Repónlo – Vending machine management: pick lists, visits, purchasing, and cash control

Vending machine management from your phone: what to load, which machine to visit, and how much you’ve really sold

Vending machine management with Repónlo starts before you leave the warehouse. The app tells you how many units of each product to put in the van for the day’s machines, takes you slot by slot through each restock, and when you get back, it shows you what to buy and from which supplier. It runs in the browser on your phone, tablet, or computer, with nothing to install.

If your machines don’t have telemetry, the route is usually run on paper or in a spreadsheet: boxes that come back unopened, visits to machines that were still full, and cash you can never be sure adds up. Repónlo handles vending machine management with what you already do at each visit: what you count and what you load. That gives you sales by slot and by product, plus your warehouse stock; expiry dates come from the date you enter when you receive the goods.

The first machine is free, with no time limit, all features included, and no card required. Once you run more, you choose a plan based on how many active machines you have: up to 5, up to 15, or up to 50. No minimum term, and your data is always there for you to download.

Pick list: head out with just what you need in the van

No extra trips back to the warehouse, no boxes coming back unopened. The list totals what each machine needs to be full on visit day.

• It works out what each slot is missing, allowing for what will have sold since the last visit.
• You choose the day and the machines, and the list is grouped by product so you can pull everything from the warehouse in one go.
• You share it from your phone via WhatsApp, email, or any other app, or print it out.
• If the forecast shows there’s nothing to take, it tells you, and you save yourself the trip.

Which machine is due: upcoming visits with forecasts

Servicing a machine that was still full is wasted time, and getting to an empty one too late means lost sales. Repónlo flags which one is due.

• Forecasts based on each machine’s average sales over the last few days.
• Alerts when the fill level drops below the percentage you set or several slots run empty.
• Each restocker can see just “My machines”: the ones assigned to them.
• Each machine’s address, with a “Get directions” link to open it on the map.

Slot-by-slot restocking, with sales calculated automatically

At the machine, you just enter what you see and what you put in. The app does the rest.

• Each slot with its product, capacity, and selling price.
• Sales by slot and by product are calculated at every restock.
• Warehouse stock goes down by what you load, with no double entry.
• If you enter the machine’s meter readings, they’re also used to calculate sales.
• You can change the selling price of many slots at once, to a fixed amount or by a percentage.

Expiry dates by batch: what expires first goes out first

An expired product in a machine is money wasted and a customer who won’t come back.

• Batches with expiry dates in the warehouse and in each machine.
• You see what expires in the next 30 days and where it is.
• When you record a load, stock is taken from the batch that expires first: load those boxes first and your records will match what’s in the machine.

Purchasing: compare suppliers and prepare orders

When you get back to the warehouse, you see what needs restocking and who to buy it from.

• Multiple suppliers per product, each with its own price.
• What’s below minimum stock, with the supplier that has it cheapest.
• One order per supplier at the press of a button, and receiving the goods when they arrive.

Cash reconciliation at each collection

When you collect the cash, you enter the machine’s meter readings and Repónlo tells you how much should be there: metered sales, minus card payments, minus what stays in the machine as change.

• Collections by machine: expected versus collected and, as a second check, sales based on stock.
• At a glance, which collections have balanced and which haven’t over the last 90 days.
• You spot a machine that’s having cash problems early on.
• If you don’t enter meter readings, you see sales based on stock, but not whether the cash adds up.

Warehouse and machine inventory

A full stock count shows you what doesn’t match your records. While you’re counting, no restocking or goods receiving takes place, and what you’ve counted is saved on your phone even if you close the app.

• You count by area, warehouse and machines, from two phones at once if needed.
• Before you apply the count, you see the differences, unit by unit and in euros.
• Differences are recorded as inventory adjustments, with the date and user, and don’t count as sales.

Vending machine management by the numbers: sales, costs, and margins

You know which machines make money and which are just more work.

• Sales and margin by machine and by product, with the real cost of what you load.
• Fixed costs, such as site rent, assigned to one machine or spread across all of them.
• Monthly trends by machine, machine-to-machine comparisons, and sales and profit projections.

Your team, each with their own machines

You invite your staff by email, and each person logs in with their own account and the permissions you give them.

• Permissions for admins, restockers, and view-only users.
• Regular restockers for each machine, one or several.
• An option so each restocker only sees and restocks their own machines, without seeing purchasing, costs, or margins.
• A history of every movement and who made it.

Products with your phone’s camera

Your phone reads product and case barcodes. No scanner needed.

• One barcode per format: unit, pack, and case, each with its own unit count.
• When you scan a new product, if its barcode is in the shared catalog (which draws on open databases such as Open Food Facts), the name, brand, and its other barcodes are filled in automatically.
• A photo of each product, taken with your phone.
• Price labels for the slots, on self-adhesive A4 sheets or on a label printer.

Daily alerts, and your data always at hand

What’s urgent comes to you, and what’s yours stays yours.

• A daily summary via Telegram or email with urgent visits, expiry dates, and stock shortages.
• You import your products and what goes in each slot from a CSV, and before anything is created, you see what will happen to each row.
• You can download all your data whenever you like, as CSV files that any spreadsheet can open.
• An API with access keys to connect your own software.

Ideal for

If you restock machines, vending machine management with Repónlo saves you paperwork and trips. Where it pays off most:

📋 System requirements

Nothing to install and no hardware on the machine: what you need is already in your pocket.

🛟 Technical support

Email support in Spanish* at soporte@consultoriaehero.com. Repónlo updates itself: improvements to the vending machine management app reach you without installing anything.

⚖️ Comparison: why Repónlo?

What sets Repónlo apart from running your route on a spreadsheet and from vending machine management software that relies on telemetry.

How many times do you go back to the warehouse for something you forgot? Head out with your list ready. Start free today with your first machine, or from €19 a month + VAT.

Run your vending machine management from your phone with Repónlo.

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*Support covers issues and bugs in the app; it doesn’t include consulting, custom setups, or custom development. Terms apply.