Vending Machine Malfunction Report Form

Managing vending machines across your facility doesn't have to mean chasing down maintenance issues or dealing with endless email chains. This Vending Machine Malfunction Report Form gives facility managers and building operators a simple, centralized way to log service requests, track machine problems, and keep vendors accountable.

Whether you're managing office buildings, schools, hospitals, gyms, or manufacturing facilities, vending machine downtime affects employee satisfaction and can lead to revenue loss. This form captures everything your maintenance team or vending service provider needs to respond quickly: exact machine location, type of malfunction, payment issues, stuck products, and even photo evidence of error codes or damage.

Built with Paperform, this template gives you full control over branding and layout, so it fits seamlessly into your internal operations portal or facility intranet. Use conditional logic to show different follow-up questions depending on the issue type, and connect the form to Stepper (stepper.io) to automatically route urgent issues to your maintenance team via Slack or email, create tickets in your project management tool, or notify your vending supplier when restocking is needed.

Submissions can sync directly to Google Sheets, Airtable, or your facility management software, giving you a real-time dashboard of machine performance and service history. You'll know which machines are causing the most problems, what types of issues are most common, and how quickly your team is responding—all without manual data entry.

With Paperform's mobile-friendly design, staff can report issues on the spot using their phones, upload photos of error messages or jammed products, and submit reports in seconds. Custom confirmation pages and email notifications keep everyone in the loop, so your team stays responsive and your vending service stays reliable.