How to Choose the Best Office Water Dispenser: 6 Types Compared

The 6 Types of Water Dispensers

1. Plumbed-In (Point-of-Use) Dispensers

Supply: Mains-connected

Beverage options: Still, chilled, sparkling, hot (some connected systems also offer functional flavours)

Plumbed-in water dispensers connect directly to your building's mains water supply, so there's no need for bottle deliveries, storage or recycling. Depending on the workplace, they can be installed as freestanding dispensers, countertop units, under-sink systems or fully integrated taps. Water is filtered on demand before being dispensed, providing a consistent supply throughout the day.

This is also the category with the broadest beverage potential. Hot and cold water alone aren't unique—many office water dispensers provide both. Where connected systems differ is that some can also dispense sparkling water and functional flavoured drinks from the same tap, giving teams more choice without changing how the system is supplied.

Aquablu's REFILL+ Series 2 is one example of a connected system in this category.

Best for

• Medium to large offices

• Corporate headquarters

• Hotels and hospitality

• Hybrid workplaces

• Offices with reliable plumbing access

• Teams with consistent daily demand

Key trade-off

Professional installation and scheduled filter maintenance are required. Upfront costs are generally higher than bottled systems, but ongoing operating costs are often become more economical as daily usage increases.

2. Bottled Water Dispensers

Supply: Replaceable water bottles

Beverage options: Still, chilled, and often hot water

Bottled water dispensers are supplied by replaceable water bottles rather than a direct mains connection. Because they don't require plumbing, they're quick to install and easy to relocate, making them a practical option for smaller offices, temporary workspaces or buildings where connecting to mains water isn't feasible.

They come in both top-load and bottom-load designs. Top-load models place the bottle above the dispenser, while bottom-load versions store it inside the cabinet, making bottle changes easier and giving the unit a cleaner, more streamlined appearance. Most bottled dispensers are freestanding floor units, although countertop models are also available for smaller spaces.

The trade-off comes after installation. Bottles need to be ordered, delivered, stored and replaced, and someone in the office usually ends up managing inventory. As headcount and consumption increase, those logistics, and the ongoing cost of bottled water, become more noticeable.

If you're weighing up bottled and mains-connected systems, it's worth understanding when growing offices typically decide to upgrade from bottled water coolers.

Best for

• Small offices

• Temporary or leased workspaces

• Buildings without plumbing access

• Low daily water consumption

• Businesses looking for a simple plug-and-play solution

Key trade-off

Bottled dispensers are easy to install and require little upfront work, but ongoing deliveries, bottle storage and replacement become more time-consuming as usage grows.

3. Countertop & Portable Water Dispensers

Supply: Usually bottled or manually filled

Beverage options: Still water, with some electric models also dispensing chilled and hot water

Countertop and portable water dispensers are designed for flexibility. Compact and easy to move, they require little space and can usually be set up with nothing more than a power outlet, or no power at all for manual dispensers.

They're a practical option where demand is relatively low or permanent installation isn't possible. You'll often find them in home offices, small businesses, meeting rooms, temporary sites and shared workspaces where convenience matters more than capacity.

Because they're designed for lighter use, most countertop and portable units hold less water than freestanding or plumbed-in systems. That means more frequent refilling or bottle changes, making them less suitable for larger teams or workplaces with high daily consumption.

Countertop dispensers may be either bottled or connected to the mains, depending on the model.

Best for

• Home offices

• Small businesses

• Meeting rooms

• Temporary workplaces

• Events and pop-up spaces

• Teams with low daily water consumption

Key trade-off

Countertop and portable dispensers are quick to install and easy to relocate, but their smaller capacity means they're best suited to occasional rather than continuous use. As teams grow, many businesses eventually move to larger freestanding or mains-connected systems.

4. Wall-Mounted Dispensers

Supply: Mains-connected

Beverage options: Still and chilled water (some models also dispense hot water)

Wall-mounted water dispensers are fixed directly to the wall, making them a practical choice where floor space is limited or durability is a priority. They're commonly installed in schools, hospitals, public buildings and high-traffic workplaces, where reliability and ease of maintenance matter more than aesthetics.

Many modern wall-mounted units also incorporate bottle-filling stations, encouraging reusable bottles while helping to reduce single-use plastic waste.

Unlike countertop or freestanding units, wall-mounted dispensers are designed as permanent fixtures. They're built for consistent, high-volume use rather than flexibility, making them well suited to facilities with predictable foot traffic.

Best for

• Schools and universities

• Healthcare facilities

• Public buildings

• Factories and warehouses

• High-traffic workplaces

• Offices where floor space is limited

Key trade-off

Wall-mounted dispensers maximise floor space and are built to withstand heavy daily use, but they require permanent installation and are less flexible to relocate if your workplace layout changes.

5. Under-Sink Dispensers

Supply: Mains-connected

Beverage options: Still, chilled and filtered water (some systems also dispense sparkling and hot water)

Under-sink water systems house the filtration, cooling and carbonation equipment beneath the countertop, leaving only a dedicated tap visible above the surface. The result is a cleaner, less cluttered workspace while providing filtered drinking water on demand.

Because the main components are hidden inside the cabinetry, under-sink systems are often chosen for offices where kitchen design, hospitality or aesthetics are a priority. They're commonly installed in executive kitchens, client-facing spaces and premium workplace fit-outs where a discreet finish is preferred.

Depending on the system, under-sink installations can provide more than just filtered water. Some also dispense chilled, sparkling and hot water, offering a wider range of beverages without adding multiple appliances to the kitchen.

Best for

• Premium office kitchens

• Executive and client-facing spaces

• Hospitality environments

• Workplace renovations and fit-outs

• Businesses prioritising a clean, integrated look

Key trade-off

Under-sink systems maximise bench space and create a streamlined finish, but installation is more involved than standalone dispensers and requires suitable cabinet space beneath the counter.

6. Integrated (Built-In) Dispensers

Supply: Mains-connected

Beverage options: Still, chilled, sparkling and hot water (system dependent)

Integrated water dispensers are designed to become part of the workplace rather than stand alongside it. Instead of being installed as a standalone appliance, they're built into cabinetry, kitchen islands or breakout spaces as part of an office fit-out or refurbishment.

This approach is increasingly common in modern workplaces where the kitchen is treated as an employee amenity rather than simply a utility space. By integrating the system into the design, businesses can provide high-quality drinking water while maintaining a clean, uncluttered aesthetic.

Integrated systems can offer the same beverage range as other mains-connected solutions—including chilled, sparkling and hot water—with the added benefit of disappearing into the surrounding joinery. Some connected systems also include functional flavoured drinks, allowing a single built-in tap to serve a wider range of beverages throughout the day.

Best for

• New office fit-outs

• Workplace refurbishments

• Premium kitchens and breakout spaces

• Design-led offices

• Hospitality environments

Key trade-off

Integrated systems create the most seamless finish but work best when planned early in a fit-out or renovation, as installation typically forms part of the wider kitchen or joinery design.

How to Choose the Right Water Dispenser for Your Office

Choosing the right water dispenser comes down to five questions:

Team size

Smaller teams often do well with bottled or countertop systems, while larger workplaces usually benefit from mains-connected solutions that can support higher daily demand.

Water supply

If plumbing is available, a connected system removes the need for bottle deliveries. If it isn't, bottled coolers or smart dispensers with jerry cans remain a practical option.

Beverage options

Think beyond still water. Some workplaces only need drinking water, while others want chilled, sparkling, hot or functional beverages that encourage people to drink more throughout the day.

Installation

Some systems simply plug in. Others are integrated into cabinetry or require professional installation. Consider whether flexibility or permanence suits your workplace.

Running costs

The cheapest dispenser to install isn't always the cheapest to own. Deliveries, servicing, storage and maintenance all affect the total cost over time.

Comparison at a Glance

Beyond the Dispenser: What Actually Determines the Right Choice

By now, you've probably narrowed the field to one or two types of dispenser. The final decision usually comes down to four practical questions: how much administration the system creates, whether people will actually use it, what it costs over time, and whether it's the right fit for your workplace in the first place.

How Much Admin Will It Create?

For many facilities managers, this is the first question—not the purchase price.

When comparing water dispensers, look beyond the specification sheet and ask three things:

• How often does the system need servicing?

• What maintenance can your team do themselves?

• Can the supplier detect faults before users report them?

A connected mains system should score well on all three. REFILL+ Series 2, for example, includes two scheduled maintenance visits per year, filter changes based on actual usage rather than fixed dates, and remote monitoring through AURA, allowing many issues to be identified before anyone on-site notices them.

"Asking an FM to replace a filter on a schedule or do a stock take doesn't actually tell you what's going on with the system. When you're tracking every dispense you get the full picture. So instead of waiting for someone to report a problem, we already know about it and can get ahead of it."

Ashlyn Kennedy, Product Manager, Aquablu

→ Learn more about Aquablu's managed service model

Will the Team Actually Use It

Will the Team Actually Use It?

A water dispenser only delivers value if people use it consistently. That's where beverage choice makes a difference.

Still water alone often isn't enough to change habits. Giving people access to chilled, sparkling and functional flavoured drinks creates more reasons to refill throughout the day, helping hydration become part of the workplace routine rather than an occasional choice.

That pattern is reflected in customer workplaces. At STARP, a sports marketing agency, switching to Aquablu helped replace around 100 cans each week, with sparkling water quickly becoming the team's favourite.

"I'm a big fan of the sparkling, and people are very bothered when it's not there."

Carolien van 't Hek, Managing Partner, STARP

→ Read the STARP case study

A similar story played out at Visma YouServe, where a new hydration point became part of a redesigned office café intended to encourage employees back into the workplace.

"We wanted the workplace to be fun again—a place where you meet colleagues, play a game, have a chat at the coffee machine... or now, the Aquablu machine."

Ingeborg Brandsma, Marketing Manager, Visma YouServe

→ Read the Visma YouServe case study

The Cost Question

Cost is one of the most important questions for a business. The investment needs to prove it brings value, long-term, at a reasonable cost.

For very small offices, a basic bottled cooler or simple plumbed dispenser is usually the lower-cost option. As teams grow and daily consumption increases, however, the economics begin to shift.

For example, an office of around 25 people consuming approximately 1,000 drinks per month could spend around €800 per month on bottled water deliveries. REFILL+ Kickstart starts from €390 per month, reducing ongoing costs while removing deliveries, bottle storage and replacement.

The right comparison isn't simply purchase price, it's the total cost of ownership over the life of the system.

→ Explore REFILL+ pricing

When a Water Dispenser Isn't the Right Choice

Not every workplace needs a connected hydration system.

You may be better served by another solution if:

• Your office has fewer than around 25 regular users.

• Daily water consumption is low.

• You're in a temporary workspace without long-term plans.

• A simple bottled cooler or filtered water jug already meets your needs.

Sometimes the most appropriate recommendation is not the most advanced one.

If you're unsure where your office sits, it's often worth talking it through before requesting a quote.

→Speak to an Aquablu specialist

Where REFILL+ Series 2 Fits

If you've worked through the options above and decided that a connected mains-fed system is the right fit, that's exactly where REFILL+ Series 2 is designed to sit.

Rather than adding another appliance to the office kitchen, it brings chilled still water, sparkling water, hot water and functional flavoured drinks together in one connected system. Depending on your workspace, it can be installed as a countertop unit, an under-sink system or integrated into a new kitchen fit-out. For locations without a plumbing connection, the Smart Jerrycan provides a standalone alternative.

Behind the scenes, every dispense is logged through AURA. That means maintenance is scheduled according to actual usage, not fixed dates, while water consumption data can be exported for sustainability reporting, including CSRD, GRI and internal ESG reporting.

For organisations looking to improve employee experience while reducing the administration associated with bottled water, REFILL+ Series 2 is designed to replace multiple appliances with a single connected hydration system.

→ Explore REFILL+ Series 2

The Next Step

If you've decided a connected water dispenser is the right fit for your workplace, the next step is understanding what it would cost in your office.

Our ROI calculator compares your current setup with REFILL+ Series 2 based on team size and estimated consumption, helping you see where the break-even point sits in under a minute.

→ Run the ROI calculator

Prefer to talk it through? Book a 15-minute demo and we'll come to you to discuss your options and what makes sense for your office.

→ Book a demo