Vending machines are commercial equipment.
They are heavy, palletized, and transported via freight carriers, not parcel services.
Understanding how shipping works prevents delays, damage claims, and delivery issues.
1. Production vs Shipping Timeline
Shipping timeline begins after production is completed.
Typical process:
1️⃣ Order confirmed
2️⃣ Production begins, if built to order
3️⃣ Quality control inspection
4️⃣ Machine prepared for freight
5️⃣ Carrier pickup
6️⃣ Transit to destination
Production time and shipping time are separate.
2. Shipping Methods
Freight, Standard for Most Machines
Used for:
- Combo machines
- Smart units
- Custom builds
- Large systems
Delivered on a pallet via truck.
LTL, Less Than Truckload
Most common method.
Your machine shares truck space with other freight.
Full Truckload, Large Orders
Used when ordering multiple machines or containers.
International Freight
Options may include:
- Ocean freight
- Air freight, faster and higher cost
Customs and import procedures apply.
3. Delivery Types
Curbside Delivery, Standard
Carrier delivers to:
- Driveway
- Loading dock
- Commercial entrance
Customer is responsible for:
- Moving machine inside
- Unpacking
- Placement
Machine arrives palletized and wrapped.
Liftgate Service
If no loading dock is available:
Liftgate lowers pallet to ground level.
Must be requested in advance.
White Glove Delivery, If Available
May include:
- Indoor placement
- Basic positioning
- Pallet removal
Does not typically include:
- Full installation
- Electrical setup
- Stocking
White glove must be arranged and quoted separately.
4. Preparing for Delivery
Before arrival, ensure:
- Clear access path
- Door width measured
- Hallway clearance verified
- Floor weight capacity adequate
- Electrical outlet available
- Staff present to receive delivery
Machines can weigh 400–1,200+ lbs depending on model.
Preparation prevents refusal or redelivery fees.
5. Inspecting Upon Delivery
When the machine arrives:
- Inspect exterior before signing
- Check for visible damage
- Photograph any damage immediately
- Note damage on delivery receipt
If damage is not noted at delivery, claims may be denied.
Never sign as clear without inspection.
6. Shipping Costs
Shipping costs vary based on:
- Machine size and weight
- Distance
- Residential vs commercial delivery
- Liftgate requirements
- International duties and customs
- Insurance coverage
Shipping quotes are calculated individually.
7. International Shipping Considerations
International buyers must account for:
- Customs duties
- Import taxes
- Port handling fees
- Local transportation
- Electrical compatibility
- Payment system compatibility
VMFS can coordinate shipping, but local compliance remains buyer responsibility.
8. Shipping Insurance
Freight shipments are typically insured.
Claims require:
- Immediate documentation
- Photos
- Bill of lading notes
- Carrier notification
Delay in reporting may void claim eligibility.
9. Delivery Delays
Shipping timelines may be affected by:
- Weather
- Carrier routing changes
- Port congestion
- Seasonal freight demand
- Customs processing, international
Transit times are estimates, not guarantees.
10. Post-Delivery Responsibilities
Once machine is delivered, customer is responsible for:
- Moving unit into final position
- Removing pallet
- Electrical setup
- Connectivity setup
- Initial inspection
Installation guidance is covered in the Installation Guide.
11. Special Orders & Containers
For container orders or bulk shipments:
- Delivery scheduling becomes coordinated
- Warehouse unloading may be required
- Forklift access may be necessary
Bulk orders require additional logistics planning.
12. Final Thought
Shipping is a logistics process, not a parcel drop.
Preparation prevents:
- Damage disputes
- Redelivery fees
- Access issues
- Installation delays
Clear communication and readiness ensure smooth delivery.
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Shipping Policy & Logistics Overview