Can I include software, installation and training with hardware in a single asset finance agreement? — Printing Business Loans

Summary — short answer

Yes — in many cases printing businesses can include one-off software costs (for example fixed-term licences or perpetual licences), site installation and training alongside hardware in a single asset finance agreement. What matters is how each cost is classified (capital v revenue), how the supplier invoices the work, and the lender’s policy on services and licences. Recurring SaaS subscriptions and short rolling licences are often treated differently and may need separate funding or operating-lease style arrangements.

Bottom line: provide an itemised supplier quote and we can match you with lenders or brokers who typically finance bundled printing equipment packages. Get a free eligibility check — Get Quote Now.

Why printing businesses bundle hardware, software, installation & training

Printing and packaging businesses often buy complex systems: digital presses, RIP/workflow software, finishing kit, network integration and operator training. Bundling these into one finance agreement delivers clear business benefits:

• One predictable monthly payment rather than separate invoices for hardware, software and services.
• Quicker deployment — vendor installs and trains staff without waiting for separate approvals.
• Preserves working capital and bank lines while funding the full solution.
• Simplifies accounting and cashflow forecasting.

Typical items lenders will consider as part of a financed package:

• Capital hardware — presses, finishing equipment, plate-setters.
• Capitalised software — perpetual licences or fixed-term licences of sufficient length.
• One-off site works — installation, cabling and on-site integration fees.
• One-off training sessions — staff training that is a single cost tied to the equipment.
• Ancillaries that are clearly capital in nature (e.g. bespoke frames, tooling).

Useful example: a trade printer buys a digital press plus a perpetual RIP licence and two days of on-site operator training. A lender or broker experienced in printing equipment will often accept a single, itemised quote and include all capital items in a hire purchase or finance lease.

For sector-specific guidance on printers and packaging finance, see our printing business loans information at this industry resource: printing business loans.

Types of asset finance suitable for printers

Hire Purchase (HP)

Hire Purchase is common for printers who want eventual ownership. Lenders will usually finance hardware and one-off software that is capital in nature. VAT is typically payable upfront unless VAT is deferred by the HP arrangement. Check whether the lender requires software to be owned or transferable at term-end.

Finance Lease

Finance leases can be used where the borrower does not wish to record the asset on the balance sheet in the same way. Some leases allow bundling of installation and capitalised software. Confirm whether maintenance/support and subscription costs are excluded or included.

Operating lease / rental

Operating leases work well for rapidly-upgrading tech. They typically exclude consumables and subscription fees, but can include installation and training as part of a rental package. Useful if you expect to upgrade before ownership is desired.

Vendor / bundled finance

Manufacturer or reseller finance packages often include hardware, software, installation and training as a single deal. These vendor offers can be convenient, but compare price and impartial lender options — use a broker to check alternative offers.

How lenders treat software, installation and training

Lenders assess each cost against whether it is a capital spend and whether it will have lasting economic benefit. Common lender positions:

• Capital hardware — routinely financed.
• One-off installation and training — frequently financed if itemised on supplier quote.
• Perpetual or multi-year licences — often considered capital and financeable if licence length aligns with term.
• Monthly SaaS / rolling subscription fees — often classed as operating expenditure and may be excluded or require separate working capital lending.

To improve acceptance chances:

• Ask the supplier for an itemised quote that separates hardware, software licence type (perpetual v subscription), installation and training costs.
• Provide licence terms and vendor warranties to underwriters.
• Show how the software integrates with the press and its useful economic life — this helps lenders treat it as capital.

Checklist lenders use when underwriting bundled printing packages:

• Supplier credibility and references
• Clear itemised invoicing (hardware vs services vs subscription)
• Software licence length and transferability
• Expected useful life and residual values
• Business financials and affordability (management accounts / bank statements)

Need help confirming whether your package is financeable? Get a free eligibility check — Free Eligibility Check.

Practical considerations & negotiation tips for printing businesses

• Itemise the quote: insist the vendor lists hardware, one-off services and any licence details separately. This speeds underwriting.
• Clarify licence type: perpetual and fixed-term licences are easier to include than short rolling subscriptions.
• Negotiate vendor flexibility: vendors may be able to convert a monthly subscription into an annual licence that is financeable.
• Ask about VAT handling: VAT treatment varies by product and finance type — check with lender and your accountant.
• End-of-term options: confirm ownership, return, or upgrade options and any costs for acceptance testing after installation.
• Insurance & maintenance: decide who is responsible (you, the vendor, or the finance provider) and whether maintenance is financed or excluded.
• Get confirmation in writing: once offered, ask the lender to confirm exactly what is included in the finance agreement.

Want a tailored negotiation brief for your vendor quote? Get Quote Now — a short enquiry connects you with lenders and brokers who specialise in printing asset finance.

Common scenarios and recommended finance products

Scenario A — Small signage / trade printer
A printer buys a digital press for £65,000, a perpetual RIP licence and two days’ operator training. Likely outcome: Hire Purchase or Finance Lease including hardware, licence and training. Lenders favour clear, capital-style licences and one-off training costs.

Scenario B — Commercial printer with subscription software
A large print house wants a finishing line plus a workflow platform available on monthly subscription. Likely outcome: Lender may finance the finishing line; the subscription platform may need separate operating expense funding or vendor-split. Consider a mixed solution: asset finance for hardware + working capital or a vendor payment plan for SaaS.

Scenario C — Preference for upgrades and support
A print shop prefers an operating lease to include upgrades and on-site maintenance. Likely outcome: Operating lease or rental that bundles installation and training but treats ongoing subscriptions separately. This keeps tech current with predictable costs.

Documents lenders will ask for

Preparing the following speeds decisions:

• Itemised supplier quote showing hardware, software (with licence terms), installation and training costs
• Supplier contact details and vendor references
• Latest company accounts and management accounts (last 12–24 months)
• Business bank statements (typically 3–6 months)
• Details of director(s) and IDs where required
• Proof of site readiness (access, power requirements) and installation scope
• Software licence agreement or terms (showing length and transferability)

Ready to start? Complete a short enquiry and we’ll match you with lenders and brokers who can review your paperwork — Start Your Enquiry.

FAQs

Can subscription (SaaS) software be financed?

Sometimes. Fixed-term licences or multi-year subscriptions are more likely to be treated as capital. Short, rolling monthly subscriptions are usually treated as operating costs and may need separate funding.

Will lenders include training and installation?

Yes — one-off installation and training costs are commonly included if they are itemised and tied directly to the purchase of equipment.

How does VAT work on asset finance?

VAT treatment depends on the product and finance type (HP often requires VAT up front; leases may allow VAT treatment over payments). Always check with your lender and accountant for the specific transaction.

How quickly can lenders respond?

Initial decisions can often be provided within 24–72 hours once full documentation is supplied. Vendor-backed deals or straightforward HP applications are typically quickest.

Want a tailored answer for your printing business? Get a free quote and eligibility check.

Get a free eligibility check — Get Quote Now

Complete our short enquiry form — it takes around 2 minutes. We’ll match you with trusted lenders and brokers who specialise in asset finance for printing equipment and bundled solutions. Our introductions are free and no obligation. We organise finance for business loans and asset finance from around £10,000 and upwards. Get Quote Now.

Legal / compliance note

UK Business Loans acts as an introducer and does not lend money or provide regulated financial advice. Completing an enquiry is free and does not constitute an application; lenders decide eligibility, rates and terms. Submitting your details will allow UK Business Loans to share information with selected lenders and brokers so they can contact you about your finance options. No guarantees of approval are offered.

1. Can I include software, installation and training in a single asset finance agreement for printing equipment?
Yes — many lenders will include one‑off installation, training and capital-style software (perpetual or fixed-term licences) in a single hire purchase or finance lease if they’re itemised and tied to the equipment.

2. Will lenders finance SaaS or monthly subscription software for printers?
Short rolling SaaS subscriptions are usually treated as operating expenditure and often excluded, whereas multi-year or fixed-term licences are more likely to be financeable.

3. Which asset finance product is best for printing businesses — hire purchase, finance lease or operating lease?
Choose hire purchase for eventual ownership, finance lease for alternative balance-sheet treatment, and operating lease for upgrade flexibility and bundled rental-style packages depending on your upgrade and tax preferences.

4. How should I present my supplier quote to improve chances of asset finance approval?
Provide a clear, itemised quote separating hardware, software licence type and length, installation and training, plus supplier contact details and licence terms to speed underwriting.

5. How quickly can I get a decision on asset finance for a new press or finishing line?
Initial lender responses are typically available within 24–72 hours after you supply the required documentation, with straightforward vendor-backed HP deals often quickest.

6. What documents will lenders ask for when financing printing equipment and bundled services?
Lenders commonly request an itemised supplier quote, software licence agreement, supplier references, company accounts or management accounts and recent business bank statements.

7. How does VAT work on financed printing equipment, software and services?
VAT treatment depends on the finance product (for example HP often requires VAT up front while some leases allow VAT to be spread), so confirm details with the lender and your accountant.

8. Are vendor or reseller finance packages that bundle equipment, software and installation a good option?
Vendor finance can be convenient and bundled, but you should compare price, terms and lender options — using a broker or UK Business Loans can reveal better alternatives.

9. Can training and one‑off installation costs be included in an operating lease or rental for printing equipment?
Yes — many operating leases and rentals will include one‑off installation and training if itemised, although ongoing subscriptions and consumables are typically excluded.

10. Does submitting an enquiry via UK Business Loans count as an application or affect my credit score?
No — UK Business Loans is an introducer, not a lender, so completing the short enquiry is free, non‑binding and does not itself affect your credit score.