Retailers & Shop Business Loans — What Documentation Lenders Need

Applying for a retail or shop business loan often stalls because the right paperwork isn’t ready. Prepare once and speed up offers: lenders typically want ID, 3–12 months of business bank statements, EPOS/till data, recent accounts and a short cashflow forecast. UK Business Loans introduces retailers to lenders and brokers who specialise in retail finance — complete a short enquiry for a free eligibility check and we’ll match you to the best partners.

Get Quote Now — Free Eligibility Check No impact on credit score. Free & no obligation.

Quick summary: documents most lenders ask for — at a glance

• Identity & KYC: passport/UK driving licence and proof of address for directors; Companies House extract and PSC details.
• Business bank statements: usually last 3–6 months (sometimes 12 months for seasonal retailers).
• EPOS/till/card terminal data: daily takings, card-vs-cash split, product/category sales — 3–12 months.
• Accounts: last 2–3 years statutory accounts and latest management accounts.
• VAT returns & tax records, aged debtor ledger (for invoice finance), asset lists and supplier/customer contracts.
• Cashflow forecast & business plan: simple 3–12 month forecast showing how the borrowing will be repaid.

Free Eligibility Check — takes under 2 minutes and won’t affect your credit file.

Who asks for what? Types of lenders and their documentary needs

Different lenders use different underwriting methods. Mainstream high-street banks usually require fully up-to-date statutory accounts, longer bank statement histories and formal security information. Challenger banks and specialist retail funders may accept shorter account histories but will want robust EPOS integrations or daily takings reports. Merchant cash advance and EPOS-based lenders focus on EPOS/card terminal feeds and daily turnover. Invoice finance and debtor funding require an aged debtor ledger and sample invoices. Asset finance and equipment lenders prioritise supplier quotes, invoices and asset details.

Detailed documentation checklist — what to prepare

Identity & basic company paperwork (KYC)

• Certificate of incorporation and company registration number (Companies House overview / filing history).
• Current Companies House extract (or printout showing directors and filing history).
• PSC (People with Significant Control) details.
• Director ID: passport or UK driving licence (scanned copy).
• Proof of address for directors: recent utility bill or council tax (within 3 months).
• Corporate structure / shareholder breakdown if applicable.

Lenders must perform AML/KYC checks — having documents ready speeds the process.

Business bank statements — why they matter & what lenders look for

Most lenders ask for 3–6 months of business bank statements in PDF format; some lenders want 12 months for seasonal retailers. They review:

• Monthly turnover and trend (rising or falling).
• Average balance and overdrafts or bounced payments.
• Large one-off deposits (source of funds needs explanation).
• Consistency between EPOS daily takings and bank deposits.

Tip: export PDF/CSV statements and add a short reconciliation note explaining any cash deposits or irregular items.

EPOS / card terminal / till data — formats, ranges, best practice

EPOS is often the most powerful piece of evidence for a retailer. Lenders may ask for 3–12 months of till or EPOS exports showing:

• Daily takings and store-by-store totals (if multi-site).
• Card vs cash split, average transaction value, refunds and chargebacks.
• Product/category sales (to show margins and seasonality).

Preferred formats: CSV / Excel exports or PDF summary reports. Some modern lenders accept direct API connections to EPOS systems (e.g., Vend, Lightspeed, Shopify POS). Always include a reconciliation file mapping EPOS totals to bank statement deposits so lenders can see where cash was banked.

For more detail on retail sector funding options, see our industry guide to Retailers & Shop Business Loans.

Accounts & management accounts — statutory vs management

• Limited companies: last 2–3 years statutory accounts filed at Companies House.
• Most lenders want the latest management accounts (month-end or quarterly) covering P&L and balance sheet.
• Management accounts should include a short commentary explaining recent trading changes.

Start-ups or businesses with late filings should prepare a concise explanation and recent cashflow to supplement limited historic accounts.

VAT returns & tax records

• Last 6–12 months VAT returns if VAT-registered (STEs & VAT payments history).
• Evidence of VAT liabilities and HMRC payment plans, if any.

Cashflow forecast & business plan

A one-page business summary plus a 3–12 month cashflow forecast helps lenders understand how the loan will be used and repaid. Include projected sales, fixed costs, VAT, loan repayments and seasonality assumptions. Simplicity wins — lenders prefer clear, realistic forecasts over over-optimistic spreadsheets.

Sales documentation, invoices & debtor data

• For invoice finance: aged debtor ledger, top 10 debtors, sample invoices and proof of delivery.
• For working capital loans: major customer contracts or purchase orders that underpin future sales.

Asset lists, valuations & supplier quotes

• For asset/equipment finance: make, model, serial numbers, supplier quotes and VAT status.
• For property-secured borrowing: lease document, title deeds or mortgage statement and rental income evidence.

Directors’ documents & personal guarantees

Some lenders will ask for personal information on directors if the company is small or requires personal guarantees. Typical asks include ID, recent personal bank statements (rare, and only when necessary), and written consent to run credit checks. Expect some lenders to request personal guarantees or director charges for higher-risk cases.

How lenders use EPOS compared with bank statements

Bank statements show cash flow; EPOS shows the underlying sales performance. EPOS data provides richer underwriting inputs — sales mix, gross margin drivers, returns and peak trading days. Lenders that underwrite retail businesses using EPOS can be faster and often offer better-fitting products because they understand daily turnover patterns. However, EPOS must reconcile to bank deposits: mismatches are the most common red flag. Clean, labelled EPOS exports and a reconciliation sheet materially improve how quickly lenders can make an offer.

Common documentation pitfalls & how to avoid them

• Mismatched totals between EPOS and bank statements — provide a reconciliation and short covering note.
• Incomplete EPOS exports (missing product/category splits or store locations) — export full date ranges.
• Out-of-date management accounts — ask your accountant for an up-to-date month-end pack.
• Unexplained large cash injections — document the source (e.g., shareholder loan, sale of asset).
• Missing shareholder or PSC disclosures — have Companies House extracts ready.

Tip: ask your accountant for a one-page cover note that summarises recent trading and any unusual items lenders should know about.

Time-savers: how UK Business Loans helps

UK Business Loans is a specialist introducer that matches retailers with lenders and brokers experienced in shop finance. Complete a short enquiry and we’ll connect you to partners who will tell you exactly which documents they need — saving you time and avoiding unnecessary credit checks.

Get Started — Free Eligibility Check (takes under 2 minutes; we’ll only ask basic business details). No impact on your credit score and no obligation to proceed.

Downloadable checklist & next steps

Get our printable checklist to gather everything in one place: ID, Companies House extract, 3–12 months bank statements, EPOS exports, management accounts, VAT returns, cashflow forecast, invoices and asset quotes. Prepare the top items first (bank statements, EPOS and most recent management accounts) and upload them later when you’re contacted by a lender or broker.

Next steps:

1. Gather the top 3 documents: bank statements, EPOS export and latest management accounts.
2. Complete the short enquiry form at Get Quote Now — Free Eligibility Check.
3. Expect a call or email from matched lenders/brokers within hours to request any additional documents and discuss options.

Frequently asked questions

Will submitting an enquiry affect my credit score?

No. Completing UK Business Loans’ enquiry form does not affect your credit score. Lenders may perform credit checks only if you proceed with a formal application.

How many months of EPOS or bank statements do I need?

Most lenders ask for 3–6 months; seasonal retailers may need to provide 12 months. Invoice finance and some asset finance products have different requirements — we’ll match you with providers who need the right type and length of history for your case.

What format should EPOS reports be in?

CSV or Excel exports are preferred. PDFs of summary reports are acceptable. Always include a reconciliation sheet that maps EPOS daily totals to bank deposits.

Can I apply with imperfect credit or incomplete accounts?

Yes — some specialist lenders accept imperfect credit or limited accounts, especially when strong EPOS evidence exists. UK Business Loans will match you with lenders/brokers who specialise in complex retail cases.

What if most sales are cash-in-hand?

Explain and reconcile cash takings to EPOS/till records where possible. Clear bookkeeping and a short explanatory note significantly improve lender confidence.

Ready to get matched to lenders who understand retail?

Complete a short enquiry now and receive a free eligibility check: Get Quote Now — Free Eligibility Check. We match retailers to brokers and lenders for loans from £10,000 and upwards. Submitting an enquiry is free and does not commit you to anything.

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About UK Business Loans

UK Business Loans connects UK retailers with trusted finance brokers and lenders. We are an introducer — we do not provide loans or regulated financial advice. Our role is to match your business to partners who best fit your requirements so you can get a quick, relevant response.

UK Business Loans introduces businesses to lenders and brokers. We do not lend or provide regulated financial advice. All offers are subject to lender terms, eligibility and credit checks. Completing our enquiry form is not an application and will not affect your credit score.

Document → Typical lender requirement

Document	Bank loans	Merchant/EPOS lenders	Invoice/Asset finance
Bank statements	6–12 months	3–6 months	3–6 months
EPOS / till data	Useful, 3–12 months	Primary evidence, 3–12 months	Supportive
Accounts	2–3 years statutory + latest MAs	Latest management accounts	Depending on product
Debtor ledger	Where relevant	Not required	Required for invoice finance
Asset quotes	Where security used	Not usually	Required for asset finance

1) What documents do I need to apply for a retail business loan? — Lenders typically ask for ID and Companies House/PSC records, 3–12 months of business bank statements, EPOS/till exports, recent statutory or management accounts, VAT returns, a 3–12 month cashflow forecast and any asset quotes or customer contracts.

2) How many months of bank statements or EPOS data are usually required for a business loan in the UK? — Most lenders want 3–6 months of bank statements and EPOS data (seasonal retailers may need 12 months) depending on the product and lender.

3) Will submitting an enquiry via UK Business Loans affect my credit score? — No — completing our short enquiry for a free eligibility check does not affect your credit score; lenders only run checks if you proceed with a formal application.

4) Can I get retail funding with imperfect credit or limited accounts? — Yes — some specialist lenders and brokers accept imperfect credit or limited historic accounts, especially when strong EPOS or trading evidence is provided.

5) How quickly can I expect a response or decision after applying for a business loan? — Using UK Business Loans you can often be matched to lenders within hours and receive offers or follow-up requests for documentation within a few days, with final decisions varying by lender and product.

6) Will I need to provide a personal guarantee or director security for a shop loan? — Some lenders may request personal guarantees or director charges for higher-risk cases or secured facilities, while unsecured options often avoid them but usually come with higher rates.

7) Can start-ups and sole traders apply for retail business loans through UK Business Loans? — Yes — we work with lenders who provide funding to start-ups, sole traders, limited companies and other structures, although documentary requirements may differ.

8) What’s the difference between EPOS data and bank statements for loan underwriting? — EPOS shows underlying sales patterns, product mix and seasonality while bank statements show cashflow and deposits, and lenders prefer reconciled EPOS-to-bank evidence for faster, more accurate underwriting.

9) I need invoice finance — what specific documents will lenders ask for? — Invoice finance providers typically require an aged debtor ledger, top debtors list, sample invoices, proof of delivery and sometimes historical bank statements and accounts.

10) How do I start the application process with UK Business Loans? — Complete the free two-minute enquiry to get a no-obligation eligibility check and be matched to trusted UK lenders and brokers who will tell you exactly which documents to prepare.