A vending machine, automatic car wash or other self-service device makes sales without a human seller, but the fiscal obligation remains. Administrative Instruction (MF) No. 01/2026 requires reporting at the time of sale and registration of each device’s business location.
What counts as a self-service machine
It is an automated device where supply and payment collection occur without an individual acting as seller. Bank ATMs and e-banking are not treated as such for this purpose.
Examples may include vending, automatic car-wash and service machines, but the concrete model should be classified before implementation.
Registering location and device
Each machine is treated as an electronic sales device with a registered place of business. The taxpayer supplies its address or nearest address plus an exact location description.
This matters for machines inside malls, car parks, stations or third-party premises.
The device sticker and receipt
Each machine carries a printed QR sticker containing the taxpayer NUI and SEF identification number. Certain sectors, including hydrocarbons, car washing and energy supply, must also enable receipt printing under the applicable requirement.
Keep the sticker visible and replace it when device or identifier changes.
Internet, monitoring and 48 hours
During a temporary interruption, sales data is stored and fiscalized after reconnection within the specified forty-eight-hour window for machines. Remote alerts or frequent checks are important because no cashier is present to report the fault.
- Connectivity-loss alert.
- Pending transaction count.
- Accurate device clock.
- Post-recovery synchronization evidence.
- Physical-response procedure when unreachable.
Measure the solution against your workflow
Start with a real working day: organizing items, opening an operator session, selling, payment, the stock change, reporting and closing. Any second entry or side spreadsheet is an operational cost that should be counted.
Ask the demonstration to reflect your number of branches, team roles and examples of the products or services you sell.
From one location to multiple branches
A sound structure should serve one location today and remain usable when a branch is added tomorrow. Devices, operators, inventory and reports need clear separation plus a consolidated management view.
- Clearly identified branches and devices.
- Stock and movements by warehouse.
- Role-based access instead of a shared password.
- Consolidated and per-location reports.
Pre-launch check
Use this guide as a basis for discussion with your team and software provider. The actual setup depends on your activity, locations and internal procedures.
- Define items, tax rates, prices and payment methods.
- Set operator roles and shift responsibilities.
- Test sales, corrections, offline work and reports.
- Document the workflow and train staff before activation.
Practical questions
Does a small business need a complete platform? +
Yes, configured to fit. The goal is not complexity; it is avoiding duplicate work and keeping a foundation that can grow with the business.
What should be prepared before a demonstration? +
List core workflows, branches and operators, devices, payment types and the reports used for decisions.
Is a sale from an unattended machine fiscalized? +
Yes. A self-service machine reports the sale and is registered with its location; the device also displays the required QR sticker.
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