Before investing in a coffee robot, people think first about the price, the location and the margin. Regulations often come later. Yet a coffee robot sells drinks to the public: it is subject to the rules of trade, food hygiene and safety. The formalities are not heavy, but you need to know them before signing anything.
This article reviews the points to check, as they stand in France. In another European Union country, the same topics arise (business registration, food hygiene, consumer information, insurance), but the bodies and procedures are those of your country. It does not replace the advice of an accountant, a lawyer or the relevant public authorities: the rules depend on your situation and on the chosen venue, and they change. The right reflex is to put each question to the right authority before committing.
Choosing a structure to run the business
Selling coffee to the public is a commercial activity. You therefore need a structure to carry it out: sole trader, micro-enterprise or company. The choice has consequences for taxation, the protection of your personal assets, VAT and the way the machine is depreciated.
A few questions to prepare for your accountant:
- Will you run the machine alone or with partners?
- Will the machine be bought by you personally or by a company?
- Are you planning to install several machines in time?
- Is the regime you are considering compatible with the revenue you project?
In France, the business is registered online, on the single portal for business formalities. That is when the activity code is assigned: describe precisely what you do (sale of hot drinks in self-service by a robot) to avoid unpleasant surprises.
Food hygiene: what applies to a coffee robot
A coffee robot prepares drinks from coffee, water and often milk or other ingredients. The operator is responsible for the safety of what they sell, like any food professional. In practice, this means:
- storing ingredients in good conditions and respecting their dates;
- cleaning the machine according to the manufacturer's instructions and keeping a record of these visits;
- being able to trace the origin of the products used in case of a problem;
- reacting quickly if an ingredient is recalled.
Depending on the products used, especially those of animal origin such as milk, a declaration to the veterinary services of your département (the DDPP or DDETSPP) may be required. Food hygiene training may also be required or strongly recommended depending on the exact nature of the activity. The simplest is to contact these services directly with a description of your project: they will tell you what applies to your case.
A written cleaning plan and an up-to-date maintenance log are useful in every case. In the event of an inspection, they show that hygiene is followed methodically.
The agreement of the installation venue
A coffee robot is always installed at someone's premises: an owner, a shopping centre manager, a station, a company, a campus. First of all, you need a written agreement with this partner. It generally specifies:
- the exact spot and the area occupied;
- the length of the installation and the exit conditions;
- the consideration paid to the venue (fixed rent, share of sales, or both);
- who pays for electricity and water if the machine needs them;
- the access hours for restocking and upkeep;
- the venue's own rules (safety, insurance, appearance).
This agreement weighs directly on your margin. Take it into account in your calculations, using the investment page for orders of magnitude.
A special case: the public highway. Installing a machine on a pavement, a square or a space that belongs to a local authority requires an authorisation to occupy the public domain, issued by the town hall or the manager. It is not automatic and may be charged for. If your project targets such a place, start there.
Electricity, water and safety
A coffee robot needs a suitable power supply, and sometimes a water supply depending on the model. Before installation, you need to check on site:
- that the available power is sufficient and that the socket or connection is compliant;
- that the spot does not obstruct an emergency exit or the circulation of the public;
- that the floor can take the weight of the machine;
- that the machine is stable and protected against impacts.
In establishments open to the public, such as a shopping centre or a station, the manager has their own safety requirements. Ask for them from the start: they may determine the spot chosen. The machine's technical sheet, available on the coffee robot page, helps you prepare this discussion.
Informing the customer: prices and allergens
A consumer must know the price before buying. On a coffee robot, the screen or display of the machine must therefore clearly show the price of each drink.
The regulations also require informing customers about the allergens present in what they are served, even when the product is not packaged. Milk is one of them. Provide visible information on the machine or nearby, and update it if you change ingredients.
If the machine accepts card or contactless payment, the contract with your bank or payment provider is also one of the steps to anticipate.
Insurance and liability
A machine installed in a public place can be damaged, stolen or cause an incident. Two forms of cover are to be studied with your insurer:
- professional liability insurance, which covers damage caused to a customer or to the venue;
- insurance for the machine itself, against theft, vandalism and damage.
The venue owner will often ask for an insurance certificate before installation. Also think about the machine's warranty: what it covers, for how long, and who intervenes in the event of a fault.
VAT and accounting
The coffee sold is subject to VAT, at a rate that depends on the type of sale. Your tax regime determines whether you charge it and recover it. This point has a direct effect on your margin calculation: always reason excluding VAT, as explained in the article on how to calculate the profitability of a coffee robot.
On the accounting side, keep the machine's sales statements, the invoices for ingredient purchases and the maintenance records. They serve both your accountant and the tracking of your location's real performance.
A checklist before committing
To sum up, here are the questions to settle before investing:
- Which structure to run the business, and which tax regime?
- Which hygiene obligations apply to your project, according to the local authorities?
- Do you have a written agreement with the venue, and are its terms included in your calculations?
- Does the location belong to the public domain?
- Are the venue's electricity, water and safety compatible with the machine?
- Are prices and allergens clearly displayed?
- Are you insured, and is the machine's warranty clear?
If you are still hesitating about the type of project, the article comparing coffee robot, vending machine and franchise helps place the commitment of each formula. And for a project in a restaurant or offices, the one on the coffee robot in a restaurant or a company details what to check on site.
Do you have a venue in mind and questions about the machine or your project? Contact us, we will look at your situation with you.
