Your customers
- Office staff and students (walk-up buyers)
- Companies (coffee and tea contracts)
- Hospitals and colleges
- Schools and government schemes (pad machines)
Food and grocery · Shops and showrooms
MatruOS for a vending machine operator
Set up the way a vending machine operator runs: retail margin on snacks, drinks and pads sold at MRP; per-cup charges or premix sales on office coffee contracts; machine rent from client sites. Routines, workflows, registers, licences and an AI team that knows the work are ready when you sign up.
Ready when you sign up
- 8
- 2
- 2
- 3
- 3
- 6
What this solves
What a vending machine operator deals with today, and what MatruOS sets up for it
Today
Route boys fill by guesswork, so some machines run empty while others hold expired stock. Cash and UPI never tally with what was filled and sold; leakage on routes.
In MatruOS
MatruOS sets up 8 routines, 2 workflows, 3 registers and 6 licences for a vending machine operator, with an AI team that reads your own records and prepares the work.
What changes
The right person is reminded at the right time, approvals wait for whoever decides, and every licence has a renewal reminder. Anything that sends, pays, signs, files or deletes waits for a person's approval.
Where you sit
MatruOS starts from how your business earns
Who you sell to, who you buy from, how credit moves and where you sit in the chain decide how your screens, reminders and reports are set up.
- FMCG maker
- distributor
- vending operator
- buyer at site
Your suppliers
- FMCG distributors and cash-and-carry
- Tea-coffee premix makers
- Sanitary pad makers
- Machine makers and service technicians
- Telemetry and UPI payment providers
Credit and cash
Stock bought cash or 7-15 days from distributors; walk-up sales are instant (UPI and cash); corporate contracts billed monthly and paid in 30-45 days; site rent paid monthly
Machines are the big outlay (Rs 1.5-4 lakh each, payback 1.5-2 years); stock turns weekly; corporate bills run 30-45 days
Your screens use your words
CustomerSiteOrderRefillItemProductInvoiceBilldeliveryRoute
How it works
How MatruOS is set up for a vending machine operator
Set-up takes a few minutes. After that, you change only what is different in your business.
- Describe the business in one lineFor example "Vending machine operator", typed when you sign up.
- Recognised as a vending machine operatorRoutines, workflows, registers, items, licences and the AI team for this trade are set up for you.
- Bring your dataCustomers, items and balances come across from Zoho Books, Vyapar, Excel and others. For Tally, our team helps you move the data while Tally import is checked on the live app.
- Approve and runThe AI team prepares the routine work. A person approves anything that sends, pays, signs, files or deletes.
Your AI team
What the AI team does for a vending machine operator
Each job goes to a member of your AI team. It reads your own records and prepares the work. Anything that sends, pays, signs, files or deletes waits for a person's approval.
Uses sales per machine and telemetry stock to pick the machines to visit, makes the van pick list by item and flags items near expiry
Works it out and shows you
Matches cash handed in and UPI settlements with sales from counters and fill-minus-stock, and flags gaps by route boy and machine
Works it out and shows you
Ranks machines by sales per day after site share, lists weak sites and repeat faults, and suggests item mix changes
Works it out and shows you
1 / 3
How you run
Your routines, already on a timetable
Each routine has a time, a person and its steps with the checks that matter. MatruOS reminds the right person and keeps the record. Open one to see its steps.
Every day
8:00 amMorning route and van loading
- 1Pick machines due for refill from the telemetry list
- 2Load van by the pick list; first-expiry stock first
- 3Carry change and cleaning kit
10:00 amRefill, clean and collect at each machine
- 1Remove anything within 15 days of expiry
- 2Fill spirals; prices match MRP
- 3Drink chamber temperature
- 4Clear cash and note the counter; photo of the filled machine
6:30 pmEvening cash and UPI reconciliation
- 1Cash handed in vs machine counters
- 2UPI settlements vs dashboard sales
- 3Items filled minus sold vs stock left
Every week
Mon, ThuCoffee machine cleaning (offices)
- 1Flush and descale mixing bowls and lines
- 2Premix canisters emptied of old powder
- 3Cleaning card signed at site
SatWeekly site sales review
- 1Sales per machine per day and best and worst items
- 2Machines below the target (est. Rs 1,000 a day) to move or re-plan
- 3Faults and downtime by machine
Every month
3rdMonthly site share and corporate billing
- 1Site revenue share or rent per agreement
- 2Per-cup bills to companies with cup counts
- 3Dues follow-up
Every year
MarSite agreements and FSSAI renewal
- 1Agreements ending in the next 3 months
- 2FSSAI registration renewal
- 3Machine insurance and AMC renewals
Workflows
Each stage goes to the person who handles it
Work passes stage by stage to the right person. Stages marked for approval wait for the person who decides.
New site to first sale
- 1Site surveyed (footfall, power, space)
- 2Agreement signedNeeds approval
- 3Machine installed and tested
- 4First refill and price labels
Fault to fix
- 1Fault reported (telemetry or site)
- 2Technician visit
- 3Fixed and tested
Registers and SOPs
Your registers and standards
Registers hold the fields this trade records. SOPs carry the steps and checks, so work is done the same way every time.
Machines and sites
Refill and cash collection log
Machine fault tickets
Refill standard
Safe, in-date stock sold at MRP and a working machine
Coffee and tea machine hygiene
Clean hot drinks with no stale powder or scale
Items and licences
Your first bill is right, and no licence lapses
Starter items arrive with unit, HSN and GST rate. The registrations this business usually needs are listed with a reminder before each one expires.
| Item | HSN | GST |
|---|---|---|
| Chips and namkeen pack (MRP sale) | 2106 | 5% |
| Biscuits and cookies pack | 1905 | 5% |
| Chocolate bar | 1806 | 5% |
| Aerated soft drink can or bottle | 2202 | 40% |
| Packaged drinking water (500 ml) | 2201 | 5% |
| Tea or coffee cup (premix machine) | 2101 | 5% |
| Sanitary pad (vended) | 9619 | 0% |
| Machine rent to client site | 997319 | 18% |
- GST registration
- Udyam (MSME) registration
- FSSAI food licence
- Shops and Establishments registrationIf it applies
- Trade licenceIf it applies
- Weighing scale stampingIf it applies
Your people
The people who run it, each with their own login
Each person sees the screens and reminders for the work they do.
OwnerFinds and signs sites, buys machines, negotiates rent and share, handles corporate contracts.
Route boyLoads van from stock list, refills, clears cash, removes near-expiry stock, reports faults.
TechnicianFixes spirals, cooling, payment devices, cleans coffee machines.
Store and accounts personBuys stock, keeps the godown, reconciles cash and UPI, bills corporate sites.
Not covered yet
- Sending messages, bills and reminders on WhatsApp from MatruOS is not live yet. Today they go by link, QR code or email, and from your own phone in one tap.
- Live bank and UPI feeds are not connected yet. Upload a bank statement and MatruOS reads it into payments for you to confirm.
Questions people ask
How long does it take to set up MatruOS for a vending machine operator?
Type one line about your business when you sign up, for example "Vending machine operator". MatruOS picks this business type and sets up everything on this page in a few minutes. You then get a 7-day free trial, no card needed.
Do I have to type all of this in?
No. The routines, workflows, registers, items, licences and AI team on this page arrive already set up. You change what is different in your business, and bring your customers, items and balances from Zoho Books, Vyapar, Excel and others, with our team's help for Tally data.
Can I change the routines and workflows?
Yes. Every routine, workflow, register and SOP is yours to rename, retime, switch off or add to. MatruOS keeps the rest of the system in step with your changes.
What does the AI team do without asking me?
It runs routine checks and prepares drafts. Anything that sends, pays, signs, files or deletes waits for a person's approval. The one exception you can choose is payment reminders, which go out on their own once you have checked them and switched them on.
Food and grocery
Other shops and showrooms in food and grocery
Run a vending machine operator on one system Set up for your trade when you sign up.
Describe your business once. MatruOS sets up your apps, brings in your data and puts Muni and the AI team to work, with your approval on every step that matters. 7-day free trial, no card needed.
See plans and what each includes