Gross Margin %
Sales minus product cost and commissions, as a % of sales. Tells you if pricing and mix are sane.
- Watch when costs rise
- Review after price changes
KPI Tracking for Vending & Micro-Markets
KPIs (Key Performance Indicators) are the handful of numbers that show if your route is healthy. Think vends/day, gross margin, uptime, and refunds—kept simple, watched weekly.
We’ll keep building this out—benchmarks, dashboards, and deeper playbooks. Start simple; adjust by your data.
What to track (and why)
Here’s a “don’t overthink it” set. If you track only these, you’ll know when to nudge pricing, swap SKUs, or change visit cadence.
Vends / Day
Throughput. Drives revenue, restock timing, and whether a site can support a micro-market.
- Set cadence by data, not habit
Uptime %
Card reader online + machine operational. Low uptime burns trust and sales—fix fast.
- Enable alerts and check weekly
Refund Rate
Refunds ÷ transactions. Keeps quality and customer experience honest.
Stockouts
How often a SKU hits zero before a visit. If it’s frequent, add facings or visit sooner.
Net Profit & Breakeven
What’s left after COGS, commissions, fees, and overhead—and how long to recover machine cost.
Live KPI Calculator
Plug in simple inputs. We’ll compute revenue, margin, profit, and breakeven. Use this before you raise prices or change mix.
Revenue / month$0
Gross margin %—
Net profit / month$0
Net margin %—
Breakeven (months)—
Estimates only. Adjust for delivery, spoilage, taxes, and your real mix.
Simple KPI Tracker
Add machines/locations. Track the basics. Everything saves locally in your browser (no account required).
This lightweight tracker is a temporary tool while the AIOV Dashboard for asset management is being finalized. Your data stays in your browser (local only). When the dashboard launches, you’ll be able to import this CSV and manage KPIs across assets.
| Machine / Location | Type | Vends/day | Avg price | Revenue/day | COGS % | Commission % | Uptime % | Refunds % | Card % | Gross $/day | Net $/day | Notes | ⋯ |
|---|
Revenue/day = vends × price
Gross $/day ≈ revenue − COGS − commission
Net $/day ≈ gross − cashless fees − refunds − overhead allocation
Autosaves to your browser
Formulas & Plain-English Glossary
Keep it simple. Use the same few numbers every week so trends pop.
Core formulas
- Revenue = Avg price × Vends/day × 30 × Machines
- Product cost (COGS) = Revenue × COGS%
- Commissions = Revenue × Commission%
- Cashless fees ≈ (Revenue × Card%) × Cashless fee%
- Refunds = Revenue × Refund%
- Gross margin % = (Revenue − COGS − Commissions) ÷ Revenue
- Net profit ≈ Revenue − COGS − Commissions − Cashless fees − Refunds − Overhead
- Breakeven (months) = (Machines × Cost per machine) ÷ Net profit
Quick glossary
Vends/day
Average daily transactions per machine.
COGS %
Product cost as a % of sales (includes shrink/spoil if you want a cleaner “all-in”).
Commission %
Share paid to location. Keep the math transparent.
Uptime %
Reader online + machine operational. Near-real-time is best.
Refund %
Refunds divided by total transactions.
Card %
Portion of sales paid by card/phone. Drives fee math and cash handling.
Benchmarks are starting points, not gospel. Watch your own data: if vends/day climb and margin holds, you’re on track. If uptime drops or refunds spike, fix those first—price changes won’t save a broken machine.