How much does office coffee cost?
An office coffee program has three costs: the consumables (beans or pods, milk, sugar, cups and stirrers), the machine (bought outright or leased) and maintenance (descaling, cleaning and repairs). For most offices the consumables dominate. The choice of machine type changes the cost per cup dramatically – from about 15 cents for batch-brewed drip coffee to 70 cents or more for branded pods.
Cost per cup = (supplies + machine + maintenance per month) ÷ cups per month
How much coffee will your office drink?
Surveys typically find that 60 – 75 % of office workers drink coffee and the average drinker has about two cups per workday. Add a few cups for visitors and meetings. A 30-person office therefore drinks roughly 40 – 50 cups a day, or 900 – 1,100 a month.
Types of office coffee machines
| Machine | Best for | Cost per cup | Machine price |
|---|
| Pod / capsule | Up to ~25 cups/day, small teams | $0.55 – $0.90 | $150 – $500 |
| Commercial drip / batch brewer | Meetings, 20 – 150 cups/day | $0.10 – $0.25 | $300 – $1,200 |
| Bean-to-cup automatic | 30 – 250 cups/day, espresso drinks | $0.25 – $0.45 | $2,500 – $9,000 |
| Espresso machine | Cafés, staffed coffee bars | $0.30 – $0.50 | $4,000 – $15,000 |
Pod machines
Simple, clean and consistent, with lots of variety – but the most expensive per cup and they create packaging waste. Ideal for very small offices or as a backup.
Drip and batch brewers
The cheapest way to serve lots of coffee quickly, especially for meetings. Quality depends on fresh beans and not leaving coffee on the hot plate – thermal carafes keep it fresh for hours.
Bean-to-cup machines
Grind fresh beans for each cup and make espresso, cappuccino and latte at the touch of a button. They are the most popular choice for offices of 20 – 150 people because they combine café-quality drinks with low cost per cup. Commercial models include milk systems, bean hoppers, plumbed water and usage counters.
Buy, lease or office coffee service?
Buying is cheapest when you have someone to manage cleaning and ordering. Leasing or an office coffee service (OCS) bundles the machine, maintenance and sometimes supplies into a monthly fee, which avoids large upfront costs and includes repairs. Compare the all-in cost per cup across offers rather than the headline machine price.
Tips for a good coffee program
- Buy whole beans in 1 kg bags from a roaster – fresher and cheaper than retail packs.
- Use a water filter cartridge; most service calls are caused by limescale.
- Assign a clear cleaning routine: daily milk-system rinse, weekly cleaning tablet.
- Offer decaf, tea and a plant-based milk option.
- Place the machine near a sink and a dedicated 15 – 20 A outlet for commercial models.
Frequently asked questions
How much does office coffee cost per employee?
Typically $10 – $30 per employee per month depending on consumption and machine type – far less than buying coffee out.
What is the best coffee machine for an office of 20 people?
A bean-to-cup automatic or a commercial drip brewer. Pods work for small teams but become expensive above about 25 cups per day.
How many cups of coffee does an office drink?
Roughly 1.3 – 1.6 cups per employee per day on average, since about 70 % of people drink about two cups.
Is it cheaper to lease or buy an office coffee machine?
Buying is cheaper over time; leasing spreads the cost and usually includes maintenance and repairs.
How much coffee per cup?
About 7 – 10 g of ground coffee per 180 – 240 ml cup, or 15 – 18 g for a double espresso.
About BrewCount
BrewCount is an independent, free calculator that helps offices plan coffee service – from a simple brewer to bean-to-cup machines. Prices are typical US ranges. We are not a coffee supplier, vending operator or machine manufacturer.
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Last updated: October 28, 2026
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