Bottled Water Coolers: The Hidden Costs and When it Makes Sense to Switch
Most offices know what they spend on bottled water. Far fewer know what it costs to keep bottled water running. This office water guide runs you through it.
Bottled water coolers have been a workplace staple for decades. They're simple to install, don't require a plumbing connection and, for many smaller offices, they're still the right choice.
The challenge is that the cost of bottled water extends well beyond the delivery invoice. As teams grow, you're also paying for deliveries, bottle storage, stock management and the time it takes to keep everything running smoothly. Those costs rarely appear in one place, making it difficult to know when a different approach starts to make financial sense.
This guide compares bottled water delivery with mains-fed systems, looking at the total cost of ownership, day-to-day administration, installation requirements and the practical differences between the two. By the end, you'll have a clearer picture of whether it's worth upgrading, or whether your current setup is already the right fit.
THE REAL COST OF Bottled Water COOLERS
The cost of a bottled water cooler isn't just the bottles themselves.
Every delivery needs to be received, stored and managed. Full bottles take up space until they're needed, empty bottles wait to be collected, and someone in the office is usually responsible for monitoring stock and placing the next order. If demand is higher than expected, the cooler can run dry before the next delivery arrives.
Individually, those tasks don't take much time. Together, they become part of the ongoing cost of running a bottled water system, alongside the water itself.
For offices with between 50 and 100 employees, bottled water delivery typically costs around €347 per employee, per year once bottle deliveries, deposits and day-to-day administration are taken into account. That's a more useful figure than the price of an individual bottle because it reflects the total cost of ownership rather than the purchase price alone.
The question isn't whether bottled water works. The question is whether your office has reached the point where a different approach would be simpler and more cost-effective.
FAQs
01
Is a bottled water cooler or a mains-fed water dispenser better for an office?
Neither option is better for every workplace. Bottled water coolers are often the simplest choice for smaller offices or temporary locations because they don't require installation. As your team grows, a mains-fed water dispenser usually becomes more practical by removing bottle deliveries, storage requirements and ongoing administration. The right choice depends on your office size, water consumption and long-term operating costs.
02
At what office size should you switch from bottled water?
There's no fixed threshold, but many organisations start comparing alternatives once they have around 25 to 50 employees. At that point, the cost of bottled water delivery, storage and administration often outweighs the cost of a mains-fed system. The best way to decide is to compare the total annual cost for your own workplace rather than looking at the price per bottle.
03
How long does it take to install a mains-fed water dispenser?
A typical installation takes around 2 to 2.5 hours. Most installations require access to a water supply, power and drainage, along with sufficient cabinet space. Once installed, there's no need to manage bottle deliveries or store full and empty water bottles.
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