Operating an ATM machine business requires compliance with financial services rules, payments network standards, cash handling laws, consumer disclosure requirements, and local permitting. The exact obligations vary by country, state/province, and municipality, and by whether you are an independent deployer, a bank/credit union, or a managed-service operator for site owners.

Business formation, registrations, and taxes
Choose a legal structure (e.g., LLC/corporation) that supports liability protection and banking relationships.
Register the business and obtain required tax IDs; set up sales/use tax or VAT processes if applicable to surcharge income or equipment sales/service (treatment varies by jurisdiction).
Maintain accurate books and audit-ready records for ATM settlements, cash loads, commissions paid to locations, and service fees.

Licensing and money services regulation (MSB / money transmitter / similar)
Assess whether your ATM activities trigger licensing as a money services business, money transmitter, or equivalent (definitions often depend on who owns the cash, who controls settlement, and whether you provide “cash withdrawal services” to the public).
If licensing applies, plan for: application fees, background checks, minimum net worth or bonding, periodic examinations, and ongoing reporting.
If licensing does not apply in your area, document the legal basis (counsel memo) and monitor changes, as regulators can reclassify activities or update thresholds.

Anti–money laundering (AML) and counter-terrorist financing (CTF) compliance
Even where not formally licensed, banks and payment processors often require an AML program as a condition of sponsorship and settlement services.
Implement written policies covering risk assessment, customer/site due diligence, transaction monitoring expectations (especially for high-cash locations), suspicious activity escalation, recordkeeping, and staff training.
If you operate cryptocurrency-enabled ATMs, expect significantly higher AML/CTF obligations (KYC procedures, enhanced monitoring, and stricter reporting), and confirm licensing requirements specific to virtual asset services.

Payment network and processor requirements (Visa/Mastercard/Plus/Cirrus and local networks)
ATMs typically operate through a sponsoring bank/processor. Your business plan should reflect compliance with network operating regulations, settlement rules, and dispute/chargeback processes.
Confirm obligations for terminal identification, routing, EMV support where required, encryption standards, and permitted surcharge practices.
Maintain contracts that clearly define responsibilities for fraud losses, communications downtime, and key management (who handles cryptographic keys and how they are rotated).

PCI and security standards
Follow applicable PCI standards and ATM-specific security requirements (commonly including requirements for PIN security and protection of cardholder data).
Use certified hardware and approved software configurations; avoid unsupported operating systems and ensure timely patching.
Document physical security controls: anti-skimming measures, tamper-evident seals, surveillance expectations at host sites, and incident response steps for suspected compromise.

Consumer protection and fee disclosure
Comply with rules on on-screen and/or external signage disclosures for surcharges and fees, including requirements for consent before completing a transaction.
Provide clear receipt information (fee amount, location ID, contact information for error resolution) as required by local law/network rules.
Ensure accessibility where applicable (e.g., requirements for reachable controls, audio assistance, screen visibility), and coordinate with site owners on placement and clear floor space.

Data protection and privacy
Minimize collection of personal data; retain only what is necessary for settlement, dispute resolution, and compliance.
Adopt a privacy policy addressing what data is captured (e.g., terminal logs, camera footage if used), retention periods, sharing with processors/sponsoring banks, and breach notification obligations.
Implement security measures for remote monitoring tools and technician access (least privilege, MFA, logging).

Cash handling, armored transport, and loss prevention
If self-loading, ensure procedures for cash sourcing, dual control, reconciliation, and secure transport; some jurisdictions require permits or specific protocols for transporting large cash amounts.
If using armored carriers, verify their licensing/insurance and define chain-of-custody, cash vaulting, and discrepancy resolution in the contract.
Maintain internal controls to deter employee theft and to document variances (cash in vs. cash out, cassette counts, and settlement reports).

Site contracts, property permissions, and local permits
Execute written location agreements covering placement, power/telecom access, responsibility for damage, hours of access, signage rights, revenue share, and termination/removal rights.
Confirm local permitting requirements for installing kiosks (electrical work, signage, ADA/accessibility, landlord approvals).
Address landlord/tenant issues: if the host is a tenant, ensure landlord consent where required.

Advertising, signage, and consumer-facing claims
Avoid misleading claims about “free” withdrawals, exchange rates, or availability; ensure marketing aligns with actual fees and operating hours.
If you provide multilingual prompts or assistance, ensure accuracy and consistent fee disclosure across languages.

Insurance requirements
Typical coverages include general liability, property/equipment, inland marine (cash in transit), crime/fidelity (employee dishonesty), cyber, and errors & omissions (where applicable).
Confirm host site insurance requirements and name additional insureds if contractually required.

Employment, contractor, and technician compliance
If using technicians or subcontractors, define background screening, key control, access rules, and confidentiality.
Follow labor laws for wages, working hours, and safety; maintain training records for cash handling and security procedures.

Ongoing compliance management
Assign a compliance owner, maintain a compliance calendar (license renewals, audits, processor certifications), and keep copies of network/processor bulletins and policy updates.
Track and document incidents (skimming attempts, cash discrepancies, outages), corrective actions, and customer complaints.
Plan for periodic internal reviews of fee disclosures, accessibility, security posture, and vendor performance.

Founder’s checklist for the business plan
List applicable licenses/registrations and status (required/not required/under review).
Identify the sponsoring bank/processor and summarize key compliance obligations in those contracts.
Describe AML/CTF approach proportional to your model (cash owner, loading method, location types, and any crypto features).
Document PCI/security approach, including hardware certifications and anti-skimming plan.
Outline consumer fee disclosure method and complaint handling process.
Specify insurance coverages and cash logistics (self-load vs armored carrier) with controls and responsibilities.

Financing an ATM machine business typically involves a mix of equipment acquisition funding, working capital, and (where applicable) site build-out costs. Your business plan should separate these needs clearly because lenders and investors evaluate hardware-backed financing differently from cash needed to fund vault cash, servicing, and operating expenses.

What you are financing
ATM purchase or lease (new vs. refurbished, EMV-ready, cash recycler vs. standard dispenser)
Installation and site preparation (electrical, data line, mounting, compliance signage)
Processing setup and integration (processor relationship, software, remote monitoring tools)
Vault cash (cash loaded into machines; usually your largest ongoing capital requirement)
Maintenance and parts (service contracts, cassette replacements, dispenser repairs)
Insurance, licensing, and compliance costs (varies by jurisdiction and business model)
Vehicle and tools (for cash loading and service calls, if self-managed)

1) Bootstrapping and owner capital
Many founders start with personal funds to buy one or two units and prove placement economics. In the plan, explain how you will control early-stage risk: conservative transaction forecasts, limited machine count, and a clear site selection method. Clarify whether your initial capital will also cover vault cash or if you will rely on a separate line of credit for cash needs.

2) Equipment financing (loan) for ATM hardware
Equipment loans are common because the ATM is a tangible asset. Your plan should specify the vendor, model range, warranty status, and expected useful life. Lenders typically want to see that the units are compliant with current card and security requirements, and that you have a maintenance plan. Include how you will secure the equipment (ownership, UCC filing where applicable) and how installation timelines impact revenue start dates.

3) Leasing (operating lease or finance lease)
Leasing can reduce upfront outlay and help scale placements faster. Describe the lease structure, what is included (maintenance, swap-outs, software), and what happens at end-of-term. If you plan to lease, address how lease payments behave when a location underperforms and your process for redeploying machines to stronger sites.

4) Working capital line of credit (for operations and vault cash management)
ATM businesses can be constrained by cash tied up in machines. A working capital line can support vault cash, replenishment cycles, parts, and technician labor. In your plan, distinguish between:
Operating cash (payroll, fuel, communications, insurance)
Vault cash (cash inside the ATM, which is not an expense but does require funding)
If you intend to use a credit line for vault cash, outline daily/weekly balancing controls, cash reconciliation procedures, and who has custody and dual-control responsibilities.

5) Merchant/location partnerships (shared economics)
Some locations will co-fund the machine or contribute to build-out in exchange for a higher revenue share or better surcharge terms for customers. Document the proposed revenue split, who owns the ATM, and who funds vault cash. Include how you will structure site agreements to avoid disputes (service standards, uptime expectations, signage rights, exclusivity, and contract duration).

6) Cash management partners (armored car and vault cash programs)
Instead of self-funding and self-loading, you may use armored cash services and/or vault cash programs. These can reduce operational complexity but change your margins and contract obligations. In your plan, define which model you will use:
Self-load (higher control, more operational responsibility)
Armored service (predictable scheduling, service fees, minimums)
Vault cash program (third party supplies cash; you pay fees and follow settlement terms)
Explain how this choice affects scaling speed, security, insurance requirements, and reconciliation.

7) SBA-backed or bank term loans (business expansion)
For multi-unit expansion, traditional bank lending may be viable if you can demonstrate consistent net cash flow per location, strong controls, and documented contracts. Include your portfolio performance reporting approach (transactions, uptime, service logs), concentration risk (reliance on a few locations), and how you will handle underperforming machines (relocation policy and costs).

8) Private investors (equity or revenue share)
Equity can accelerate growth but requires clear governance and reporting. If using investors, specify what they are funding (machines, vault cash, marketing/site acquisition) and what they receive (equity, preferred return, revenue share per machine). Describe investor protections: audited or third-party processor reports, bank account controls, and a transparent machine-level P&L.

9) Vendor or distributor programs
Some ATM vendors and distributors offer bundled packages (machine + installation + monitoring) and may provide financing options. In the plan, compare total cost of ownership across vendors, what support is included, lead times, and replacement policies for hardware failures.

What lenders and investors will expect to see
Placement strategy (target venue types, expected foot traffic, customer cash needs, hours of operation)
Documented site agreements or letters of intent (term, exclusivity, revenue split, access rights)
Processor relationship and settlement flow (how funds move, timing of settlements, chargeback exposure where applicable)
Security and cash controls (dual custody, auditing, camera coverage expectations, incident response)
Maintenance and uptime plan (spare parts strategy, SLA targets, remote monitoring)
Compliance approach (KYC/AML considerations depending on services offered, surcharge disclosure rules, data security)

How to present funding needs in your business plan
Use a sources-and-uses table that separates:
Hardware acquisition (per machine cost and timing)
Installation/build-out (one-time costs per location)
Initial working capital (operating buffer)
Vault cash requirement (per machine cash level and replenishment frequency assumptions)
Then include a 12–24 month cash flow that reflects settlement timing, service fees, lease/loan payments, and realistic ramp-up for new locations.

Common pitfalls to address upfront
Underestimating vault cash needs and replenishment frequency
Signing short or vague site agreements that allow easy replacement by competitors
Ignoring downtime costs and slow repair cycles
Overpaying for “premium” locations without validating transaction potential
Mixing vault cash with operating funds without clear accounting and controls

Marketing and sales for an ATM machine business should focus on two parallel goals: (1) winning and retaining high-quality host locations, and (2) driving consistent transaction volume at those locations. Your strategy should be built around a clear value proposition for each stakeholder—property owners/managers (hosts), cardholders (end users), and financial/processing partners—while maintaining compliance and operational reliability.

Target customers and decision-makers
Hosts are the primary “customers” because they control placement. Prioritize segments with steady foot traffic, cash-heavy purchases, and limited nearby banking access. Common targets include convenience stores, liquor stores, small grocery markets, gas stations, bars/clubs, restaurants, hotels/motels, event venues, laundromats, dispensaries where permitted, and high-traffic service businesses (barbershops, salons). Decision-makers are usually owners, store managers, landlords, or property management firms; your outreach should be tailored to their priorities: incremental revenue, customer convenience, security, and minimal operational burden.

Positioning and value proposition
For hosts, position your company as a “zero-hassle cash access partner.” Core promises should include: fast installation, attractive hardware, high uptime, responsive service, transparent revenue-sharing, and safe cash handling. For cardholders, the message is simple: easy access to cash where they need it, with clear fee disclosure. For partners (processors, armored cash services, banks), emphasize compliance discipline, predictable operations, and clear documentation.

Go-to-market approach (how you will get locations)
Use a mix of direct outreach and channel partnerships.
1) Direct sales: build a prospect list by neighborhood and vertical; visit during off-peak hours; pitch a one-page host proposal; follow up with email/text; close with a simple agreement and install date.
2) Referral partnerships: align with POS/reseller reps, business brokers, commercial real estate agents, vending route operators, and local merchant associations. Offer a defined referral fee or a revenue-share override where permissible.
3) Multi-location groups: pursue regional operators (small chains) where one relationship can lead to multiple placements. Prepare a standardized packet covering service levels, reporting, and contract terms.
4) Digital inbound: maintain a “Host an ATM” landing page with clear terms, requirements, and a short application; use local SEO for “ATM placement” and “ATM for my store” queries; collect leads and respond quickly.

Host acquisition messaging (what to say and show)
Keep the pitch practical and host-focused. Your collateral should include:
- A one-page summary of earnings structure (surcharge split or rent model), responsibilities, and installation timeline.
- Photos of the ATM model(s) and footprint requirements (space, power, optional internet).
- Service commitments (response time, uptime expectations, cash replenishment plan).
- Security features and placement best practices (visibility, lighting, camera coverage).
- Compliance basics (fee disclosure, signage, ADA considerations where applicable, PCI and processing relationships).

Pricing and revenue structure strategy
Your sales strategy should define a standard offer with room for location-based adjustments. Typical models include:
- Surcharge split: you set a surcharge; share a negotiated percentage with the host.
- Fixed monthly rent: predictable cost for you, predictable income for the host; best for proven high-traffic locations.
- Hybrid: smaller fixed rent plus a reduced surcharge share.
Define rules for exceptions (high-risk areas, special hours, high cash demand, or competitive placement). Avoid competing solely on the highest host payout; protect margin to fund service quality, replenishment, and upgrades.

Lead qualification and site selection
A disciplined qualification process improves profitability. Evaluate each site on:
- Foot traffic patterns and peak hours
- Cash usage indicators (average ticket, cash-only or cash-discount behavior, nearby ATMs/banks)
- Visibility and accessibility (line of sight, ADA access, safe entry/exit)
- Power/internet availability and installation constraints
- Security environment (cameras, lighting, staff presence)
- Host reliability and willingness to support basic operational needs (e.g., reporting issues promptly)
Document a simple scoring checklist and decline locations that cannot meet minimum safety or operational standards.

Sales process and pipeline management
Implement a repeatable process with clear stages and time targets:
Prospect list creation → First contact (walk-in/call/email) → Site assessment → Proposal and earnings estimate → Agreement → Installation scheduling → First 30-day performance review → Quarterly reviews.
Track each lead in a CRM (even a lightweight one) and measure conversion rates by channel and vertical. Aim for speed: hosts often decide quickly if the offer is clear and the installation is easy.

Contracts and negotiation approach
Your host agreement should be short, readable, and operationally precise. Key points to standardize:
- Term and renewal; removal rights; exclusivity (if any)
- Revenue share/rent, payment timing, and reporting
- Responsibilities for electricity, connectivity, and access hours
- Placement requirements and relocation terms within the premise
- Service levels and escalation process for outages
- Liability and insurance expectations
Keep negotiation boundaries clear (minimum margin, minimum access hours, required placement visibility) to avoid unprofitable installs.

Transaction volume growth at installed locations
After placement, increase usage without creating compliance issues:
- Optimize placement inside the store (near entrance/checkout, visible signage, good lighting).
- Provide tasteful, compliant point-of-sale signage (“ATM Available”) and window decals.
- Encourage hosts to mention the ATM during cash-discount offers, tips, or cash-only promotions (where legal).
- Ensure fee disclosure is clear to avoid disputes that harm usage and reputation.
- Maintain high uptime; reliability is the strongest driver of repeat use.

Brand and reputation building
In a local ATM business, reputation travels through merchants. Build trust by delivering consistent service: prompt repairs, accurate payouts, professional technicians, and proactive communication. Maintain a simple website with contact details, service area, “host an ATM” form, and a support line for outage reporting. Keep Google Business profiles for your service hub(s) and request reviews from host businesses when appropriate.

Customer support as a sales lever
Support quality directly impacts renewals and referrals. Define and advertise internal standards such as response times for outages, cash-out events, receipt/paper issues, and dispute handling. Provide hosts with a dedicated contact method (phone/text) and a clear escalation path. Regular check-ins (first week, first month, then quarterly) prevent small issues from becoming removals.

Partnerships with processors and cash logistics
Your marketing claims must align with operational capability. Select processing and monitoring partners that provide real-time alerts, reporting, surcharge management, and dispute workflows. If using armored services or third-party replenishment, market “professional cash management” only when service-level expectations are contractually supported.

Compliance considerations in marketing
Avoid promotions that obscure fees or imply bank affiliation. Ensure all marketing materials reflect required fee disclosures at the machine and on-screen. Maintain consistent branding and clear contact information on the ATM to support consumer trust and complaint resolution. If you operate in regulated or higher-risk verticals, include additional underwriting steps in your sales process and ensure processor alignment.

Retention and expansion strategy
Treat each install as a long-term account. Use performance reviews to decide whether to adjust surcharge, add a second machine, relocate within the venue, or upgrade hardware. Build a referral program for hosts (e.g., a one-time bonus or improved revenue share after a referred location completes a performance period). Expansion should prioritize density in a geography to reduce service time and improve cash route efficiency.

Key marketing and sales metrics to track
Track metrics that connect sales activity to profitability:
- Leads by channel and vertical
- Cost per acquired location (including commissions and install costs)
- Conversion rates by sales stage
- Average time from first contact to installation
- Transactions per month per ATM and trends after placement changes
- Uptime and mean time to repair
- Host churn rate and reasons for removal
- Profit per location after cash logistics, processing, and maintenance

90-day execution plan
Days 1–30: finalize target verticals and service area; create host proposal packet and site checklist; set standard pricing and contract templates; launch “Host an ATM” landing page; begin outbound outreach and secure first installs.
Days 31–60: refine pitch based on objections; formalize referral partners; implement CRM tracking; standardize installation and support procedures; perform first performance reviews and optimize placement/signage.
Days 61–90: focus on repeatable channels that convert; pursue multi-location groups; tighten qualification to improve unit economics; develop a documented expansion plan for cash logistics and service coverage.

The operations and logistics section for an ATM machine business should explain how you will source, deploy, service, cash-load, monitor, and secure your fleet. Investors and lenders expect to see repeatable processes, clear vendor responsibilities, and controls that reduce downtime, cash loss, and compliance risk.

Operating Model (What You Actually Do)
Define whether you will: (1) own and operate ATMs placed in third-party locations, (2) manage ATMs on behalf of location owners, or (3) run a hybrid model. Clarify who owns the machine, who owns the cash, who pays processing fees, and who receives surcharge revenue. Include how you will structure contracts with merchants (term length, revenue share, exclusivity, service level expectations, signage/branding permissions).

ATM Fleet Strategy and Deployment Plan
Describe your criteria for selecting sites and deploying machines:
- Target location types (e.g., convenience stores, bars/restaurants, dispensaries where legal, travel centers, entertainment venues, laundromats)
- Minimum expected transaction volume threshold to justify placement
- Accessibility (ADA considerations), lighting, camera coverage, and space requirements
- Network connectivity options (hardline, cellular modem, dual-SIM for redundancy)
- Power requirements, physical anchoring, and placement to reduce theft risk
- Local permitting or property requirements if applicable

Procurement and Vendor Management
Outline how you will source hardware and parts:
- ATM manufacturers/authorized resellers and model selection based on reliability, parts availability, EMV compatibility, and remote management support
- Standardization plan (fewer models reduces spare parts inventory and technician training time)
- Warranty terms, extended service plans, and swap/repair turnaround expectations
- Spare parts inventory (keypads, card readers, printers, cassettes, modems, locks) and where it is stored
- Lead times for new machines and contingency plans if supply is delayed

Cash Management and Vaulting Logistics
Cash handling is the core logistical activity; detail your approach and controls:
- Funding model: self-funding vs. using a cash management provider (vault cash) and how float requirements scale with the number of ATMs
- Replenishment schedules based on transaction patterns, seasonality, and location hours
- Threshold-based replenishment (refill triggered by low-cash alerts rather than fixed schedules where possible)
- Chain of custody procedures (dual-control, sealed bags, counting protocols, logs, reconciliation steps)
- Cash forecasting process to avoid both stock-outs (downtime) and overfunding (idle cash)
- Insurance coverage for cash in transit, cash in machine, and employee fidelity/bonding

Armored Transport vs. In-House Cash Loading
State whether you will use armored couriers, in-house staff, or a blended approach. Explain decision criteria (risk, cost, geography, volume):
- Armored: contract terms, service areas, SLAs, holiday coverage, and dispute handling
- In-house: hiring standards, background checks, routing, vehicle security, and policies limiting single-person access
If in-house loading is used, document strict controls and when you will transition to armored as the fleet grows.

Transaction Processing and Network Connectivity
Describe the operational stack that keeps ATMs transacting:
- Processor/switch relationship and responsibilities (settlement timing, reporting, chargeback handling, network rules)
- Sponsoring bank/ISO requirements and how you will maintain ongoing compliance (KYC for merchants, required disclosures, signage)
- Communications: cellular vs. broadband, redundancy plan, and monitoring of signal strength and data usage
- Settlement workflow: daily reconciliation between processor reports, cash load logs, and bank account activity

Monitoring, Uptime, and Remote Management
Explain how you will reduce downtime and respond quickly to issues:
- Remote monitoring tools for cash levels, error codes, receipt paper low, comms outages, and fraud alerts
- Alert triage process (who receives alerts, response time targets, escalation path)
- Preventive maintenance schedule (cleaning, firmware updates, cassette inspections, test transactions)
- On-site visit cadence for high-traffic locations and after-hours access procedures with merchants

Service, Repairs, and Field Technician Workflow
Define how break/fix support will be delivered:
- In-house technicians vs. third-party service dispatch (coverage hours, response SLAs, cost per call)
- Standard troubleshooting scripts and required spares carried in the field
- Swap strategy (swap whole unit to minimize downtime vs. repair on-site) and how you secure replacement units
- Documentation: service tickets, parts used, root-cause analysis, and follow-up verification

Physical Security and Fraud Controls
ATMs face theft and fraud risks; document layered controls:
- Site-level security requirements (visible cameras, lighting, line of sight from staff, bolting/anchoring, secure placement away from exits)
- Anti-skimming measures (anti-skimming hardware, inspection routines, tamper-evident seals, user education signage where appropriate)
- Lock/key management (restricted key access, key logs, re-key policy after staff changes)
- Incident response process for suspected skimming, theft attempts, or vandalism (shutdown, notify processor/sponsor, law enforcement, merchant coordination)

Compliance and Recordkeeping
Explain the operational compliance framework without overstating specifics:
- Required disclosures (surcharge notice, operator contact info) and process to keep signage current
- PCI-related responsibilities (scope reduction by using validated devices and limiting data handling; vendor attestations where applicable)
- AML/suspicious activity awareness in high-cash environments and how you coordinate with your sponsor/processor expectations
- Record retention for contracts, service logs, cash logs, reconciliations, and incident reports

Merchant Onboarding and Location Operations
Describe the steps to launch a new location smoothly:
- Site survey checklist (power, connectivity, foot traffic, security, placement)
- Contracting and revenue share setup; onboarding packet for the merchant (support contacts, basic troubleshooting, access rules)
- Installation steps (delivery, anchoring, connectivity test, test withdrawals, signage placement)
- Ongoing relationship management (monthly performance summaries, complaint handling, renegotiation triggers)

Inventory, Consumables, and Supplies
ATMs require routine consumables; include how you prevent service interruptions:
- Receipt paper stocking levels and replenishment process
- Cleaning supplies and maintenance kits
- Spare parts minimums by model and reorder triggers
- Secure storage procedures for parts that could be misused (locks, keypads)

Facilities and Back-Office Operations
Summarize what infrastructure you need as you scale:
- Secure office/storage for parts and documents; restricted access areas
- Banking relationships and accounts for settlement and cash operations
- Accounting workflow for surcharge revenue, interchange/processing fees, armored costs, and merchant revenue shares
- Weekly/monthly close process tied to processor reports and cash reconciliation

KPIs and Operating Cadence
List the operational metrics you will track and how often you review them:
- Uptime and out-of-service hours per ATM
- Cash-outs (times the ATM ran out of cash) and average time to refill
- Transactions per day/week per location and trend over time
- Net revenue per ATM after processing, cash handling, and service costs
- Service call frequency by model/location (to guide replacement or relocation decisions)
- Fraud/incident rate and resolution time

Scaling Plan
Explain how logistics change as the fleet grows:
- Standardization on fewer ATM models and a documented install playbook
- Transition points for outsourcing (armored, third-party maintenance) based on geography and density
- Route optimization for cash loading and service visits
- Hiring plan for operations roles (dispatcher/operations manager, field techs, reconciliation specialist)

The Human Resources & Management section should show that the ATM business can operate reliably, securely, and in compliance with network and cash-handling requirements. Investors and lenders will look for clear accountability for cash management, uptime, customer dispute handling, and vendor oversight (armored cash, processors, technicians, and site hosts).

Management Structure
The company will use a lean structure supported by specialized vendors. Core leadership focuses on placement strategy, performance management, and risk controls, while outsourced partners handle cash logistics and technical repairs as needed.

Key Roles and Responsibilities
Founder / Managing Director
- Sets placement strategy (site types, pricing/surcharge, target traffic, contract terms)
- Owns relationships with site hosts (retailers, bars, convenience stores, property managers)
- Approves vendor contracts (processor, armored cash, maintenance provider) and SLAs
- Oversees risk, insurance, compliance, and business continuity
- Reviews KPIs: transaction volume, uptime, cash turns, chargebacks, and profitability per location

Operations Manager (may be founder initially)
- Coordinates installations, signage, and site readiness (power, connectivity, accessibility)
- Manages replenishment schedules, vault cash planning, and cash forecasting by location
- Tracks ATM health (alerts, cassette levels, communication failures) and dispatches service
- Maintains documentation: site agreements, service logs, cash logs, serial numbers, keys access list
- Handles customer dispute intake workflow and works with the processor to resolve claims

Cash Management & Reconciliation Lead (internal or outsourced with oversight)
- Reconciles settlement reports, vault cash movements, and surcharge income
- Reviews variance reports and investigates discrepancies promptly
- Ensures dual-control practices where applicable and enforces access permissions
- Maintains audit-ready records for cash loads, removals, and balancing

Field Service Technician (vendor or part-time employee)
- Performs first-line troubleshooting (card reader, receipt printer, keypad, dispenser, modem/router)
- Manages preventative maintenance and parts replacement scheduling
- Documents root-cause analysis and recurring failure trends per machine model/location

Sales / Site Acquisition (optional as the network grows)
- Prospecting and negotiating host agreements, revenue share, and placement terms
- Evaluates foot traffic, nearby ATMs, and security factors before placement
- Maintains pipeline and manages renewals/relocations

Staffing Plan by Growth Stage
Launch (single founder or 1–2 people): Founder covers sales and operations; bookkeeping and basic reconciliation may be outsourced; maintenance and cash replenishment handled by vendors with strong SLAs.

Expansion (multi-location): Add an Operations Manager and formalize reconciliation responsibilities; implement standardized site onboarding and cash forecasting; add a part-time site acquisition resource if growth depends on new placements.

Scale (larger network): Build a small internal operations team to manage vendor performance, dispute workflow, and analytics; consider an internal technician only if service volume and geography justify it.

Outsourcing Model and Vendor Oversight
ATM businesses often rely on third parties. The plan should specify how the company will control quality and risk:
- Processor: settlement timing, reporting quality, dispute support, monitoring tools, and compliance assistance
- Armored cash / cash replenishment: service windows, chain-of-custody, cash limits, emergency loads, and documentation requirements
- Maintenance provider: response times, parts availability, escalation path, and coverage by region
- Connectivity provider (if applicable): uptime commitments and rapid replacement of network equipment

Policies and Internal Controls
To reduce cash loss and operational errors, management will implement documented controls:
- Access control: limited key/combo access list, changes when personnel change, and secure storage of keys/codes
- Segregation of duties: separate cash handling decisions from reconciliation where feasible; require independent review of variances
- Cash logs and reconciliation: standardized forms, daily/weekly settlement checks, and exception reporting
- Incident response: steps for out-of-cash, dispenser errors, suspected tampering, and customer complaints
- Site security review: placement guidelines for lighting, camera coverage, and physical mounting/anchoring
- Compliance and recordkeeping: maintain contracts, service tickets, and settlement reports in an organized system

Training and Standard Operating Procedures
Training will focus on consistent execution and risk prevention. SOPs will cover:
- Site onboarding checklist (contract, signage, placement, power/connectivity, test transactions)
- Monitoring and alert response (communication down, low cash, error codes)
- Dispute and complaint handling (intake script, documentation, coordination with processor, resolution timelines)
- Preventative maintenance schedule and basic troubleshooting steps
- Cash forecasting methods and replenishment scheduling logic
- Safety procedures for any employee site visits (travel, after-hours access, and incident escalation)

Performance Management (KPIs)
Management will track operational and financial indicators per ATM and across the fleet:
- Uptime/availability and mean time to repair
- Cash-outs and cash turns (replenishment efficiency)
- Transaction counts and revenue per location (surcharge and interchange where applicable)
- Dispute frequency and resolution cycle time
- Vendor performance vs. SLAs (armored service windows, technician response times)
- Net profitability by site after revenue share, rent, processing, cash logistics, and maintenance

Compensation Approach
Compensation will align with controllable outcomes:
- Operations roles: base pay with performance targets tied to uptime, reconciliation accuracy, and reduced cash-outs
- Site acquisition: commission or bonus based on installed and performing locations after an initial ramp period
- Vendor contracts: incentive/penalty clauses tied to response times and repeat service issues where feasible

Succession and Business Continuity
Because ATM operations are time-sensitive, the plan should include continuity measures:
- Documented procedures so another manager can step in quickly
- Backup contacts at processor, armored cash, and maintenance vendors
- Redundant access to monitoring dashboards and reporting systems with role-based permissions
- Contingency plans for emergency cash needs, extended outages, or site access problems

Advisors and Professional Support
The company will maintain relationships with professionals familiar with payment services and cash businesses, such as an accountant for reconciliation and tax planning, an attorney for host agreements and vendor contracts, and an insurance broker to ensure appropriate coverage for cash, liability, and equipment.