VendGOFor Ice Vending & Water Refill Operators
Ice & Water Vending Management Software
Ice houses and water stations sit out on their own, often for days between visits. When one stops dispensing, customers lose money and you lose sales until someone notices. VendGO runs the operation around every station: the report, the refund, the repair, and the invoice.
Ice and water vending management software is a platform that runs the service side of ice vending machines and water refill stations — customer issue reporting, refunds, repair and filter-change tracking, parts inventory, routes, and invoicing — so an operator knows which station is down and gets it back in service fast.
These machines are unattended by design and spread across parking lots and storefronts. Their failures — a compressor, a bagging jam, a clogged filter — are exactly the service problems VendGO was built to track, from the customer’s first report to the logged repair.
The real problems
What actually goes wrong at an ice or water station
“It took my money and nothing came out”
The customer scans the QR sticker or texts the number and requests a refund on the spot. You approve it with built-in fraud checks — no phone tag.
A station that quietly stops
A QR sticker on every station turns a walk-away into a report, and stations on a cashless reader like Nayax get flagged the morning after they stop selling.
Filters and service on the road
Log every filter change and repair against the station it was done on, so each machine has a complete service history and nothing depends on memory.
The platform
Everything an ice & water route runs on
QR & text issue reporting
A sticker on each station opens a form branded to your company with the location filled in. No app. Calls are auto-answered and texted the same link.
Customer refunds & credits
Refund requests come in through the same scan-or-text flow. Approve with fraud checks, and refunds — or Nayax credits — post to QuickBooks Online automatically.
Repair & filter-change tracking
Every report becomes a work ticket tied to the station. Techs log repairs and filter changes from their phone, building a service history for each machine.
Parts inventory
Track filters, UV lamps, valves, bagging parts, and coin mechs by tech. Stock deducts as repairs are logged, so you know what to reorder.
Routes & live dashboard
Organize stations by route and see what’s down, what’s fixed, and what it’s costing you in real time.
Invoicing + QuickBooks
Month-end invoices build from real work data and post to QuickBooks Online, so the bookkeeping doesn’t eat a day every week.
Built by an operator
VendGO was built by Brian Petrovich inside a working air & vacuum route in Tampa Bay — machines spread across many locations, customers who lose money, parts that wear out, and techs on the road. Those problems aren’t unique to air and vacuum; they’re the problems of every unattended machine. If it’s unattended and it can break, VendGO runs the operation around it.
Other machines VendGO runs: Kiddie rides · Air, vacuum & tire inflation · Arcade & claw games · Self-serve car wash · Laundromat · EV charging · Massage chairs & photo booths · Snack, drink & coffee vending · See every machine type
Frequently asked questions
What is ice and water vending management software?
It is software that runs the service side of ice vending machines and water refill stations — customer issue reports, refunds, repairs, filter changes, parts, routes, and invoicing — in one connected system.
Can I track filter changes?
Yes. Techs log each filter change as a service record against the station it was done on, so every machine has a complete history of what was replaced and when.
How do customers report a problem or ask for a refund?
They scan the QR sticker on the station or text the number on it. Both open a form branded to your company with the location filled in. A call to your line is answered automatically and texted the same link.
Do my stations need a card reader?
No. Reporting, refunds, repairs, parts, routes, and invoicing work on any station. Revenue monitoring needs sales data, so it applies to stations running a cashless reader such as Nayax.
How much does it cost?
Starter is $4 per machine per month for operators up to about 150 machines; Complete is $8 per machine per month with every feature unlocked. No setup fees and unlimited users on both plans.
Keep every station dispensing
See how VendGO handles reports, refunds, repairs, parts, and invoicing for ice and water routes.