Starting a franchise in Belgium: standardise your equipment

Your existing business uses machinery, furniture and digital tools you have accumulated over the years. But does that combination make a suitable starter package for a franchisee? To build a sustainable franchise network, you need to distinguish between what is essential to your franchise concept and what simply happens to be in your own outlet. A well-designed equipment standard prevents unnecessary investment and disputes over maintenance, replacement and responsibility.

1. Translate your franchise concept into functional requirements

Do not start with a shopping list of brands and models. First, describe what the equipment needs to deliver. Consider production capacity, safety, power supply, ease of cleaning, accessibility and integration with your point-of-sale system.

A machine that works perfectly in your spacious premises may be unsuitable for a smaller outlet. Conversely, a low-cost option may lack capacity at peak times. Base your requirements on the intended outlet format, rather than solely on your current fit-out.

Divide the equipment into three categories:

• Critical to the franchise concept: essential to delivering the promised product quality, service or recognisable brand identity.
• Functionally mandatory: the required performance is fixed, but different options may meet it.
• Optional choice: the franchisee decides within clearly defined parameters.

For example, a particular food preparation machine may be essential to producing a consistent product. For a storage cupboard, dimensions, load capacity and ease of cleaning may matter more than the brand.

Explain why each mandatory item is needed. This helps prospective franchisees understand which investments support the concept and where they retain freedom of choice. Have technical safety and conformity requirements assessed by someone with the appropriate expertise; a successful practical trial is no substitute for statutory checks.

2. Test the total cost of ownership in your pilot outlet

The purchase price tells only part of the story. A machine may look inexpensive but prove costly because of consumables, maintenance, software subscriptions or lengthy downtime when it breaks down.

Create an equipment specification sheet for each key item, covering at least:

• the purchase price and any hire or leasing terms;
• delivery, installation and any alterations needed to the premises;
• energy, consumables and recurring licence fees;
• maintenance frequency, warranty terms and repair services;
• expected service life and replacement conditions;
• a workable contingency plan in the event of failure.

Always make clear which figures are based on quotations and which are still estimates. State whether amounts include or exclude VAT. Do not present an expected service life as a guarantee.

Use your own outlet to identify practical weaknesses. How long does cleaning take? Can a new employee operate the machine safely after training? Are spare parts available? What happens if the equipment fails during a busy working day?

Record these findings. An old machine that still works well thanks to your personal technical knowledge is not automatically suitable for use across other outlets.

3. Make investment obligations clear from the outset

Belgium has specific rules on pre-contractual disclosure for commercial cooperation agreements. These are set out in Book X, Title 2 of the Belgian Code of Economic Law (known by its Dutch abbreviation, WER). Franchise agreements that meet the statutory definition fall within these rules.

Under Article X.27 of the Code, prospective franchisees must receive the draft agreement and the pre-contractual disclosure document, commonly known in Belgium as the PID, at least one month before entering into the agreement. Article X.28 governs the contents of that document, including key contractual provisions and socio-economic information.

Seek legal advice on how mandatory equipment, investments and associated obligations should be described in the agreement and the PID. Do not bury a significant purchasing obligation solely in a technical annex that the prospective franchisee receives later.

At a minimum, make clear who buys or hires the equipment, who owns it, who pays for maintenance and who decides when replacement is necessary. Also specify mandatory subscriptions and any obligation to order from a particular supplier. Have these purchasing obligations reviewed separately against the applicable rules.

Ensure that quotations, equipment lists and contractual documents use consistent assumptions. Presenting a basic package when normal operation inevitably requires further purchases does not give prospective franchisees a useful picture of the investment required.

4. Manage your standard without unnecessary replacement

An equipment standard becomes outdated as soon as a manufacturer discontinues a model. Appoint someone to maintain the list and assess alternatives. Give each document a version number and date.

Put a procedure in place that allows franchisees to propose equivalent alternatives. Assess them against predefined criteria, such as performance, safety, technical compatibility and ease of maintenance. This avoids arbitrary decisions without compromising the quality of the franchise concept.

Also distinguish between the standard for new outlets and necessary replacements in existing ones. A new preferred model does not automatically mean that everyone must reinvest immediately. Ensure any replacement obligations are consistent with the agreement and seek legal advice on decisions with significant implications.

Practical takeaway: before making your first franchise offer, create a single, tested equipment list with functional requirements, full ownership and running costs, and clear responsibilities. This helps you build a franchise network that delivers consistent quality without requiring every outlet to replicate your past purchases.