How to Make a Vending Commission Statement

A commission statement is the page you send a location with its payment. It is also the operator's best retention tool: a location that sees clean numbers every month rarely invites a competitor in. Here is what belongs on it, a layout to copy, and where each figure should come from.

What goes on the statement

Header. Your business name, the location's name and contact, the period (for example September 1 to 30) and the payment date.
One line per machine. Machine name or asset number, gross sales for the period, the source of that figure, deductions, commissionable sales, rate, commission.
Total due and how it was paid (check number or transfer reference).
Uptime or service notes. Visits made, any outage and how long it lasted. This answers "was it working" before anyone asks.
The agreement terms in one line, so nobody has to dig out the contract: "10% of pre-tax sales, cash and card, paid monthly".

A layout to copy

Northline Vending · Commission statement
Riverside Plant · September 1–30, 2026 · paid October 10 by transfer

Machine            Source   Gross      Tax+refunds  Commissionable  Rate  Commission
Snack 2F-01        DEX      1,240.00   90.50        1,149.50        10%   114.95
Drink 2F-02        Card     980.00     69.40        910.60          10%    91.06
                                                     -------               ------
Total                                               2,060.10              206.01

Terms: 10% of pre-tax sales, cash and card, monthly by the 15th.
Visits: 9 · Outage: Drink 2F-02, bill validator, Sep 14 06:40 to 15:10

Where each number should come from

Figure	Best source	Fallback
Cash sales	DEX `CA2` for the period	Cash counted at each visit
Card sales	Card reader portal or DEX `DA2`	Processor statement by terminal
Refunds and test vends	DEX `PA4`, `PA5`, coin payout	Driver notes
Outages	DEX `EA` events or telemetry alerts	Days with no sales

Periods rarely line up with visits. If your last visits were on the 28th and the 3rd, either use the reader's daily totals or split the visit-to-visit sales by days in each month, and say on the statement which you did.

Keep a paid ledger

For each location, keep a running list: period, amount, date paid, reference. When a location changes managers, the new one will ask what was paid last year. A ledger answers in a minute, and it is also what your accountant needs at year end.

Spreadsheet or software. A spreadsheet works for a handful of locations. Past ten, the time goes into collecting the gross for each machine, not into the arithmetic, and that is the part to automate.

Where Vending Route fits. Vending Route already keeps each location's commission rate and each machine's sales from DEX files, Nayax and visit counts, labelled by source. Monthly commission statements, a paid ledger and a price lab that compares the same product across machines are being built next and are not in the app yet. Free for up to three machines in the web app, with the phone app on Google Play. More about Vending Route.

Open the Vending Route web app Everything Vending Route does

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