Welcome to MyVendbook: Everything You Need to Know About the Software

Welcome. MyVendbook started with a simple problem: running vending machines on spreadsheets, notes apps and memory stops working the moment you have more than a few machines. This post is the full tour for anyone thinking about using it, covering what the software does, what makes it different, what is coming next, and what it costs.

Who MyVendbook is for

It is built for independent and small-route operators: people running a handful to a few dozen machines who want to stop guessing. If you sell snacks, drinks, trading cards, squishy toys or other specialty products, it fits. Specialty machine types, including trading cards, NeeDoh and squishies, and vape or nicotine machines for 21+ venues, are preloaded so you can pick yours when you set up.

What you can do with it today

Here is what you get with Version 1.0:

• Inventory across all your machines. Restock by machine, record stock snapshots, track products and sources, and see everything in one list. Warehouse stock tracks what you hold at home or in storage.
• Locations and contacts. Keep every host, contact, agreement and note together, and find any machine by where it lives.
• Outreach to win new locations. Prospect lists, email templates, a pipeline, follow-up reminders and email flows, so cold outreach does not die in your inbox.
• A daily plan. A to-do list and day planner that turns your route into a checklist, with job-status colors.
• Repairs and maintenance. Log jobs, parts, vendors and repair history per machine, so the next fix starts with what you already learned.
• Money. Receipts, cash and deposits, invoices, mileage, results by location and a tax center to keep records tidy for your accountant.
• Pricing and cost tools. A pricing tool, cost alerts, sales insights and waste and expiry tracking to protect your margin.
• Team logins with roles. Invite helpers as Manager, Restocker or View-only, and each person sees only what their role allows.
• Vendy, your AI assistant. Ask questions about your business and get help with ideas and drafts. Professional includes 100 messages a month.
• Training built in. Sixteen short video lessons on the website walk through every part of the app.
• Community. A feed, marketplace and messages so operators can learn from each other.

Plan details are on the pricing section of the site. Professional includes everything above. Basic covers the essentials for a small route: overview, restock, products, equipment, locations and contacts, maintenance, finances overview and receipts, and outreach prospects and templates.

What sets it apart

1. Built by an operator. The features exist because a working operator needed them, not because a feature list needed filling.
2. Location outreach is part of the product. Most tools track machines. MyVendbook also helps you find and win the next location, which is how a route actually grows.
3. Priced for small operators. Plans start at $12 a month, with no per-machine fees to watch.
4. Specialty machines are first-class. Trading cards, squishies and 21+ products have presets, not workarounds.
5. It teaches as you go. Lessons, tips and Vendy help you learn the business, not only record it.
6. Support is real people. There is in-app support chat and ticketing, and [email protected] forwards to the founder's inbox.

What is coming next: QR code stickers

The next big idea is a code system that attaches MyVendbook to every machine you own. This is planned, not built yet, and the details may change:

• Operator door tag. A code inside the machine door that opens that machine in the app, ready to restock, log cash or note a repair.
• Customer stickers. A code on the front where shoppers can report a problem or request a snack. Problem reports already work today through a printable machine sticker.
• Restock alerts for fans. For trading card and squishy machines, a code that lets customers sign up to hear when you restock, which is something the official machines do not offer.
• Branded codes, no catch. Codes are generated in the app on our own short link, so they will not expire or need reprinting if you change something.

Printed sticker kits and in-app ordering come after the software side. We will announce progress here and in the app's What's new tab.

Pricing and Founding Member

• 14-day free trial with everything in Professional, including Vendy. A card is required to start. Your chosen plan is charged when the trial ends unless you cancel first, and you can cancel in Settings under Billing.
• Founding Member pricing: early subscribers keep their price for as long as they stay subscribed, even after prices rise for new members. If you cancel and come back later, you pay the then-current price. The offer is limited time, and we will say so plainly when it closes.
• Switching plans never deletes your data. Professional features simply hide if you move to Basic and return when you switch back.

How to get started

1. Start the free trial from the pricing section.
2. Add your first machine and location.
3. Watch the first few lessons in the training hub.
4. Set your daily plan and invite a helper if you have one.

For ideas on how to grow while you set up, read how to find vending machine locations and how to track inventory across machines. Each month we also publish What's New in the vending industry.

MyVendbook is software for record keeping and planning. It does not provide legal, tax or financial advice. Features and pricing are as of October 2026 and may change.

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MyVendbook shares general business information, not legal, tax or financial advice. Figures from sellers and vendors are their own claims and examples, not guarantees. Check current rules and prices yourself and talk to a qualified professional before you act.