Initial machine inspection

Installation support is covered in the Installation Guide.

11 Bulk Orders & Containers

Large orders may require:

• Forklift access
• Warehouse receiving
• Scheduled unloading
• Dock coordination

Failure to prepare for container delivery can result in significant delays.

12 Important Clarifications

Shipping does not include:

• On-site construction
• Structural modifications
• Dedicated electrical rewiring
• Product stocking
• Business licensing assistance

Shipping is delivery of equipment, not full operational deployment.

Final Thought

Shipping is a logistics process, not a simple drop-off.

Preparation and inspection are critical.

A properly handled delivery ensures:

• No damage disputes
• Faster installation
• Immediate operational readiness

Structured preparation protects your investment.