A practical troubleshooting guide for workplaces, gyms, accommodation venues and shared spaces
A reliable coffee machine can make a big difference to the daily experience of staff, customers and guests. When something goes wrong, however, even a small issue can quickly become frustrating. The good news is that many common coffee machine problems can be traced back to a handful of simple causes. This guide covers frequent issues, what may be causing them and the first checks you can make before calling for service.
Before you begin
Coffee machine designs vary. Fully automatic bean-to-cup machines, traditional espresso machines and automatic milk systems use different components and cleaning procedures. Always follow the manufacturer’s operating and cleaning instructions. Do not open service panels or access internal electrical, pressurised or plumbed components unless you are trained and authorised to do so.
If nothing comes out when you try to make a coffee, start with the basic supply and setup checks.
If the machine still does not dispense coffee, contact The Vend Shop Service Centre for assistance.
Leaks can be messy and may point to an overflowing tray, an incorrect setup or a worn component.
If leaking continues, particularly from inside the machine, professional servicing may be required.
Poor milk frothing can affect drink quality and usually comes down to cleaning, milk temperature, or steam flow.
Purge the steam wand immediately after every use. If it is already blocked, soak the frother tip in warm water and use a paperclip or designated cleaning tool to clear the milk residue from the small air holes.
Regular cleaning of the milk system is essential for proper frothing performance, hygiene, and machine reliability.
If the issue continues after cleaning, contact The Vend Shop Service Centre for professional support.
Error messages often point to maintenance, supply or setup issues that can be resolved with a few basic checks.
If the machine is powered on but not drawing water, the issue may be with the tank, filter, or pump.
If no water flow returns, servicing may be needed.
A poor-tasting coffee often comes down to cleaning, bean freshness, grinder settings, or water quality.
Routine cleaning and correct setup can make a noticeable difference to coffee quality and machine lifespan. Ideal range of a balanced extraction between 20-30 seconds
Slow dispensing can affect service speed and usually points to blockages or scale build-up.
Ideal range of a balanced extraction between 20-30 seconds
If the grinder is running but coffee is not dispensing, beans may be blocked or the grind settings may need adjusting.
This is often related to timing or how the container was reinserted.
If your machine keeps asking for descaling, water quality and filter maintenance may be the cause.
Regular maintenance helps prevent costly repairs and keeps your coffee machine operating at its best.
Some problems can be resolved with quick troubleshooting. Others may point to internal parts, pump issues, or ongoing maintenance requirements that need professional attention.
If your machine continues to experience problems after troubleshooting, contact The Vend Shop Service Centre for professional support and repairs.
If your coffee machine is not performing as it should, or you would like support with servicing, maintenance, or replacement options, The Vend Shop is here to help. To talk through machine types, servicing support, or replacement options, contact The Vend Shop on 1800 001 211 or enquire through the website.
1. Why is my coffee machine not dispensing coffee?
This can happen if the water tank is empty, the beans have run out, the brew unit is blocked, or there is air in the system.
2. Why is my coffee machine leaking water?
Leaks are often caused by an overfilled drip tray, a loose portafilter, worn seals, or internal hose issues.
3. Why is my milk not frothing properly?
Poor milk frothing is usually caused by dirty or blocked milk lines, a clogged frother or steam nozzle, milk that is too warm, or a blocked milk tube. Regular cleaning of the milk system is important to maintain consistent frothing performance.
4. How often should I clean my coffee machine?
Daily cleaning is recommended for fresh milk systems, with the machine’s regular cleaning cycles completed in accordance with the manufacturer’s instructions.
For machines using powdered milk, a regular cleaning cycle should be completed at least once per week, or more frequently depending on usage and the manufacturer’s recommendations.
5. Why does my coffee taste burnt?
Burnt coffee can be caused by stale beans, incorrect grinder settings, a dirty brew system, or overdue cleaning.
6. What should I do if my coffee machine shows an error message?
Start by checking the water tank, drip tray, waste container, brew unit, and any service doors. A restart may also help.
7. Why is my coffee machine not pulling water from the reservoir?
The tank may not be fitted correctly, the filter may be blocked, or there may be air trapped in the pump.
8. How do I stop my coffee machine from needing frequent descaling?
Using filtered water, replacing filters on time, and following a regular descaling schedule can help reduce build-up.
9. Why is my grinder making noise but not producing coffee?
Beans may be stuck in the grinder, the grinder may need cleaning, or the grind setting may need adjustment.
10. When should I contact The Vend Shop for servicing?
If basic troubleshooting does not fix the issue, or the problem keeps returning, it is best to contact The Vend Shop for professional support.