Every UK business has a legal obligation to provide drinking water for employees under the Workplace (Health, Safety and Welfare) Regulations 1992. But choosing between bottled and mains-fed water dispensers isn’t just about compliance; it’s a strategic decision that affects your costs, operations, and environmental footprint for years to come.
With businesses increasingly prioritising sustainability and cost control, the choice between these two hydration solutions has never been more important.
This comprehensive comparison will arm you with the expert advice you need to make the right decision for your business.
Differences between Bottled Water Coolers vs Mains-fed Water Dispensers
The fundamental distinction lies in the water source itself.
Bottled dispensers are standalone units that rely on large, delivered plastic bottles (typically 15L or 18.5L) to provide water.
Mains-fed dispensers—also known as Point of Use (POU) or “Plumbed-in” systems- connect directly to your building’s water supply, filtering it on-site to deliver an unlimited supply of purified water.
This single difference in water source flows into every other aspect of ownership: from upfront costs and ongoing expenses to environmental impact and operational complexity.
Feature Comparison
| Feature | Mains-Fed Water Dispenser – Aquacool Elite UVC Mains-Fed Dispenser | Bottled Water Dispenser – Aquacool Select Plus Bottled Water Cooler |
| Water Source | Plumbed into mains water supply | Delivered 11, 15 or 18.5L plastic bottles |
| Water Supply | Unlimited, continuous | Finite, relies on delivery schedule |
| Cost Structure | Higher initial cost, low/fixed ongoing costs | Low initial cost, variable/recurring costs |
| Placement | Requires access to water & power | Requires only a power socket |
| Logistics | “Fit and forget” post-installation | Ongoing ordering, delivery, storage |
| Environmental Impact | Significantly lower (no plastic bottles/deliveries) | Higher (plastic production, transport emissions) |
| Typical Water Types | Chilled, Ambient, Hot, Sparkling | Chilled, Ambient, Hot |
How to Choose Between a Bottled Water Cooler and a Mains-Fed Dispenser
Making the right choice requires a systematic evaluation of your specific business needs.
Follow this step-by-step framework to ensure you select the optimal solution.
Step 1: Assess Consumption Volume
High volume environments (more than 15 people) typically favour mains-fed systems due to their unlimited supply capacity. Smaller teams (fewer than 10 people) with light usage patterns may find bottled systems adequate.
Step 2: Evaluate Workspace & Infrastructure
Can you access a water main near your preferred location? Is this a permanent installation or a temporary site? Mains-fed systems require plumbing access, whilst bottled systems offer complete portability.
Step 3: Analyse Budgetary Approach
Prioritise either low initial costs (bottled) or low long-term operational expenses (mains-fed). Consider your cash flow preferences and budget approval processes.
Step 4: Consider Logistical & HR Capacity
Factor in storage space requirements and the health & safety implications of staff regularly lifting 19kg bottles. Mains-fed systems eliminate manual handling risks entirely.
Step 5: Define Sustainability Goals
If your business has Corporate Social Responsibility policies or environmental targets, mains-fed systems align perfectly by eliminating plastic waste and delivery emissions.
Step 6: Determine Required Features
Do you want sparkling water as an employee perk? Mains-fed systems are your primary option. Need instant hot water to replace kettles? Both systems can accommodate this requirement.
Mains-Fed Water Dispensers: Pros, Cons, Costs & Features
A mains-fed dispenser transforms your building’s tap water into an endless supply of purified, great-tasting water that can be chilled, heated, or carbonated on demand. These sophisticated systems represent the pinnacle of workplace hydration technology.
✅ Pros
| ❌ Cons
|
Best for:
- Medium to large offices (10+ staff) with consistent water consumption
- High-traffic environments such as gyms, schools, and manufacturing facilities
- Businesses with CSR policies prioritising environmental responsibility
- Healthcare and hospitality settings requiring consistent water quality
- Growing companies anticipating increased headcount
Price Range
Purchase: £500-£3,000 depending on features and capacity
Rental: £8-£25 per week with service and maintenance included
Capacity and Water Volume
Effectively unlimited volume with performance measured by chilling/heating capacity (typically 20-50 litres per hour). Systems are sized to match expected user numbers and peak demand periods.
Hot Water Compatible?
Yes, many models offer instant hot water functionality at 85-98°C, perfect for tea, coffee, and instant meals. This feature can eliminate the need for office kettles entirely.
Installation and Setup
Professional installation involves a site survey to identify optimal placement, connection to the mains water supply, and discreet piping work. Most installations are completed within 2-4 hours with minimal disruption to business operations.
Maintenance and Upkeep
Typically managed through supplier service plans covering filter changes (every 6-12 months), quarterly sanitisation, and technical support. Advanced systems like Aquacool’s UVC purification models provide additional hygiene protection and safety with minimal maintenance requirements.
Bottled Water Coolers: Pros, Cons, Costs & Features
A traditional, portable appliance that dispenses natural spring water from large, replaceable plastic bottles. These tried-and-tested systems offer maximum placement flexibility and immediate setup capabilities.
✅ Pros
| ❌ Cons
|
Best for:
- Small offices and low-usage areas (fewer than 10 people) with infrequent use.
- Temporary sites such as construction offices, event spaces, or short-term projects.
- Locations with no access to a mains water supply or where plumbing modifications are not possible.
- Businesses needing maximum portability and the flexibility to relocate coolers with ease.
- Organisations prioritising low upfront costs and requiring an immediate, plug-and-play solution.
Price Range
Purchase: £150-£800 for basic to premium models
Rental: £3.49-£8 per week for the unit, plus £4-£6 per bottle delivered
Capacity and Water Volume
Finite capacity defined by bottle size (11, 15 or 18.5L) and on-site storage of spare bottles. Typical consumption patterns require 2-4 bottles per week for a 10-person office.
Hot Water Compatible?
Yes, many models offer hot water functionality with safety taps to prevent scalding. Hot water temperatures typically reach 85-90°C, suitable for hot beverages and instant meals.
Installation and Setup
Simple plug-and-play operation requires no technical expertise. Position the unit, plug into a standard electrical socket, install the water bottle, and begin dispensing immediately.
Maintenance and Upkeep
Users handle basic exterior cleaning and bottle replacement. Professional sanitisation is recommended every 3-6 months to prevent bacterial growth in internal reservoirs and prolong the water coolers’ lifespan. The primary ongoing task is the physical labour of changing bottles.
Environmental Impact of Bottled Water Coolers vs Mains-fed Water Dispensers
The environmental difference between these systems is stark and increasingly important for UK businesses committed to reducing their carbon footprint.
Bottled water systems rely heavily on plastic production and fossil-fuel-powered delivery logistics. Each 18.5L bottle requires significant energy to manufacture, transport from source to the bottling facility, and deliver to your premises.
Whilst Aquacool works to minimise environmental impact by reusing bottles up to 500 times and operating an increasingly electric delivery fleet (currently one in three vans), the fundamental carbon intensity remains high. Mains-fed systems eliminate plastic waste and transport emissions entirely by leveraging existing water infrastructure.
FACT: Multiple studies have calculated that bottled water’s carbon footprint is 300 to 1,000 times higher than local tap water, depending on distance travelled and production methods.
For businesses tracking Scope 3 emissions or pursuing net-zero targets, mains-fed systems offer immediate, measurable environmental benefits whilst often reducing operational costs.
Business Use Cases: When to Use Bottled vs Mains-Fed Water Dispensers
The Fast-Growing Tech Startup (25 Employees)
Challenge: Unpredictable monthly costs, wasted office space storing bottles, administrative burden of managing deliveries, hybrid working patterns creating irregular usage, and desire to project a modern, environmentally conscious brand image.
Solution: Aquacool Elite UVC Countertop Mains-Fed Dispenser on a fixed rental plan providing chilled, ambient, and sparkling water.
Benefit: Complete financial predictability enables accurate budget forecasting. Operational efficiency improves dramatically with zero bottle management. The premium sparkling water feature enhances employee satisfaction whilst reinforcing the company’s innovative, sustainable brand values.
The Busy Manufacturing Plant (70+ Employees)
Challenge: Extremely high water consumption across multiple shifts, frequent instances of coolers running empty during peak periods, and significant health & safety concerns from workers lifting heavy bottles in an industrial environment.
Solution: Multiple robust Aquacool Select Plus Mains-Fed Dispensers strategically positioned throughout the facility.
Benefit: Complete elimination of manual handling risks improves workplace safety metrics. Uninterrupted water supply ensures consistent hydration supporting productivity and regulatory compliance. The substantial cost reduction from eliminating bottle purchases and delivery logistics directly improves operational margins whilst supporting the workforce during demanding shifts.
The Temporary Construction Site Office (1-2 years)
Challenge: No access to permanent mains plumbing, requirement for a portable and immediately deployable solution that can withstand harsh conditions, provide both hot and cold water and project timeline that demands operational flexibility.
Solution: Rental of two Aquacool Select Bottled Water Coolers with comprehensive managed delivery service.
Benefit: Maximum operational flexibility allows the system to be relocated as site requirements change. Immediate setup capability means hydration and hot water provisions on day one of operations. The fully managed service eliminates administrative burden whilst ensuring consistent supply throughout the project lifecycle without any site modifications.
Bottled vs Mains-fed Water Dispensers FAQs
Is a water dispenser better than bottled water?
Yes, a mains-fed dispenser is demonstrably superior to both single-use bottles and bottled coolers in most UK business settings. The combination of cost-effectiveness (eliminating recurring bottle purchases), convenience (unlimited supply), and sustainability (zero plastic waste) creates a compelling value proposition that strengthens over time.
Is it better to drink tap water or bottled water in the UK?
UK tap water is exceptionally safe and more rigorously tested than bottled water. The Drinking Water Inspectorate conducts over 200k tests annually, making UK tap water among the safest globally. High-quality filtration systems can enhance taste for those sensitive to chlorine whilst maintaining all safety benefits and eliminating environmental impact.
Is it better to filter tap water or buy bottled water?
Filtering tap water is overall better for UK businesses. It combines the proven safety and stringent regulation of mains water with improved taste characteristics, whilst avoiding the environmental impact and escalating costs of bottled water. Modern filtration technology can address any taste or odour concerns whilst providing unlimited supply.
Is it cheaper to buy water bottles or water dispensers?
A dispenser is significantly cheaper long-term for any reasonable level of consumption. The recurring cost of purchasing bottles, whether single-use or large cooler bottles, quickly exceeds the cost of a mains-fed system. Break-even typically occurs within 6-18 months depending on usage levels, after which savings compound year over year.
For most UK businesses, a mains-fed water dispenser represents the superior long-term investment. The combination of operational efficiency, cost predictability, environmental responsibility, and employee satisfaction creates value that extends far beyond simple hydration provision.
Ready to make the switch? Explore our comprehensive range of mains-fed water coolers or contact our expert team for a free, tailored quote that matches your specific requirements and usage patterns.