Vending Machine Route Profit Tracker, Cash Flow Calculator (Google Sheets, Excel)

Q: Do I get both the Google Sheets* and Excel* versions?
A: Yes. Your download includes a PDF with a one-click link that copies the Google Sheets* version to your own Google Drive*, plus a ready-to-use Excel* (.xlsx) file and an Instructions PDF. One purchase, both versions.

Q: Do I need to pay for any software?
A: No. Google Sheets* is free with any Google account. The Excel* file works in Excel* 2016 or newer on Windows or Mac*. No add-ons, no macros, no subscription.

Q: Can I log visits on my phone while I'm on the route?
A: Yes. Open your copy in the free Google Sheets* app on your phone or tablet and log cash, card sales, restock cost and miles right at the machine.

Q: I'm new to spreadsheets. Will I break the formulas?
A: Unlikely. You only type in the green cells. Grey formula cells show a warning before you type over them, but nothing is locked, so you stay in control. The Start Here tab and the Instructions PDF walk you through every step.

Q: Is this a physical product?
A: No. This is an instant digital download. No physical item will be shipped.

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KNOW THE TRUE PROFIT OF EVERY MACHINE

Gross sales don't tell you if a machine is worth keeping. Card reader fees (percent + per swipe + monthly plan), location commission or rent, sales tax, spoilage and gas can quietly eat most of the money in the coin box. This vending machine business spreadsheet does the math for every location on your route, so you know which spots are stars and which ones to move.

Built for passive income seekers and operators with 5 to 20 machines (room for 30).

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WHAT'S INSIDE (10 CONNECTED TABS)

DASHBOARD
- 12 live KPIs: gross sales, true net profit, restock spend, card fees, commissions, vehicle cost, profit per machine per month, best location, location that needs attention, spoilage lost, machines due for service, profit per mile
- 4 automatic charts: monthly sales vs. profit, top 10 locations, where each sales dollar goes, running cash flow

ROUTE LOG (1,200 visits)
- Type cash collected, card sales, restock cost and anything expired you pulled out
- Card fees (percent + per swipe), commission, sales tax, miles, vehicle cost, visit profit and margin calculate for you
- Spoilage alert when expired stock is too high

LOCATION SCORECARD
- Net profit, margin, profit per visit, profit per mile, months to pay off each machine and yearly ROI
- A clear verdict for every spot: Star location, Keeper, Watch, Too far, Too much spoilage, or Losing money - move it

MACHINES & SERVICE SCHEDULE
- Up to 30 machines with location, commission %, rent, card reader and miles
- Last visit, next visit due and Overdue / Due soon flags so you never miss a restock

MONTHLY CASH FLOW
- 12-month route cash flow tracker including machine purchases and a running total

PRODUCTS (inventory restock budget template)
- Cost per item, markup and TRUE profit per sale after card fees and commission
- Raise-price, reorder and expiry warnings

NEW LOCATION CALCULATOR
- A machine location profit calculator: monthly profit, payback months, ROI and the highest commission you can offer before you pitch a new spot

OTHER EXPENSES + SETTINGS
- Insurance, repairs, permits, storage unit (split across your route automatically)
- IRS mileage rate or gas-only cost, sales tax, and an editable card reader fee table (Nayax*, Cantaloupe*, 365Pay*, Square* examples)

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WHAT'S INCLUDED
- Google Sheets Download Link PDF (one-click "Make a copy" link)
- Excel* file (.xlsx)
- Instructions PDF (setup, resizing cells, keeping formulas safe)

HOW DELIVERY WORKS
1. After purchase, download the files from your Etsy Purchases page.
2. Open the Google Sheets Download Link PDF and click the link, then click "Make a copy". Or open the Excel* file.
3. Follow the Start Here tab. You'll be tracking in about 10 minutes.

COMPATIBILITY
- Google Sheets*: free Google account, any computer; view and edit in the Google Sheets* app on phones
- Excel*: Excel* 2016 or newer on Windows or Mac*
- No macros, no add-ons, no subscription

PLEASE NOTE
- Instant digital download. No physical item is shipped.
- The template arrives blank. Example numbers in the photos are for illustration only.
- Planning and record-keeping tool only, not tax or financial advice. US defaults (IRS mileage rate) can be changed for your country.

Questions? Send us a message on Etsy. More templates at ProFormaGrid.com

*Google Sheets and Google Drive are trademarks of Google LLC. Microsoft and Excel are trademarks of Microsoft Corporation. Mac is a trademark of Apple Inc. Nayax, Cantaloupe, 365Pay and Square are trademarks of their respective owners. ProFormaGrid is an independent shop and is not affiliated with or endorsed by these companies.