Vending Software Platform
Built a full-scale software solution for vending businesses from the ground up.
Client
A startup that invests in IT products and brings them to niche local markets. One of those products was Ez Vending, a system for selling and tracking goods in vending machines.
During COVID-19, vending became more relevant as it reduced physical contact during purchases.
The client approached us in 2020 after finding us on a hiring platform. The project stood out to us because of the challenge. At that point, we had not worked with vending machines before.
Challenges
At the start, Ez Vending did not have a defined product. The founders came to us with an idea. We proposed a solution and were ready to design the entire system logic from scratch, from the software layer to hardware interaction, including scanners, QR readers, and biometric identification devices.
The system had to be easy to install and simple to use so it would not turn potential Ez Vending customers away. At the same time, it required a high level of customization. Two machines placed side by side should not look identical. The machines were also expected to support advertising on two screens as an additional revenue stream. Ad management, like everything else, had to be quick and straightforward.
The task went beyond building software. We had to design a complete system, covering the purchase flow, machine logic, user identification, remote control, and administration.
Reservation Feature
Products in vending machines sell out quickly, so the system was expected to include a reservation feature on the website. This would allow a customer to reserve an item in advance and pick it up later from a machine.
Age Verification
The machines had to be able to verify a user’s age and support identity-based authorization.
Development process
How the solution works for customers
To control the entire process from online order to product pickup, we needed to build a dedicated information system. What the user sees is just the surface, with a much more complex system behind it.
Online Store
Allows users to purchase or reserve products online.
Google Maps
Users can find nearby vending machines using Google Maps by entering an address and seeing nearby machines.
Identification
The machine identifies the customer using built-in verification methods, including ID verification, QR codes, and biometric authentication.
Product Dispensing
The machine dispenses items that were reserved or purchased online. The process takes around 60 seconds, with no waiting in line.
During the project, we implemented the following features:
Pre-order Option
Allows customers to reserve items in advance and pick them up later, which is especially useful for limited or fast-selling products. The item is held in the machine for a set period of time, after which the reservation is released.
Account Security
Ensured through a combination of biometric authentication, including retina-based solutions, and document verification.
Available on Any Device
Account verification can be completed not only in the browser but also directly at the vending machine, where a built-in QR code scanner provides quick access. The online store is available on both desktop and mobile devices.
Ease of Setup and Operation
The admin panel was designed so that owners and operators can configure machines quickly without extensive training. Managing the product catalog, checking inventory, and setting up the machine layout typically takes up to 20 minutes.
Multiple Access Levels
Owners can restrict access to system settings so that regular staff cannot manage the administrative side of the machines or accidentally disrupt operations.
Notification System
Allows owners and administrators to monitor machine status and track product availability. The system reports errors, failures, and stock issues in real time, enabling quick response and helping prevent revenue loss caused by downtime.
Full Control
Owners can set prices, configure operating hours, limit the number of items per purchase, and even control the temperature inside the machine.
Desktop Module
A desktop module built with Windows Presentation Foundation (WPF) for managing security hardware and the product dispensing.
Electron-Based Application
Installed directly on the vending machine’s operating system and updated automatically.
Online Dashboard
Built for remote management. Allows owners to monitor machine status and product availability.
Result
Our collaboration lasted two years. During this time, we built a complete solution for automating vending operations from scratch. Not just a piece of software, but a system that extends vending machine capabilities and brings core business processes into one place.
Initially, Ez Vending planned to use the system for machines selling age-restricted products such as pharmaceuticals. However, the market quickly recognized its broader potential. The solution proved applicable across multiple vending scenarios, including coffee, drinks, and snacks. As a result, it reached profitability three times faster than originally expected.
Today, Ez Vending machines can be found in a wide range of locations, including stadiums, festivals, parks, airports, shopping centers, theaters, nightclubs, and even cruise ships.
The solution reached profitability three times faster than originally expected.
Average time for a customer to complete a purchase and receive the item.
Average time required for an owner to service a single machine.
What happens next:
Having received and processed your request, we will reach you shortly to detail your project needs.
After examining requirements, our analysts and developers devise a project proposal with the scope of works, team size, time and cost estimates.
We arrange a meeting with you to discuss the offer and come to an agreement.
We sign a contract and start working on your project as quickly as possible.