Printing business loans: Can I include software, installation and training with hardware in one asset finance agreement?

Short answer: Usually yes — but it depends on the software licensing model, how the supplier invoices the package, and lender appetite. Perpetual software licences and one‑off installation/training fees are commonly included when itemised as capital costs. Recurring subscriptions (SaaS), ongoing support or maintenance are usually treated as operating costs and are not funded under standard asset finance. For a free, no‑obligation quote and to see what lenders will consider for your package, Get Quote Now.

Important: UK Business Loans introduces businesses to lenders and brokers. We do not provide loans or regulated financial advice. The enquiry form is information only — not an application — and helps us match your business with appropriate lenders or brokers for loans from around £10,000 and upwards.

---

---

What is asset finance?

Asset finance is a way to fund equipment by spreading the cost over a set term while you use the asset in the business. For print businesses that often means funding presses, digital printers, cutters and finishing kit. The most common structures are hire purchase (HP), finance lease and equipment loans. Asset finance preserves working capital, can match payments to cash flow, and — when the item qualifies — can also help with tax planning.

Typical asset lifespans in printing: digital presses and high‑end production kit (3–7 years), ancillary equipment (2–5 years). Lenders evaluate the likely resale value and the economic life of the asset when assessing an application.

---

What counts as “hardware” vs “service” vs “software” — and why it matters

For lenders the distinction is primarily between capital items with resale value and revenue items consumed as an operating cost.

• Hardware — physical items: presses, feeders, cutters, servers and dedicated controllers. Clear collateral value and therefore the most straightforward for asset finance.
• Software — varies: perpetual licences or software sold ‘in‑perpetuity’ alongside hardware can sometimes be capitalised; cloud/SaaS subscriptions and per‑seat recurring charges are normally treated as operating expenditure.
• Installation & training — one‑off implementation/commissioning charges are often considered capitalisable if they are essential to bringing the asset into use; ongoing support/maintenance is usually revenue.

Why lenders care: asset finance relies on the asset (or package) to secure the agreement. Items without secondary market value or recurring payments are less attractive unless clearly itemised and documented.

---

Can you bundle software, installation and training in one asset finance agreement?

Yes — in many cases. But the outcome depends on three core factors:

1. How the supplier invoices the package — lenders prefer a single supplier invoice that is itemised so they can identify capital costs (hardware and capitalised software/licences) and revenue costs (subscriptions, ongoing support).
2. The software licensing model — perpetual licences, perpetual + maintenance, or licence transfers are much easier to include than monthly SaaS subscriptions or per‑user recurring fees.
3. Lender appetite and product type — some asset finance lenders and specialist lenders serving the printing sector will accept full supplier invoices including one‑off installation and training; others will only fund the hardware and capital software components.

Common practical outcomes:

• Full single‑package funding: If the supplier issues an itemised invoice showing hardware, a perpetual software licence and one‑off installation/training fees, many lenders will fund the lot under a hire purchase or finance lease.
• Split treatment: Hardware + capitalised software on asset finance; recurring SaaS or support charged as operating expense and funded separately (e.g., via business loan, overdraft or vendor subscription finance).
• Exclusions: Monthly/annual subscriptions, consumables or pay‑per‑use services are rarely funded by asset finance.

Examples:

• Example A — A commercial printer buys a press with a perpetual RIP licence, plus one‑off installation and a two‑day training course. Supplier provides an itemised invoice. Lender funds the entire invoice over a term matching the press life.
• Example B — A supplier offers the RIP as a cloud‑based monthly service. Lenders typically exclude these monthly fees from asset finance; you’d need to fund the subscription separately.

Free Eligibility Check — if you’re unsure how your package will be treated, complete a short enquiry and we’ll match you with specialist lenders and brokers who can advise on the best structure.

---

Financing options and structures to consider

Which approach fits best depends on your goals (preserve cash, upgrade regularly, tax position) and the package composition:

• Single asset finance agreement — convenient, single monthly payment; works well when software is a perpetual licence and installation is a one‑off cost.
• Hybrid / split funding — hardware on asset finance; subscriptions/maintenance on operating lines, credit card or short‑term business loan. This keeps lenders happy and preserves finance for recurring costs elsewhere.
• Hire purchase vs finance lease — HP often leads to ownership at the end of term (good for capital allowances); lease keeps ownership with less upfront cost but may be treated differently for tax.
• Term matching — match the finance term to the economic life of the hardware; software should be matched where capitalised (e.g., 3–5 years for RIP software bundled with presses).

Consider residual/balloon payments carefully — high residuals reduce monthly cost but can change the lender’s risk profile and affect approval.

---

Tax, accounting and VAT practicalities

How you treat software and services for tax and accounting will affect whether lenders will finance them.

• If the software and one‑off services are capitalised on your accounts, they can qualify for capital allowances (including AIA in many cases) — check with your accountant.
• Recurring SaaS is usually revenue and cannot be capitalised; it’s treated as an operating expense for VAT and tax.
• VAT recovery depends on your VAT status and correct supplier invoicing — lenders want clear VAT shown on documents.

Recommendation: discuss the intended accounting treatment with your accountant before agreeing package invoicing and finance structure — lenders will expect consistent documentation.

---

What lenders and brokers will ask for — quick checklist

• Itemised supplier invoice showing hardware, software licences, installation and training separately
• Delivery note and proof of acceptance (where applicable)
• Software licence agreement or proof of perpetual licence/assignment
• Implementation/installation plan and training schedule
• Warranty and maintenance terms — clearly separate one‑off from ongoing costs
• Company accounts, management accounts and recent bank statements
• Credit history, director IDs and a proposed finance term

Tip: ask your supplier to produce an invoice that separates recurring subscription lines from one‑off, capital items — this materially increases the chance of full package funding.

---

Tips to improve your chances of approval

• Get an itemised invoice from the supplier — lenders dislike mixed invoices.
• Prefer perpetual licences or licence transfer options if you want them capitalised.
• Match the term to the asset life and be realistic on residual values.
• Choose reputable suppliers with established secondary markets — lenders factor resale value into decisions.
• Work with a specialist broker experienced in asset finance for print equipment — they can present the package in lender‑friendly format.

Need tailored help? Get Quote Now — our short enquiry will match you to lenders and brokers who know the printing sector.

---

Example case study (concise)

A mid‑sized commercial printer purchased a new digital press priced at £180,000. The supplier bundled a perpetual RIP licence (£12,000), one‑off on‑site installation (£4,000) and a two‑day operator training (£1,500). With an itemised invoice, a specialist lender funded the full amount on a 5‑year hire purchase. The business kept working capital, claimed capital allowances on the capitalised costs, and benefited from fixed monthly payments.

---

Frequently asked questions

Can SaaS subscriptions be funded under asset finance?

Generally no. SaaS is usually treated as an operating cost and excluded from asset finance. Consider working capital, a business loan or vendor subscription finance instead.

Will lenders fund one‑off installation and training?

Often yes — if invoiced as a one‑off capital cost and shown separately from ongoing maintenance or support.

What if the software is cloud‑based but essential to run the printer?

If the supplier offers a perpetual licence or a mechanism to capitalise the software, lenders may include it. Pure cloud subscription fees are usually excluded.

Will I own the software when financed together with hardware?

Ownership depends on the licence terms and the finance structure. Perpetual licences usually allow ownership; leased assets and licence agreements may restrict transfer — check the licence and lender paperwork.

How long does asset finance approval usually take?

Simple, well‑documented cases often get indicative responses within 24–72 hours; full approval depends on credit checks, documentation and valuation — specialist brokers can speed this up.

Will financing software affect warranties or supplier support?

No — warranties and support continue according to the supplier agreement. Ensure finance documents don’t hinder support access or licence transfer if required.

---

Next steps — how UK Business Loans can help

If you’re planning to finance a printing package that includes hardware, software and services, the fastest way to test options is to get an expert review of the supplier invoice and a free eligibility check. Complete a short enquiry and we’ll match you with lenders and brokers experienced in printing equipment and asset finance.

Get Started — Free Eligibility Check (it’s a short, information‑only enquiry — not an application). We commonly place enquiries for packages from around £10,000 upwards and will introduce you to lenders/brokers best suited to your needs.

---

Useful internal link

For sector‑specific guidance on financing print equipment see our printing business loans page: printing business loans.

---

1. Can I include software, installation and training in a single printing asset finance agreement?
Usually yes — lenders will often fund hardware plus perpetual software licences and one‑off installation/training when the supplier provides an itemised invoice showing those capital costs.

2. Will asset finance cover cloud‑based SaaS subscriptions for printers?
Generally no — recurring cloud/SaaS subscriptions and per‑user fees are treated as operating costs and are excluded from standard asset finance.

3. What paperwork do lenders need to fund a bundled printing package?
Lenders typically want an itemised supplier invoice, delivery note/proof of acceptance, software licence agreement or proof of perpetual licence, implementation/installation plan, warranty terms and company accounts.

4. How should my supplier invoice the package to improve chances of approval for printing equipment finance?
Ask the supplier to itemise hardware, capitalised software/licences and one‑off installation/training separately from ongoing subscriptions or support so lenders can clearly identify capital items.

5. What’s the difference between hire purchase and finance lease for printing equipment?
Hire purchase commonly leads to ownership at the end of the term and can support capital allowances, while a finance lease keeps legal ownership with the lessor and can have different tax and accounting treatment.

6. Can I claim capital allowances on software and installation included in asset finance for my print business?
If the software and one‑off installation are capitalised in your accounts they may qualify for capital allowances (including AIA where applicable), but you should confirm with your accountant.

7. What finance structures can I use if lenders won’t fund subscriptions or ongoing support?
Consider a hybrid approach: asset finance for hardware and capitalised software, and use a short‑term business loan, overdraft or vendor subscription finance for recurring SaaS and support.

8. How long does approval for printing asset finance usually take?
Well‑documented, itemised cases typically receive indicative responses within 24–72 hours, with full approval timing depending on credit checks, valuation and documentation.

9. Will financing software with my printer affect software ownership, licences or supplier warranties?
Ownership and licence transfer depend on the software licence terms and chosen finance structure, while warranties and support generally remain governed by the supplier agreement.

10. How does UK Business Loans help and is the online enquiry a formal loan application?
UK Business Loans matches you to specialist lenders and brokers for printing business loans and asset finance, and the short online enquiry is information‑only (not a formal application) used to find appropriate finance partners.