Built for HAHA and Qingo Operators

Know which machines
are actually profitable.

Run HAHA, Qingo, or both. Connect each account once and every machine lands on one route: one restock list, one set of numbers, and per-machine profit that sharpens the more you use it.

No spam. Founding rate $19/mo for the first 19 operators. Cancel anytime.

Or see the live demo first: real product, sample route, nothing to install
Syncs automatically with HAHA and Qingo
True per-machine profit, sharper the more you use it
IRS mileage tracking built in
Built by an operator, not a software company

On the route

Your whole route, in your pocket.

Most of a vending day happens standing at a machine or sitting in a truck, so that is the screen VENDBase is built to be used on.

  • The restock list for the machine you are standing in front of
  • Photograph a supplier receipt at the register and it reads the line items
  • Count a shelf, confirm a trip, tick off a to-do, one tap each
  • Ask what to load tomorrow and get the answer off your own numbers

Same site, same login, same numbers as the desktop. Nothing to install.

One route, every cooler

A HAHA cooler and a Qingo cooler,
on the same screen.

Plenty of routes end up running more than one brand. VENDBase reads both and puts every machine side by side, so you run one route instead of two apps.

Both connect the same way
Your own keys, once for each make
Your HAHA app key and secret for the HAHA machines, your Qingo API key and secret for the Qingo ones. Buy your first machine of the other make later and you add it from inside VENDBase, no new account.
Side by side
Every machine on the same numbers
Sales, restock, regulars and what each machine has paid back, measured the same way whichever cooler it is. A weak location shows up no matter which brand is sitting in it.
Same product, one count
A Snickers is a Snickers
When the same product sits in both makes, VENDBase links the two, by barcode where there is one and with one tap where there isn't, so your best sellers add up across the whole route.
Each make's own fees
Two fee schedules, kept apart
HAHA fees from your HAHA rates and statements. Qingo fees from standard Qingo rates you can set to match your agreement, until you log the bill. Each lands on the machines that carry it, never on the other make's.

The product

See your whole operation at a glance.

demo-vending.vend-base.com
VENDBase dashboard for HAHA and Qingo operators: this week against last week, last 7 days, restock, and 30-day net profit
Monday morning, before your first stop This week against last week, your last 7 days, what needs restocking, and 30-day net profit. One screen. Rather touch it yourself? Open the live demo →
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VENDBase machines view: per-machine sales, net profit after estimated fees, regulars and repeat rate
Machines and who keeps coming back Per-machine sales, profit that sharpens as you log costs, and which locations have regulars rather than foot traffic
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VENDBase warehouse stock: on-hand count per product, pack size read from the operator's own receipts, and a suggested low-stock threshold
What is actually on the shelf Counted once, then kept current by what you buy and what sells. Pack sizes come off your own receipts, one tap to confirm
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VENDBase sales tracker: revenue over time by day, week or month, filterable by machine
Revenue over time, your way Day, week or month grain, filter by machine, split out costs
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VENDBase HAHA bills and fees: statements read as line items, settled months folded, estimates marked
Your machine bills, readable Line items with the period they cover, settled months folded to one row, estimates marked as estimates
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VENDBase machine card: machine cost, host revenue share, cost recovered against what the machine cost, and the monthly connectivity cost broken out
Has this machine paid for itself What it cost against what it has brought back, with your host's share and the costs that run every month whether it sells or not
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VENDBase AI assistant answering which location is weakest from the operator's live numbers
Ask it anything about your route It answers from your live numbers, and says so when the data cannot back an answer

Connecting your HAHA and Qingo accounts

Set it up once.
Your data is always there.

No manual entry and no spreadsheet to keep up. Connect your HAHA account, your Qingo account, or both, and VENDBase handles the rest.

01
Connect your machines
One-time setup for each make. VENDBase links to your HAHA and Qingo machines with your own keys, and sales, machine status and stock sync automatically from that point forward.
One-time setup
02
Your AI assistant takes over
VENDBase knows your machines, your locations, your numbers. Ask it anything and it answers from your live data, not generic advice.
Always up to date
03
See what you actually made, per machine
The maker's app shows you gross sales. VENDBase sharpens toward what you actually made: each make's fees, your product costs, your host's share, your recurring business costs and any loan payment, as you log them.
Real numbers, not gross

VENDBase video tour

Watch VENDBase work.

The same screens on a desk, at full size. Dashboard, machines, what a machine has paid back, the warehouse shelf, sales, the bills, and the assistant.

Machine alerts for your route

Your machines keep you posted.

Your machines' own apps tell you what sold. VENDBase works toward what you actually kept, sharper the more you use it, and sends it before you think to ask.

Every Monday
Your week, in one email
Revenue against last week, your top machine, what moved and what stalled, in a plain recap in your inbox Monday morning. Down weeks show up too. It's your real numbers, not a highlight reel.
Next morning
Know when one goes empty
A slot empties and it is in your inbox first thing: “Red Bull went empty at Hillside since yesterday.” Plain text, reads like a message from your route partner. No dashboard to watch and no app to open.
Every location
See who keeps coming back
Repeat rate, how many regulars a spot has, and how much of its revenue comes from them. The pattern you can't see in the app: which locations have loyalty, and which just have foot traffic.

“One app for the HAHA coolers, another for the Qingo. Each one shows me gross sales. Then the fees. Then restock costs. I have no idea which machine is actually worth the location.”

Running two brands of cooler by hand

Per-machine fees, costs and profit

Every cost on the machine that carried it.

Log a statement and VENDBase reads it as line items instead of one number, then puts your own synced sales for the same period right next to it. The bill is one of the things that comes out of the take, and not the only one.

Line by line
Service, per-sale fees, card processing
Every charge on the statement becomes its own line, with the period it actually covers. Your synced sales for that same period sit beside the statement total, so if the two disagree you can see it rather than adding it up yourself.
Nothing logged yet
It works out what the bill should be
A period with no statement gets a figure worked out from that make's rates and your own sales. It stays marked as an estimate until you accept it, and you can edit it when the real statement turns up.
Spread properly
A seven day view is not a monthly charge
Fees land in the date range that actually earned them, so a short window carries a slice of the monthly charge rather than the whole thing. Per machine profit sharpens toward the true number as more statements go in.
Not only the machine bills
What else comes out of the take
Your host's share where a location has one, the costs that run every month whether a machine sells or not, and a loan payment where a machine is financed. Each lands where it belongs: a host share on that machine, a business cost across the route rather than pinned to one cooler.
Per machine
What it cost, and what it has brought back
Set what you paid for a machine and VENDBase tracks it down: how much of it has come back, whether it has paid for itself and by how much, and how many months it has left to go at its recent pace.
By machine, by month
What you collected in sales tax
Measured tax on your own sales, month by month and machine by machine, against the jurisdiction each machine was sitting in on the day it sold. Where a figure cannot be backed, it says so instead of showing a zero. It is a read of your own numbers, not a filing.

Warehouse inventory for vending routes

The stock room counts itself.

Count what is on your shelf once. From there every purchase you log adds to it, every sale takes it away, and what is sitting inside your machines is accounted for.

Once
One count to start it off
What is on the shelf today is the one thing VENDBase cannot work out for you. You count it once, with no receipt needed, and you never have to do it again unless you want to check up on it.
From your own receipts
Singles, six packs, or a case of twenty four
How you buy a product is a one-tap answer, suggested from the receipt you just logged. Until you answer, that purchase is left out rather than guessed at, because a guess there is exactly what makes a stock count wrong.
When you want one
Low stock, on your own number
Alerts stay off until you ask for one, and the threshold is suggested from how fast that product actually sells. If a figure ever looks wrong, count it and say so. A gap that comes out to exactly one case usually means a pack size was read wrong, and VENDBase tells you that rather than hiding it.

Pricing

Simple. Flat. Fair.

One low monthly price covers your whole operation, 1 machine or 1 million. No per-machine fees, no tiers.

Founding Operator offer: the first 19 operators lock in $19/month for life, everything included, price never goes up while you're subscribed.

  • Automatic HAHA and Qingo data sync
  • Unlimited machines and locations, both makes on one route
  • AI assistant that answers from your own numbers
  • Each make's fees on the machines that carry them
  • Restock lists with your own par levels
  • Warehouse stock that stays current on its own
  • Weekly revenue digest + next-morning stockout alerts
  • Repeat-customer analytics
  • Per-machine payback, and sales tax by machine and month
  • Host revenue share, recurring costs and financing in the profit figure
  • Lead finder with contact discovery
  • Works on phone and desktop
  • Cancel anytime, no contracts
$19 $29
per month, locked for life · founding rate for the first 19 operators
Get Started: claim a founding seat

Questions first? Leave your email and we'll reach out.

Founding rate: $19/mo for the first 19 operators, locked while subscribed. Standard rate $29/mo flat. No contracts, cancel anytime.

Questions about VENDBase

Straight answers.

Who do I talk to when something breaks?

Me. I'm Benjamin, I run a route in western Oklahoma, and we built this because nothing else existed.

There's no support queue and no chatbot standing in front of me. Email [email protected] or call (903) 276-4731.

Does this work with my machines?

VENDBase works with HAHA and Qingo smart coolers, on their own or on the same route. You connect each with your own keys from that maker and your sales start flowing in on their own.

The two makes don't report exactly the same things, and VENDBase tells you where they differ rather than filling the gap with a guess. Qingo doesn't report restock visits, for example, so VENDBase spots one from the stock counts and asks you to confirm it.

Two habits keep a Qingo machine's numbers right: record your restocks in the Qingo app, and when a machine moves, rename it there. VENDBase sees the new name and asks you for the new address.

If you run something else, email me and tell me what you've got. I'll give you a straight answer about whether it's coming.

Is this a replacement for the HAHA or Qingo app?

No. The maker's app tells you what sold. VENDBase picks up where it leaves off: what to bring on each run, what each machine actually earns after its fees, and which locations have regulars instead of one-timers.

What does it cost?

$29 a month, flat. That covers your whole route, so the price is the same whether you run three coolers or thirty. No per-machine fees and no tiers.

Founding operators lock in $19 a month and keep that rate for as long as they stay subscribed.

Can I look at it before I hand over anything?

Yes. There's a live demo with a whole route in it, sales and machines and bills and the assistant, running on made-up numbers. No card.

What do you need from me to get started?

Your HAHA app key, your Qingo API key and secret, or both. That's the only thing you have to go and find.

You get your own site at yourname.vend-base.com with your own database, not a shared login. HAHA sales history is loaded back as far as HAHA still holds it, along with your current inventory and your restock records. Qingo sales come in as far back as Qingo returns them, along with current stock and the prices and costs from your Qingo product library.

What will it actually tell me?

What to bring on each restock run, per machine or as one list. What each machine earns, with each make's fees on the machines that carry them and every statement set beside your own sales for the same period. Where the money leaks. Whether a location has regulars coming back or a stream of one-timers.

What is on your warehouse shelf without counting it again. What each machine has brought back against what it cost. What you collected in sales tax, by machine and by month.

The profit picture sharpens toward the true per-machine number as you log restocks and enter product costs.

Is there an assistant, and what can it do?

Yes. Ask it what your best day was, what a machine cleared last month, or what to load for tomorrow, and it answers from your own numbers.

Photograph a supplier receipt and it logs the line items. You can update warehouse counts and pack sizes by talking to it.

Is anything capped?

Machines and locations are not. Four things are, because each one costs money every time it runs: 30 assistant messages a day, 15 contact lookups and 30 lead qualifications a month, and 20 cold email drafts a month.

The Lead Finder shows you what is left of each. If you are running into one of them regularly, tell me and we will sort it out.

What if it turns out not to be for me?

First 30 days, I'll refund you. No forms and no argument. Email me and say so.

Can I change my mind?

No contracts. Cancel any time.

Built on a route that runs both.
For routes like yours.

Running HAHA and Qingo coolers in Oklahoma. This is the tool we built because nothing else existed.

No spam. Unsubscribe anytime.

Try the live demo and see it working before you sign up