Buying used equipment or auctioned items for your coffee shop can be one of the smartest financial moves when you’re starting or expanding your business. New equipment is expensive, and purchasing second-hand can lower your startup costs significantly—sometimes by 30% to 70%. However, this decision must be made carefully. Used equipment, if not chosen wisely, can lead to unexpected repair costs or inefficiencies that harm your operations.
In this detailed guide, I’ll walk you through everything you need to know about buying used equipment for your coffee shop, including why you should consider it, where to buy, how to evaluate equipment, red flags to watch out for, tips for auction purchases, and a full checklist you can follow when inspecting an item.
This guide is structured as follows:
1. Why Consider Used Equipment for Your Coffee Shop?
- Cost Savings: The most obvious advantage is reduced costs. Espresso machines, grinders, refrigerators, and ovens lose value immediately after purchase—even if they are barely used.
- Faster ROI: Lower equipment costs mean your coffee shop can become profitable faster.
- Access to Premium Brands: Instead of buying a new budget brand, you can afford higher-end, durable, industry-grade brands used.
- Sustainability: Buying second-hand supports sustainable business practices by reducing waste and manufacturing demand.
2. Where to Find Used Coffee Shop Equipment
You have multiple options for sourcing used equipment:
A. Auctions
- Restaurant liquidation auctions are a top source. Coffee shops often close and liquidate everything fast.
- Online auction platforms:
- BidSpotter
- RestaurantEquipment.Bid
- BCL Auction
- Auction Nation
- Local auction houses sometimes specialize in restaurant closings.
- Pros: Often cheaper than private sellers.
- Cons: Limited time for inspection; items sold “as-is”.
B. Restaurant Equipment Resellers
- Specialized resellers buy, refurbish, and sell used restaurant equipment.
- They often offer short-term warranties (30-90 days).
- Examples:
- WebstaurantStore (used section)
- ACityDiscount
- Seattle Coffee Gear (used equipment section for espresso machines)
C. Direct from Other Coffee Shops
- Check listings on:
- Craigslist
- Facebook Marketplace
- OfferUp
- Local food service forums or Facebook Groups (e.g., “Coffee Shop Owners Group”)
- Pros: You can negotiate.
- Cons: Buyer beware—no warranties.
D. Bankruptcies or Liquidation Sales
- Some law firms and consulting firms specialize in restaurant bankruptcies. They often host sales before auctioning assets.
3. What Used Equipment You Can (and Should) Buy
Some coffee shop equipment holds up well when bought used. Other equipment is too risky.
| Safe to Buy Used | Risky to Buy Used |
|---|---|
| Espresso Machines (if refurbished) | Refrigerators older than 5 years |
| Coffee Grinders | Ice Machines (unless verified clean) |
| Ovens and Toasters | Small appliances like blenders |
| Stainless Steel Tables & Sinks | Dishwashers (high risk of repair) |
| Shelving Units | Water Filtration Systems |
| Chairs and Tables | Cheap generic espresso machines |
4. Key Questions to Ask the Seller or Auctioneer
Before you buy any used coffee shop equipment, always ask:
- How old is the equipment?
- Why is it being sold? (Closure, upgrade, broken?)
- Has it been serviced regularly?
- Are there maintenance records available?
- Is there any remaining warranty or transferable service agreement?
- Has it been professionally cleaned?
- Can I test it before purchase? (especially critical for espresso machines, grinders, fridges)
- Any known issues or quirks?
If the seller hesitates or provides vague answers—be cautious.
5. How to Inspect Used Equipment (Full Checklist)
When inspecting an item in person:
- Visual Inspection
- Look for dents, rust, cracks, and missing parts.
- Check gaskets, seals, hoses, and attachments.
- Open up accessible panels to inspect internal components (if possible).
- Operational Test
- Turn it on and run it through a basic function test.
- Espresso machines: pull a shot, check steam wand.
- Refrigerators: check cooling cycle.
- Noise Test
- Listen for any strange noises (whirring, clanking, hissing).
- Smell Test
- Bad smells (burnt wires, mildew) are red flags.
- Check for Modifications
- Make sure the equipment hasn’t been jury-rigged in unsafe ways.
- Inspect for Electrical and Plumbing Compatibility
- Verify voltage (110V vs 220V) and fitting sizes match your shop’s setup.
6. Red Flags When Buying Used Coffee Shop Equipment
- No testing allowed: Walk away immediately.
- No maintenance records available: Especially for expensive items.
- Visible rust or water damage: Could indicate bigger internal issues.
- Excessively cheap prices: If it looks too good to be true, it often is.
- Outdated brands/models: Hard to find replacement parts.
- “As-is” auctions without inspection days: You’re gambling.
7. Special Considerations for Espresso Machines
Espresso machines are the heart of a coffee shop. They’re expensive new ($5,000–$20,000), so buying used makes sense—but they’re also complex.
When buying a used espresso machine:
- Always ask for proof of regular descaling and servicing.
- Confirm boiler pressure stability (critical for espresso quality).
- Inspect the group heads, steam wands, boiler, and control panel.
- Consider buying from authorized refurbishers like Seattle Coffee Gear or Whole Latte Love.
- Expect to budget $300–$800 for initial servicing even if it looks fine.
8. How Auctions Work for Coffee Shop Equipment
Step-by-Step Auction Process
- Registration: Create an account with the auction platform.
- Inspection: Most auctions offer a preview day—attend if you can.
- Bidding: Place a maximum bid. Some auctions are live, others are timed.
- Winning: If you win, you’ll be emailed an invoice immediately.
- Payment: Most require payment within 24–48 hours.
- Pickup: You must arrange pickup within a tight window (often 1–3 days).
- Transport: You’re responsible for moving and safely transporting items.
Pro Tip: Factor in rigging and moving costs! A $300 espresso machine can easily cost $200 to move.
9. Budgeting for Used Equipment Purchases
When budgeting, don’t just think about the auction bid or sale price:
| Expense | Typical Range |
|---|---|
| Equipment purchase | Base cost |
| Servicing/Repairs | 10–20% of equipment cost |
| Transportation | $100–$500 per heavy item |
| Installation/setup | $200–$800 depending on item |
Always reserve an extra 20–30% contingency fund for unexpected repairs or adjustments.
10. Should You Buy a Warranty?
Some resellers offer limited warranties (30–90 days). These are worth paying for, even if it costs a little more.
Private sellers and auctions usually sell “as-is.” In these cases:
- Budget for repairs yourself.
- Get items inspected quickly after purchasing so you can act fast if repairs are needed.
11. Final Tips for Success
- Start with critical items: Focus on espresso machine, grinders, refrigerator first.
- Know your layout: Measure your shop carefully before buying bulky equipment.
- Negotiate in private sales: Many sellers expect offers lower than list price.
- Move fast: Good used items go quickly, especially in major cities.
- Don’t be sentimental: If a machine seems unreliable, walk away—even if it’s beautiful.
- Plan your equipment flow: Buy core brewing and service equipment first; furniture and decor can follow later.
Conclusion: Buying Used = Smart, Strategic, and Sustainable (If Done Right)
Buying used or auctioned equipment for your coffee shop can dramatically lower your startup costs and allow you to invest more money into marketing, staff, and customer experience. However, it requires a strategic, careful, and informed approach.
If you inspect thoroughly, choose reliable brands, budget for repairs, and stay patient during your search, you can land incredible deals that will set your coffee shop up for long-term success.
By following the steps and checklist above, you position yourself to get the best bang for your buck, minimize financial risk, and launch your coffee shop with confidence and strength.
