Guide · Refills

Refill tracking by agent for coffee machines

What the agent records on each visit, and where you see everything from the office.

2 min readUpdated November 2026

What the agent records

Each visit has three steps, on the phone:

1

Meter reading

They enter the new reading for each machine and can add a photo.

2

Refill

They pick the products and the quantities put in each machine.

3

Confirm

They see the total to collect, pick No payment, Partial or Full and tap Finish.

It works without signal too

The visit is saved on the phone and sent when the connection returns. Until then, it shows under Unsynced.

Where you see the refills

From the office, you have three places:

  • Records: date and time, the agent, the client, the machines, the products, the cups and the total. Open a row to see the products refilled and the reading photo.
  • Routes: each client on the agent's day shows whether it was refilled or not.
  • Client page: the client's refill history.
The Records tab in VMS Metrics, with refills by agent and client. The app is shown in Romanian
The Records tab, from the Demo Co account, in Romanian

You can refill from the office too

The manager can also record a refill, from Records or from the client page.

Export

Records download to Excel, with the Download Excel button.

See the Money and invoices page →

Questions

What if the agent skips a visit?

They tap Skip visit and confirm. In Routes, the client shows as not refilled.

Can I correct a payment?

Yes. Open the record and tap Correct the payment.

Got a question?

Message us on WhatsApp.

Contact us
Vending Management System