Office Water Services

How Much Does Office Water Service Cost?

In general, small businesses will pay between $5.00 – $7.00 per 5 gallons. Pricing is a little more complex for filtration systems, and we will cover that in this guide.

Office Water Service Buying Guide

Need an office water service? Take a look at our guide on bottled water delivery for your small business office. Get prices, sizes, and more information to get started today!

It’s a legal requirement that the workplace can ensure its employees have access to clean and safe drinking water. This can be straight from the tap, bottled water, water filter, or cooling system.


By keeping your staff healthy and hydrated, you’re helping to boost productivity. Our brains are made up of 95% water, and the best way to stay hydrated is by drinking it. It’s recommended that men drink about 2.5 liters of water per day and women drink 2 liters.

# of 5 Galon Bottles/MonthTotal Cost/Month
5 Bottles$25 – $49
10 Bottles$55 – $97
15 Bottles$85 – $141
25 Bottles$140 – $236
50 Bottles$294 – $460
100 Bottle$599 – $907
Costs Vary by Brand

Every business can benefit by providing some type of water service at their office. There are numerous different ways to provide both your staff and clients with fresh, clean and filtered water.

This article goes into everything you need to know about the different bottled water delivery services available for your business. We delve into the types of water, different systems, and prices to help you make the best decision.

What Will Effect the Price of Water Delivery?

A range of factors will affect the price of your water delivery. There are solutions for every budget. Before you decide which water delivery service you want to go for, it’s good to consider these factors.

  • Type of water and brand
  • Types of filtration
  • Types of service
  • Size and quantity of bottles delivered
  • Distance for delivery
  • Monthly subscription charges

When subscribing to a water delivery service, some companies will also have options for ordering single-use water bottles or reusable ones. If you’re an ethically based company, this may be another factor worth considering.

What Are the Different Types of Water?

To most, maybe water is just water. A clear, relatively tasteless drink. When you’re thinking about using a water delivery service, it’s useful to know what the different classifications of water are, as this will affect the quality and the price.

Tap Water

This is the generic name of what comes out of the tap. Thankfully in most of the developed world, we have access to tap water that’s safe to drink. Depending on where you live, it may not taste that great and can vary between subtle earthy, metallic, or chlorinated tastes, but it’s not going to make you sick. If the water does have an undrinkable flavor, or you’re in an area where it’s not safe to drink from the tap, then the water can be purified. This can be done by installing a filtration system. 

Spring Water

This is water that’s been sourced from underground. It will have fewer unpleasant tastes than water that’s been through a processing plant. However, it’s not bottled at the source, and some purification processes will have been done to ensure it’s safe to drink.  

Mineral Water

You’ll often pay a bit more of a premium for mineral water. It’s often bottled at the source and contains naturally found minerals. Depending on the minerals contained in the water, it can range from being near tasteless to a slightly salted flavor; some even have natural gas. 

Filtered or Purified Water

To gain this seal of approval, a certain number of impurities must be reduced to a low level or removed altogether. This can be done through deionizing, distillation, or reverse osmosis. It’s often deemed to be the most refined out of all the water types, and you may pay a premium for using purified water. 

Popular Water Brands

Water is big business, and there are loads of great brands there to choose from. Below are some of the most popular and healthiest bottled water brands you can choose from.


Each brand has a different price point, so it’s worth asking for a quote for a few of them to compare prices. 

  • Deer Park
  • Nestle
  • Dasani
  • Sparkletts
  • Crystal Springs
  • Culligan
  • Fiji
  • Crystal Springs
  • Aquafina, Evian
  • Ozark

How Much Does Bottled Water Delivery Cost for Small Businesses?

The price of a bottled water delivery service is typically based on the number of bottles used each month and a monthly service fee charge set by the supplier. Prices differ depending on who the supplier is.

This price is on a sliding scale, and often the more you buy per month, the price per unit comes down.

If you were looking at buying one case of 24 single-serving, 10-ounce water bottles, this would cost around $7. Delivery charges start at around $10.

Let’s say each person is allocated 3x 10-ounce bottles per day. We’re going to use this to work out the base figure cost of ordering cases of water for five, ten, twenty, and fifty employees. Prices have been rounded up to the nearest dollar.

  • A single person working in the office for 20 days of the month, consuming thee bottles a day, would be allocated 60 bottles a month = 2.5 cases of water = $18
  • Five employees would have an allocation of 300 bottles = 12.5 cases of water = $88
  • Ten employees would have an allocation of 600 bottles = 25 cases of water = $175
  • Fifty employees would have an allocation of 3000 bottles = 125 cases of water = $875

Of course, you would have to allow for the delivery charge on top of that, which will be on a sliding scale.

Buying individual bottles of water can be pricey. Add in a premium brand of water, and the monthly cost for a team of fifty employees will be well into the $1000s.

Point of Use Water Cost

Point-of-use water will cost small businesses on average between $30-$46 a month, plus any installation and maintenance fees. If a filtration system or cooler is rented you would add on roughly another 4 to 7 dollars per month.

Cost of 5 Gallon Water Bottles for Small Businesses?

We’ve just seen how buying individual small bottles of water can be a costly way to implement your office water delivery service. A more cost-conscious way of providing water for your employees is by using larger bottles, such as a 5-gallon water bottle.

If you’re buying water in bulk, prices range from $1.20 to $5 per gallon. Again this heavily depends on the type of water you’re using and delivery charges. Ordering larger deliveries will save you money, particularly if you have a rolling subscription.

Average Prices for a Single 5 Gallon Water Bottle

Below are the average prices for a single 5-gallon water bottle delivered based on the different water types. Prices have been rounded up to the nearest dollar.

  • Filtered water – Average cost per 5-gallon bottle = $11
  • Spring water – Average cost per 5-gallon bottle = $14
  • Mineral water – Average cost per 5-gallon bottle = $16
  • Artisan water – Average cost per 5-gallon bottle = $18

A 5-gallon water jug will give you about eighty 8 oz glasses of water. This prices it at about  $0.14 – $0.23 per glass, making it substantially cheaper than using individual 10 oz bottles of water. 

Because you pay a lower price for larger deliveries, this price will decrease even more if you’re ordering your water supplies in bulk. A water jug can last up to 2 years if stored in a cool, dry place. 

What Are the Different Sizes of Bottled Water?

There are several different sizes of water bottles. Most water dispensers will accommodate a range of standard-sized bottles.

Standard pre-filled plastic bottled water comes in 2, 3, 4, and 5-gallon container sizes. The 3 and 5-gallon bottles are the most popular sizes for offices. Water bottles are also available in 10 gallons, although this is less common.

How Much Water Do I Need?

This will depend vastly on your employee’s drinking habits. Health experts recommend in a day; we should consume about half a gallon of water. This works out at about 15 gallons per month for a person.

Not everyone is going to drink as much as others, plus there may be times when staff is working from home. You might want to start with an educated guess that each person will drink an equivalent of a 5-gallon jug per month at the office.

If you have a small team of 10 employees, then start your first order with 10x 5-gallon jugs. The great thing with delivery service is that you can tweak and change it if you find this is not enough or too much.

You might find that you need a combination of water in individual 10 oz bottles as well as in multi-gallon jugs. Many water delivery services will offer a service that allows you to have water delivered in different varieties.

Are Water Service Delivery Bottles BPA-Free?

Most suppliers of water will be using BPA-free plastics. This is an important consideration and will be stated on either the product documentation or their website. If you’re unsure, then ask the supplier. 

Individual 10 oz bottles can be supplied with glass, cans, and cartons if you’re concerned about the BPA in plastics.

What Are the Types of Water Dispensers? 

A wide range of water dispensers is available. Most will have a standardized fitting to accommodate the 3 and 5-gallon bottles. Depending on what features you need on your water dispenser will play a role in deciding which option you go for. Below is a list of the different designs available.

Electric Water Dispenser

This is a device that sits on top of your water bottle. It works by pumping the water out through a small spout at the top. This is a great solution if you need portability as a key feature for your water dispenser. This is one of the cheapest options for a water dispenser and is not usually available for lease. They can be purchased for about $15. 

Water Cooler

Water coolers are typically top-loading, although they are available as a bottom-loading design. They can have either one or two spouts – one for room temperature water and one for cooled water to dispense from. They aren’t as portable as the electric water pump, but they are more stable and look more presentable, making them a better choice for an office.

Most bottled water companies will supply one of these for a monthly price. Renting a cold water-only dispenser costs from $7 a month, although they can be bought for about $60. 

Hot and Cold Water Dispenser

Hot and cold water dispensers are a great choice if you need to make hot drinks or instant meals. They save the need to purchase a separate kettle or boiler system. They come as either a top load or bottom load system. 

Different models are available. Some will have a set temperature for the hot water, while others have a variable thermostat. These are a little more expensive to lease and cost about $13 a month. To buy a hot and cold dispenser would cost in the region of about $160.

Childproof Water Dispenser

If your water dispenser is somewhere young children might be, such as a medical center, then one of the features must be that it’s childproof. Childproof dispensers are available in cold only or hot and cold models. They feature an extra button or catch, which is out of the way of children’s inquisitive hands.

These cost roughly $13 a month to lease, or an average of $300 to buy.

Bottom-Loading Water Dispenser

These are popular because they are much easier to load. There’s no heavy lifting of bottles, flipping them over, or trying to line them up properly. These are also a preference for aesthetic reasons, as the water bottle is hidden in a bottom unit. They look less bulky and more professional.

They are available in cold only, or as a hot and cold model. The monthly rental price is around $14, and to buy new ranges between $150 to $400.

How Much Does It Cost to Lease a Water Cooler?

All of these different types of water dispensers have a water cooler function, and some have a heating option. The price range depends on the model type of dispenser.

A Note on Hygiene

Before you replace your empty water jug with a new one, make sure to first clean the bottle thoroughly and then wash your hands. This will prevent contamination of your water. Although a sealed water jug can last up to two years when stored properly, do not use it if the seal is broken. It’s also good practice to clean the reservoir of your dispenser every 3 to 6 months.

How Much Do Filtration Systems Cost?

Instaling a water filtration system can cost from $300 if it is just used on a single tap, and up to $10,000 for whole building integration. This price would usually include equipment, parts, and an engineer to install the system.

There is a variety of different water filter systems available. These include

  • Whole Building Water Filters
  • Reverse Osmosis Systems
  • Under Sink Water Filter Systems
  • Countertop and Faucet Water Filtration Systems
  • Deionization and Distilling

Deionized Water

The filtering process is often called DI water, DIW, or deionized water. To deionize water, it undergoes a chemical process that uses ion-exchange resins.

The process softens the water to produce high purity levels. It’s similar to distilled water and has salts and impurities removed.

Reverse Osmosis

This water purification method uses a semipermeable membrane that removes large particles, impurities, and contaminants from the water.

High pressure pushes the water through a membrane to catch the particles.

Distilled Water

The distilling process involved boiling the water to remove contaminants and then cooling it again before drinking. This process removes most inorganic minerals, including metals and chemicals.

How Much Does a 5-Gallon Bottle of Water Weigh?

This is a great question you may be asking, especially if you’re trying to decide what water dispenser to lease. If your staff are unable to lift a 5-gallon bottle to attach it to the dispenser, then you’d be better to go for a bottom-loading dispenser.

The weight of a single gallon weighs a little over 8 pounds. If you were using a 3-gallon bottle, this would come in at just over 24 pounds. A 5-gallon bottle of water weighs in at just over 40 pounds. 

Are There Contracts Required for Bottled Water Delivery?

Yes. Although each bottled water delivery company will have a different set of terms that you are contracted to. These can be up to a year and be based on a monthly subscription. The subscription will include the lease of the cooler, the amount of water, delivery, and any maintenance your water dispenser may need.

Most companies will allow you to tweak and change your orders without charging additional admin fees. Lots of companies will give you incentives to upgrade to a different water dispenser.

Is There an Extra Fee for Bottled Water Delivery?

When you sign up for a water delivery service, there are several prices to be aware of. The prices are broken down into the price for the water, the delivery charge, and the lease of a water dispenser.

Good water supply companies will be transparent with their pricing. They may provide an invoice at the end of the month, but you should see what the delivery charges are in place. Some companies will offer free delivery on larger orders. 

Do I Have to Pay for Maintenance on Filtration Systems or Water Coolers?

No. If you are leasing a machine or filtration system, then maintenance should be covered as part of your subscription service. If you’re researching which company to use to supply water and that company states in its terms that you’ll be charged a maintenance fee for a faulty machine on top of your monthly lease, then find a different supplier.

Part of the reason for leasing a water cooler or filtration system is to have fuss-free water service. If you’re not sure if additional hidden fees are included when things go wrong, make sure you ask this before signing up for anything.

Benefits of Having a Water Delivery Service

Still not sure if you should use a water delivery service? Here are some great benefits you could be missing out on.

Convenience of Delivery

The convenience factor is a major player in why people decide to use a water delivery service. You no longer have to visit the store in your spare time to pick up heavy cases of water. With a delivery service, this task is done for you. You can even set the frequency of how often it’s delivered, ensuring you never run out. 

For Staff Productivity

To have the most efficient workforce, you need to make sure they are focused. One way of improving focus is by staying hydrated.

Often people just forget to drink water. They only realize they are thirsty when they are already dehydrated. A water delivery service is a great way to have water visibly on show, and to remind your team to drink regularly. 

Enjoy Great Tasting Water

Depending on where you live, tap water can be a bit hit or miss in terms of flavor and smell. By having a water delivery service, you can guarantee your water tastes great. This encourages people to drink more. You will be supplied with consistently delicious and fresh-tasting water.

It’s Better for the Environment

Having a water dispenser in the office is a great way to do your bit for the environment. Encouraging the use of a reusable bottle, or drinking from a glass, can help stop thousands of individual-use bottles from ending in landfills. 

You Call the Shots

You tell us exactly what you need, and we do the rest. If you’re having a large function at your premises, then your order can be tweaked to accommodate this. Likewise, if you have a week when your team is away from the office, your order can be amended to work with your schedule. 

Are You Ready to Set Up Your Bottled Water Delivery?

When it comes to bottled water delivery service costs, consider the benefits to your staff and clients’ wellbeing. Not to mention the convenience of water being delivered straight to your premises. There are so many options that it can be challenging to know where to start. We hope this guide has given you a good overview of everything you need to consider.

Your bottled water delivery service can easily be tailored to your exact business needs. You tell us the water type, size, quantity, and how often you want delivery, and we do the rest. 

If you still have questions about finding a bottled water supplier, then speak to one of our knowledgeable team and find out what great value service we can offer your company. Get a water service quote with us today.

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