How to Use a Cash Counting Machine: Step-by-Step Guide

Using a cash counting machine correctly takes less than two minutes once you know the steps. Here’s the short version:

1. Power on and let the machine self-calibrate.

2. Select your counting mode (Count, Value, Batch, or Add).

3. Fan and align your notes before loading.

4. Load the hopper and let the machine run.

5. Read and record the result from the display.

6. Check the reject pocket for flagged notes.

7. Clear and clean between sessions.

The full step-by-step guide is below, including how to handle error codes, common mistakes to avoid, and how to get the most accurate count from worn or damaged notes.

It’s 10:30 pm. The restaurant has closed, and your closing manager is reconciling three tills. Without a machine, that’s 15-20 minutes of manual counting, recounting, and mental arithmetic — and even then, human error is a real risk after a long shift. With a Cashcom H110 on the bench, all three tills are counted, authenticated and recorded in under four minutes. The reject pocket flagged one note that turned out to be a damaged $50 — caught before it went to the bank. Reconciliation done, doors locked, staff home.

Plug the machine into a grounded power outlet and press the power button. Most commercial cash counting machines run a brief self-test on startup — you’ll hear the motor engage and may see a display initialisation sequence. Wait for this to complete (typically 5–10 seconds) before loading any notes.

Do not load notes during the self-test cycle. Interrupting calibration can cause an inaccurate first count.

💡 Tip: Position the machine on a flat, stable surface away from direct air conditioning or fans — airflow can interfere with note feeding.

Press the MODE button (or equivalent on your model) to cycle through available modes until the display shows your required setting:

•        COUNT: for a straight note tally.

•        VALUE: to total mixed denominations in AUD.

•        BATCH: to count to a preset number (set your target batch size first using the number buttons).

•        ADD: to accumulate a running total across multiple hopper loads.

On the H210, also select your sort destination if using Sort mode — the display will prompt you to assign denominations to output pockets.

💡 Tip: If you’re reconciling a till with mixed denominations, VALUE mode saves you a manual addition step — the machine totals the dollar amount directly.

This step is where most counting errors originate, and it’s entirely preventable. Before loading the hopper:

•        Remove any staples, rubber bands, paper clips, or foreign objects from the note stack.

•        Fan the stack by bending it back and forth several times — this separates notes that may be stuck together and prevents double-feeds.

•        Align the stack so all notes face the same direction and the edges are flush. Cashcom machines accept notes in either portrait orientation (short edge leading) or landscape (long edge leading) depending on the model — check the loading arrow on your hopper.

•        Remove any notes that are very wet, heavily creased, or torn beyond the machine’s fitness tolerance. These can jam the transport or generate false reject flags.

💡 Tip: Heavily worn or polymer notes that have been folded sharply across their length are a common source of jams. Give them an extra fan and flatten them before loading.

Place the prepared note stack into the hopper — the input tray at the top or rear of the machine, depending on your model. On the Cashcom H110, the hopper holds up to 500 notes; on the LS-200, up to 600 notes; on the K2 Cash Recycler, up to 1,000 notes.

Do not exceed the rated hopper capacity. Overloading causes misfeeds and reduces count accuracy. If you have more notes than the hopper holds, use ADD mode to accumulate the total across multiple loads.

Once the stack is seated, the machine will typically start automatically (auto-start is enabled by default on most Cashcom models). On manual-start models, press the START button after loading.

💡 Tip: On the H210, make sure the three output pockets (2 sorted exits + 1 reject) are clear before loading. Full pockets will interrupt the count mid-run.

When the machine finishes counting, the display shows the result. Depending on the mode selected:

•        COUNT mode: displays the total number of notes counted.

•        VALUE mode: displays the total AUD value of the mixed-denomination stack.

•        BATCH mode: displays the batch count and stops automatically when the target is reached.

•        ADD mode: displays the running cumulative total.

Record the result before clearing the display or loading the next stack. On the H110 and H210, the serial number log captures each note’s serial number in real time — this data is accessible via the LAN, USB or Serial port for audit purposes.

💡 Tip: If your result looks unexpectedly low, check the reject pocket before re-counting — flagged notes removed mid-run will reduce the final tally.

The reject pocket collects any notes that failed the machine’s counterfeit or fitness checks. After every count run, check this pocket as a standard part of your procedure.

A note in the reject pocket doesn’t automatically mean it’s counterfeit — it means it triggered one of the machine’s detection checks. Common reasons a genuine note ends up in the reject pocket include:

•        Heavy soiling or ink contamination affecting MG or IR detection.

•        Sharp folds or creases that confuse the CIS sensor image.

•        Very worn notes where UV-reactive features have degraded.

•        Genuine counterfeits — which should be set aside and reported.

Always inspect rejected notes manually under UV light or with a counterfeit detection pen before accepting or returning them to circulation. On the H110, the reject pocket holds up to 100 notes; on the H210, rejected notes are directed to the dedicated reject output pocket.

💡 Tip: Train all staff to treat the reject pocket check as non-negotiable, not optional. A jammed reject pocket will stop the count — and a missed counterfeit is a direct loss.

Consistent cleaning is the single biggest factor in machine longevity and count accuracy. Dust, polymer residue and debris from worn notes accumulate on the sensors over time, increasing false rejects and counting errors.

•        After each session: use the supplied soft brush to clear debris from the transport channel and hopper.

•        Weekly (or every 20,000 notes): use a dry or lightly damp (not wet) microfibre cloth to wipe down the sensor housing. Never use solvents, alcohol, or compressed air directly on sensors.

•        Monthly: run a cleaning card through the transport path if your model supports it.

Store the machine covered when not in use to prevent dust accumulation on the sensors. If the machine is in a kitchen-adjacent or high-humidity environment, allow it to reach room temperature before use each session.

💡 Tip: The LS-300‘s vertical-path design is specifically engineered so debris falls clear of the sensor array during operation — a genuine maintenance advantage for high-volume, all-day use.

If error codes recur after a power cycle and note check, or if the machine is producing inconsistent counts on notes you’ve verified as clean, don’t continue counting — inaccurate counts are worse than no counts. Contact the Cashcom service team on 0451 353 676 or at sales@cashcom.com.au. Cashcom provides local servicing across Australia, which means faster turnaround than shipping a machine interstate or overseas.

A stack of 200 mixed-denomination notes takes the average person around 4–5 minutes to count accurately by hand, including a recount for verification. A Cashcom H110 processes the same stack in under 20 seconds. Across a business running two cash counts per day, six days a week, that’s roughly 8–9 hours of staff time returned each month — time that goes back into service or operations.