If you are investing in a commercial coffee machine, one of the most important questions you should ask is:
What exactly am I signing, and what terms am I committing to?
The amount of paperwork and the terms you agree too are typically very standard, but can vary whether you are buying outright, adding a service contract, or leasing through a finance provider.
This quick article explains exactly what you sign, who you are contracting with, and what the key terms mean for your business.
Purchasing your Coffee Machine Outright
When you buy a commercial coffee machine outright without finance, the agreement is straightforward.
What Contracts do you Sign?
When purchasing a machine in full, you'll typically sign:
- Your official quotation, which details the equipment, pricing, and any agreed services
- The Terms & Conditions for the Supply of Coffee Machines, Consumables, Training, and Maintenance
With Bridge Coffee Roasters - Purchasing a coffee machine outright is a straightforward process. We'll send you the agree quotation for the machine and any additional products, which you'll sign. The signed quotation forms the official contract for your coffee machine, with included terms and conditions.
Payment Terms for Commercial Coffee Machines
Equipment and machinery are payable upfront unless otherwise stated in the quotation . All pricing is exclusive of VAT unless clearly specified .
Consumables, training, and service work are typically invoiced on 30-day terms unless agreed otherwise, though this can be extended if required.
What Happens After Installation?
Once the machine is delivered or installed, responsibility for safe care, insurance, and appropriate use transfers to you. Any discrepancies must be reported within two working days of receipt .
If you purchased a coffee machine and expressed interest in also purchasing coffee and consumables, the price for these will be included in the quote. There is no mandatory minimum purchase quantity for coffee or consumables unless explicitly agreed in writing.
If You Include a Machine Service Contract
Most of our wholesale customers who purchase a machine will express interest in protecting it with a service contract, providing them with fast repairs and proactie servicing by our engineers. If you choose to protect your equipment with a Service Level Agreement (SLA), there is an additional contractual layer.
What You Sign with a Service Agreement
You will sign:
- The quotation (which includes equipment and service plan pricing)
- The Service Level Agreement documentation
- The standard Terms & Conditions
The SLA clearly outlines what is covered, response times, and exclusions .
What a Coffee Machine Service Agreement Covers
Depending on the level selected (e.g. Gold or Platinum), the SLA may include:
- Telephone and virtual support
- On-site engineer labour
- Planned preventative maintenance
- Breakdown response times
- Filter changes
- Optional weekend and bank holiday support
The SLA also defines:
- A Non-operational breakdown as a machine unable to produce drinks
- An Operational breakdown as a machine producing drinks but with cosmetic or taste issues
Service Contract Renewal Terms
The initial service period is typically 12 months from installation unless otherwise specified .
Service contracts automatically renew for a further 12 months unless written notice of non-renewal is given at least 90 days before the end of the current term .
Service pricing may be displayed monthly but invoiced annually.
Leasing Your Coffee Machine
The majority of businesses we work with opt to spread the cost of their machine over time through a lease agreement. These are typically 3 to 5 years in length, and are financed by a third party leasing provider.
If you choose to lease your commercial coffee machine, the agreements change slightly.
In this case, you are entering into two separate relationships:
- A supply agreement with Bridge Coffee Roasters, if applicable.
- A hire agreement with a third-party finance provider.
What You Sign When Leasing a Commercial Coffee Machine
You will sign:
- The equipment quotation
- A minimum term hire agreement from the leasing provider
The lease agreement outlines:
- Minimum hire term (for example, 60 months)
- Rental payments (ex VAT and inc VAT)
- Direct debit arrangements
- Delivery confirmation and acceptance
Who Owns the Coffee Machine Under a Lease?
Under a lease agreement, the equipment does not become your property during the hire term .
The finance company remains the legal owner until the agreement ends and any applicable options are exercised. You may choose to purchase your machine in full at the end of the agreement for a small fee. Make sure you get clarity on this prior to signing the contract.
Lease Payment Terms and Responsibilities
Lease rentals are typically payable quarterly in advance unless otherwise stated . Invoicing and payment collection are managed by the leasing partner .
Under the lease terms, you are responsible for:
- Insuring the equipment
- Maintaining it appropriately
- Not relocating or modifying it without consent
Signing Your Contracts
In most cases, your quotation and any associated agreements are signed by a company director or authorised signatory. Quotations typically remain valid for around 30 days from issue, although this can be extended if needed .
What you are committing to depends on the structure you choose. If you buy outright, you are agreeing to a one-off capital purchase governed by our supply terms . If you include a service agreement, you are entering into a renewable 12-month maintenance contract with defined notice periods.
If you lease, you are signing a fixed minimum-term hire agreement with a third-party finance provider, where the equipment remains under hire rather than ownership.
We manage the process from start to finish, preparing documents, coordinating with lease providers where applicable, and guiding you through each section before signature. If anything is unclear, we will walk through it line by line so you know exactly what you are signing, with no hidden clauses or unexpected renewals.
Why Partner with Bridge Coffee for a Clear, Hassle-Free Coffee Machine Agreement?
When you work with Bridge Coffee Roasters, the paperwork is handled clearly and professionally from the outset. We prepare detailed quotations so you can see exactly what is included, and we explain contract length, renewal terms, ownership structure and service commitments before anything is signed.
If you are leasing, we coordinate directly with the finance provider and guide you through the hire agreement. If you are adding a service contract, we make sure you understand coverage levels, notice periods and responsibilities. Where compliance requirements apply, such as pressure vessel inspections for steam boilers , we outline them clearly.
Our aim is simple: complete transparency. No hidden clauses. No unexpected renewals. No surprises after installation.
