Vending software that knows what every machine needs before you leave the warehouse
Arkathos is vending route software for machine operators. It tracks every machine and its location, builds the restock route and pick list for each stop, reconciles cash machine by machine, and calculates what you owe each location host, with your books in QuickBooks or Zoho Books.
- Guessing what to load on the vanPick lists for every stopPar levels on each slot turn into an exact pick list per machine, so you load once and stop selling out of best sellers.
- Driving to machines that didn't need youRoutes built on needMachines that are low or sold out move to the front of the route, and full ones wait.
- Cash that doesn't match what soldCash tracked per machineCounted cash is checked against what each machine sold, so shrink or a jammed bill validator shows up on that machine.
Also: location commission statements · per-product sales tax · health permit reminders · books synced to QuickBooks or Zoho Books · plans from $39/mo
Sound familiar?
The machines sell around the clock. Keeping them full, counted, and paid out is all on you.
Every machine is a spreadsheet tab
Which location, which model, what's in each slot, and when it was last filled.
Location commissions done by hand
Monthly payouts to every host, figured from cash bags and memory.
Sales tax that isn't one rate
Candy, soda, and food can be taxed differently, and a small mistake repeats across every machine.
Your route's back office
These are the parts of Arkathos vending operators use most. Every plan includes all 16.
- Inventory
Armory
Every machine with its location, model, slot layout, and par levels, plus a pick list for each restock.
- Field dispatch
Dispatch
Puts the day's stops in order, with each stop's pick list and stock-outs, on the driver's phone.
- POS & sales tax
Mint Warden
Checks counted cash against sales for each machine and tracks sales tax by product.
- Finance
Treasury
Calculates each host location's commission, sends monthly statements, and syncs to QuickBooks or Zoho Books.
- CRM
Sentinel
Host locations, contacts, contracts, and new-location leads in one place.
- Front desk & support
Guardhouse
Logs "the machine kept my dollar" reports and repair tickets by machine.
- Analytics
War Room
Sales by machine, product, and location, so you can swap products or move underperformers.
- Compliance
Watchtower
Vending licenses, machine decals, sales tax registration, and food vending health permits.
A route day with Arkathos
Fourteen machines, one van, and no guesswork.
- Van loaded. Today's pick list covers 14 machines at 9 locations, down to the slot.
- Route set. Two sold-out machines at the hospital move to the first stops.
- Refund logged. A customer reports a machine kept their dollar; it's logged on that machine, and it's the third report this month.
- Cash counted. Machine 22 is $18 under what it sold, so it's flagged for a bill validator check.
- Commissions out. Every host location gets a statement of sales and their commission.
Permits and renewals Watchtower tracks
Vending rules come from the state, the county, and sometimes each building. Watchtower keeps every date in one place.
| What | Who issues it | How often |
|---|---|---|
| Business license | Your city or town | Usually yearly |
| Sales tax registration | State revenue department | Ongoing filings; one registration usually covers all machines |
| Vending machine license or decal | Some cities, counties, or states | Usually yearly, sometimes per machine |
| Food vending health permit | Local or state health department | Usually yearly, for perishable food |
| Location agreements | Each host location | Per contract term |
| General and product liability insurance | Your insurer | Yearly |
| Commercial auto insurance | Your insurer | Yearly |
Requirements vary by state and town. This list covers common ones and isn't legal advice; confirm with your local office.
Works with the tools you already use
Keep your books where they are. Arkathos runs the route and keeps every machine's numbers in sync.
QuickBooks Online
At launchYour books stay in QuickBooks; invoices and expenses sync both ways.
Zoho Books
At launchBooks, invoices, and contacts, plus payroll totals from Zoho Payroll.
Avalara
Coming soonAddress-level sales tax on the invoices Arkathos creates.
Gusto
Coming soonPayroll and contractor history for labor costs and 1099 tracking.
QuickBooks is a trademark of Intuit Inc.; Zoho Books and Zoho Payroll of Zoho Corporation; Gusto of Gusto, Inc.; Avalara of Avalara, Inc. Arkathos is not affiliated with or endorsed by these companies.
Plans from $39/mo. Every agent included, with no per-machine fees. Add-ons: Business Phone for texting and an AI receptionist, and Books & Payroll with Zoho.
Compare plansVending business questions
What is the best software for a vending machine business?
Look for machine and location records, par levels by slot, pick lists, routes built on need, cash reconciliation by machine, location commissions, and sales tax by product. Arkathos covers all of that and keeps your books in QuickBooks or Zoho Books.
How do I plan vending restock routes?
Visit machines based on need, not a fixed calendar. Set par levels for each slot, group machines by area, and put sold-out or low machines first. Arkathos builds the route and pick list from those levels.
How do vending location commissions work?
Most host agreements pay the location a flat monthly fee or a percentage of the machine's sales. Arkathos calculates each location's amount from its contract terms and sends a monthly statement.
Do vending machines charge sales tax?
It depends on the state and the product. Many states tax candy and soda but treat some food differently, and some have special vending rules. Arkathos tracks taxability by product; confirm your state's rules with your accountant.
Do I need a license for a vending machine?
Commonly a business license and sales tax registration, plus a vending license or per-machine decal in some places and a health permit for perishable food. Check with your state and county.
How much does Arkathos cost?
Plans run from $39/mo to $499/mo with no per-machine fees, so adding machines doesn't raise your bill. You can start with a 14-day free trial on Launch.
Fill machines, not spreadsheets.
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