Can I include installation, delivery, training and maintenance in the finance amount?

The short answer and what lenders usually allow

Yes, in many UK business finance agreements you can include installation, delivery, training and maintenance — often called “soft costs” — within the total finance amount. How much can be included depends on the finance type, the asset, and the lender’s policy. Expect lenders to ask for clear evidence and a cost breakdown before approval.

With asset finance such as hire purchase or leasing, delivery and installation are commonly included as part of the total project cost. Training is sometimes included when it is essential to operate the equipment, and maintenance may be included if it is structured as a service package or pre-paid plan. Unsecured business loans and fit-out finance are generally more flexible and may cover all these items together, subject to creditworthiness and affordability.

Best Business Loans does not provide loans directly, but we help you find suitable lenders or brokers who support these scenarios. Our AI-led matching points you towards providers that are more likely to accept your mix of asset and soft costs. That saves time and reduces the risk of applying to lenders with policies that do not fit your needs.

What counts as “soft costs” in business finance?

Soft costs are non-asset expenses directly linked to getting an asset operational or a project live. Lenders often consider these where they are necessary and proportionate to the asset value or project scope. Typical examples include the following.

• Delivery, shipping, freight and logistics
• Installation, commissioning and calibration
• Initial on-site training and handover
• Professional services such as setup, integration and configuration
• Extended warranty and pre-paid service packs
• Software setup fees, one-off licence charges and implementation

Some ongoing or consumable costs may be excluded or restricted. The more your soft costs are one-off, necessary and linked to a specific asset or project milestone, the easier inclusion tends to be. Recurring, usage-based, or ad hoc costs are less likely to be funded within an asset facility.

When might these costs be excluded?

Lenders may decline certain elements if they fall outside policy or present higher risk. Be prepared for caps and conditions, including the following.

• Soft-cost caps, often 10%–30% of total finance, sometimes higher on complex projects
• Exclusions for consumables, spare parts, software subscriptions, or ad hoc call-outs
• Restrictions on long-term maintenance beyond a set pre-paid term
• Limits on training not provided by the asset supplier or not essential to operation
• Challenges with overseas shipping where documentation is incomplete
• Requests to separate ongoing service contracts from the main asset agreement

How inclusion works by finance type

Hire Purchase (HP)

HP is designed to fund ownership of a tangible asset over time. Delivery and installation costs linked to the asset are commonly included. Training may be included if the supplier deems it necessary for safe or competent use.

Maintenance is typically handled via separate service agreements rather than capitalised into HP. Some lenders will allow pre-paid maintenance for a defined period if it is part of a supplier pack. VAT on HP is usually payable upfront, although some providers offer VAT deferral or a separate VAT loan to ease cash flow.

Finance lease and operating lease

Leasing can be more flexible on soft costs than HP, particularly on installation and commissioning. Delivery is commonly included, and software setup linked to the asset can sometimes be bundled. Training may be included when it is necessary and one-off.

Maintenance is often separated into either a service-inclusive lease or a standalone Service Level Agreement (SLA). Where maintenance is bundled, it is normally for a fixed period and scope, not open-ended. VAT is charged on lease rentals rather than upfront, which can help cash flow.

Equipment loans and unsecured business loans

Unsecured loans or equipment loans for established UK companies are usually the most flexible route for including training and maintenance. Lenders may allow a broader range of soft costs, provided they are legitimate business expenses tied to the finance purpose. Evidence of cost, supplier quotes and a sensible ratio between hard and soft costs will still be required.

Because these are not secured on the asset itself, lenders focus more on affordability, trading history and overall risk. Multiple suppliers and mixed costs are often acceptable when the business case is clear.

Fit-out finance and project-based packages

Fit-out, refurbishment and turnkey project finance often include a wider slate of soft costs. This can cover delivery, installation, first-stage training, professional fees and commissioning. Drawdowns can be staged against milestones, which helps align payments with progress on site.

Some lenders apply a retention until final sign-off to ensure all works are completed and operational. Where maintenance is relevant, it is usually limited to pre-paid or fixed-term service plans rather than ongoing consumables or reactive call-outs.

Software, integration and intangible elements

Software implementation, integration and initial training can sometimes be included, especially where the software is required to run the asset. Dedicated software finance or unsecured facilities are often used here. Subscriptions and variable usage fees are harder to finance within an asset agreement but may be funded via a separate working capital facility.

For mixed hardware-and-software projects, lenders may ring-fence the hardware into HP or a lease and place the software and soft costs into a parallel facility. This can be efficient for approvals, tax and VAT treatment.

Limits, documentation and structuring tips

Typical soft-cost limits you may encounter

Soft-cost policies vary, but these indicative ranges can help you plan. The exact figure depends on your sector, asset type, supplier and credit profile. Your matched provider will confirm their limits during underwriting.

• Delivery and logistics: usually allowed in full with evidence
• Installation and commissioning: usually allowed in full with a defined scope
• Initial training: often allowed, commonly capped at 5%–15% of total project cost
• Pre-paid maintenance or service packs: often allowed for 12–36 months
• Extended warranties: sometimes allowed, especially when sold by the asset supplier
• Professional services and integration: allowed when essential and milestone-based

If your soft-cost share is high relative to the hard asset, lenders may suggest splitting the package. A blended solution can speed up approval and reduce risk concentration.

Documents that strengthen your case

Clear evidence supports lender due diligence and reduces queries. Provide a breakdown that shows what each cost covers and why it is necessary to deploy the asset or complete the project. Aim to share the following.

• Itemised supplier quotes and pro-forma invoices, showing VAT where applicable
• A statement of work or scope for installation, integration and training
• Maintenance or service plan contracts with defined durations and inclusions
• Warranty details and terms, especially for extended coverage
• Delivery terms (Incoterms for imports), expected ship dates and insurance
• Project timeline, milestones and drawdown schedule if relevant

Being specific reduces ambiguity and helps lenders map costs to finance types. It also supports better cash flow planning by aligning drawdowns with supplier payment points.

Structuring to improve approval odds

Ask suppliers to split invoices into hardware, software, training and maintenance lines. This lets lenders include what fits their policy while excluding what does not. Consider keeping consumables and subscription elements out of the asset facility.

If VAT is a pressure, discuss VAT deferral or a VAT loan with your matched provider. For longer service coverage, negotiate annual or quarterly billing rather than full-term prepayment. Staged installation and acceptance certificates can also unlock drawdowns progressively.

Quick checklist before you apply

• Is each soft cost essential to operate or deploy the asset?
• Can you document the scope, duration and value clearly?
• Is the soft-cost percentage proportionate to the asset value?
• Have you removed consumables and usage-based fees?
• Do you have milestone dates for delivery and commissioning?
• Have you prepared alternative structures if the lender requests them?

VAT, warranties and ongoing costs explained

VAT treatment and timing

VAT handling depends on the finance product. With HP, VAT on the asset is normally due upfront, though some lenders offer VAT deferral or a separate VAT facility. With leasing, VAT is charged on each rental, improving short-term cash flow.

VAT on delivery and installation follows the invoice treatment. Ensure your supplier breaks out the VAT so the lender can align payments. Import VAT requires careful planning, including EORI registration, customs documentation and timing of drawdowns.

Maintenance, consumables and service plans

Pre-paid maintenance for a defined period is more likely to be included than open-ended service promises. Many lenders prefer service-inclusive leases or separate SLAs billed monthly or quarterly. Consumables, parts, inks, toners and media are usually excluded from asset finance.

If service is mission-critical, consider a capped service plan with clear inclusions and response times. This can be more financeable than variable, call-out-driven models. Keep renewals and consumables in working capital or invoice finance facilities to avoid complicating the asset package.

Worked examples

Example 1 — CNC machine: Asset price £120,000 + VAT; delivery and installation £6,000; initial operator training £3,000; 24-month pre-paid service £5,400. A lender may fund the asset in HP or lease, include delivery and installation in full, allow the training in full or up to a cap, and accept the 24-month pre-paid service. Anything beyond 24–36 months might be separated or billed periodically.

Example 2 — Printing press: Press £250,000 + VAT; delivery/rigging £8,000; commissioning £7,500; RIP software setup £4,000; training £5,000; 36-month service pack £18,000. A specialist printing lender may bundle most or all of this into a lease with service, subject to ratios and documentation. For sector-specific guidance, see our resource on printing business loans.

Next steps, compliance and FAQs

How Best Business Loans helps you include soft costs

Our AI-led platform matches established UK businesses with lenders and brokers who understand full project funding. Tell us your asset details and the soft costs you want to include, and we will introduce you to providers aligned to those needs. That way you avoid dead-ends and save time.

It is free to submit a Quick Quote, and there is no obligation to proceed. You stay in control, compare terms, and choose the route that best supports your cash flow. We do not promise the lowest rate, but we aim to connect you to relevant, trusted funding partners who can genuinely help.

We commonly support sectors like manufacturing, construction, logistics, healthcare and printing where delivery, installation, training and service packs are integral. If you are planning a fit-out, machinery upgrade or technology roll-out, we can help you structure the costs for lender approval. Start by completing a Quick Quote and our system will guide your next steps.

Clear, fair and not misleading — important information

• Best Business Loans is an independent introducer. We do not provide loans; we connect you with third-party lenders or brokers.
• Finance is subject to status, credit checks, affordability assessments and lender criteria. Security or guarantees may be required.
• Rates, fees and terms vary by provider and market conditions. We do not guarantee the lowest rate.
• Your business should consider professional advice where appropriate. Failure to keep up repayments may affect your credit rating and could result in the repossession of assets.
• We focus on established UK businesses and do not currently support start-ups, sole traders, franchises, property finance or commercial mortgages.

FAQs: Including installation, delivery, training and maintenance

• Q: Can I finance 100% of these soft costs? A: Often yes for delivery and installation, while training and maintenance may be capped or time-limited. The ratio to the underlying asset must be sensible.
• Q: Does the training have to come from the asset supplier? A: Many lenders prefer supplier-provided or accredited training linked to commissioning. Third-party training may be accepted if it is essential and well-documented.
• Q: Can I include a 5-year maintenance plan? A: Longer terms may be restricted; many lenders prefer 12–36 months or separate periodic billing. Ask about a service-inclusive lease if multi-year cover is critical.
• Q: What if I have already paid a deposit to the supplier? A: Some lenders can refinance a deposit or reimburse part of it at drawdown. You will need proof of payment and a revised invoice.
• Q: Will the lender pay the supplier directly? A: Commonly yes, especially for staged projects. Lenders may pay against milestones, delivery notes and acceptance certificates.
• Q: Can software setup and integration be included? A: Often yes when essential to the asset, usually with clear SOW and fixed fees. Subscriptions and usage-based fees are normally excluded.
• Q: What evidence do I need? A: Itemised quotes, contracts, service plans, warranty terms, delivery schedules and any import documentation if applicable.

Key takeaways

• You can usually include delivery and installation in business finance, with training and maintenance often allowed in defined, capped ways.
• Policies differ by product type and lender, so structuring and documentation are crucial.
• Split costs clearly, focus on one-off essential items, and prepare milestone-based drawdowns.
• Best Business Loans can match you with providers who support full project funding for established UK businesses.

Updated: October 2025

Ready to explore your options?

Tell us what you need to fund, including any installation, delivery, training and maintenance. Our AI-led matching will connect you with providers who support your project structure. Complete your Quick Quote now for a fast, no-obligation introduction to suitable partners.