What Is Covered, What Is Not, and How to File a Claim

Your vending machine is a commercial asset.

Like any commercial equipment, it includes warranty coverage for manufacturing defects — not operational misuse or wear-and-tear.

This guide explains how warranty works and how to submit a claim properly.

1. What the Standard Warranty Typically Covers

Standard warranty generally covers:

• Manufacturing defects
• Electrical component failure (not caused by misuse)
• Control board defects
• Cooling system defects (under proper usage)
• Factory-installed mechanical failures

Coverage applies within the defined warranty period from delivery date.

Warranty length may vary by model and configuration.

2. What the Warranty Does NOT Cover

Warranty does not cover:

• Physical damage after delivery
• Vandalism or theft
• Improper installation
• Power surge damage
• Water damage (unless specified)
• Operator misuse
• Overstocking causing mechanical strain
• Lack of preventative maintenance
• Payment processor disputes
• Revenue loss

Normal wear-and-tear components may also be excluded.

Vending machines are durable — but not indestructible.

3. Extended Warranty Options

Extended warranty may be available for:

• Additional years of coverage
• Expanded component protection
• Specific high-wear parts

Extended coverage must be purchased separately.

It does not automatically apply unless documented in your order agreement.

4. How to File a Warranty Claim

If you believe your issue is covered:

Follow these steps.

Step 1: Document the Issue

Provide:

• Clear photos of the machine
• Close-up of the affected area
• Video (if mechanical issue)
• Error codes displayed
• Description of symptoms
• Date issue was first noticed

Incomplete information delays processing.

Step 2: Contact Support

Submit:

• Machine serial number
• Order number
• Delivery date
• Location type
• Operating conditions

This allows support to verify eligibility.

Step 3: Diagnosis

Support may:

• Provide troubleshooting steps
• Request additional documentation
• Determine if part replacement is required
• Determine if issue falls under warranty coverage

Step 4: Replacement or Resolution

If covered:

• Replacement part may be shipped
• Installation instructions provided
• Further guidance given as needed

Labor is typically the operator’s responsibility unless otherwise agreed in writing.

5. Parts vs Labor

Standard commercial vending warranties typically cover:

Parts — not labor.

This means:

• Replacement component may be covered
• Technician visit may not be covered

Always review your purchase agreement for specific terms.

6. Timeline Expectations

Warranty claims require:

• Proper documentation
• Diagnosis confirmation
• Parts availability

Resolution times vary depending on issue type and part availability.

Early reporting reduces downtime.

7. Revenue Share & Location Impact

If your location takes:

10%–20% revenue share

Or charges fixed placement fees

Downtime affects your net margin more significantly.

Example:

$1,200/month gross

10% revenue share = $120

Net already reduced

If machine is down 3 days (~$120 lost revenue),

That loss comes entirely from your net profit.

Prompt reporting protects profit.

8. When an Issue Is Not Warranty-Covered

If issue falls outside warranty:

• Support may identify replacement part
• Quote provided
• Shipping cost applies
• Operator installs part

Most vending components are modular and simple to replace.

9. Preventing Warranty Issues

Many claims are avoidable.

Common preventable causes:

• Blocking rear airflow
• Using extension cords
• Overloading spirals
• Not allowing cooling stabilization
• Ignoring temperature warnings
• Delaying minor repairs

Preventative care reduces claims significantly.

10. Important Reminder

Warranty covers defects — not business performance.

Warranty does not guarantee:

• Revenue levels
• Location success
• Product performance
• Processing approval

Warranty protects the equipment.

Your operational discipline protects profitability.

Final Thought

A warranty is a safety net — not a maintenance plan.

The most successful operators:

• Monitor their machines
• Perform regular preventative care
• Report issues early
• Maintain clear documentation

Structured operators experience fewer disruptions.

Fewer disruptions protect margin.