Can I fund EPOS systems, kitchen tech and back-of-house software?

Short answer: Yes — there are several practical ways to finance EPOS, kitchen equipment and software

Yes, UK businesses can finance EPOS systems, kitchen technology and back-of-house software through options like asset finance, leasing, hire purchase and unsecured business loans. Specialist providers also fund software and subscriptions, and card-taking businesses may qualify for merchant cash advances. Best Business Loans doesn’t lend directly, but we help you get matched to relevant lenders and brokers who fund this type of investment.

Funding can cover hardware, installation, licences, training, maintenance and upgrades. Terms typically range from 12 to 60 months, with fixed repayments that can be aligned to your cash flow.

What exactly can be financed?

• EPOS and payments: terminals, handheld devices, card readers, receipt printers, scanners, cash drawers and network hardware.
• Kitchen tech: combi ovens, refrigeration, dishwashers, fryers, KDS screens, temperature monitoring and IoT sensors.
• Back-of-house software: stock and recipe management, purchasing, staff rota and HR, reservations, table management, payroll and accounting integrations.
• Digital infrastructure: Wi‑Fi upgrades, cabling, servers, tablets, kiosks and setup by approved installers.

Why consider finance for these items?

• Spread the cost to protect working capital and cash flow.
• Deploy modern tech sooner to improve margins and service speed.
• Match repayments to the revenue generated by the systems.

Our AI-driven platform helps you understand the best route for your goals and connects you with providers actively funding your sector. Submit a Quick Quote to check eligibility with no obligation.

Funding options for EPOS, kitchen equipment and software — at a glance

Common routes and where they fit

• Asset finance (lease or hire purchase): Often used for EPOS hardware and kitchen equipment. Keep payments fixed over 1–5 years, with options to own at term end (HP) or continue/upgrade (lease).
• Equipment leasing: Suits fast-moving tech like EPOS and KDS screens. Upgrade paths can be built in to avoid obsolescence.
• Hire purchase (HP): Spread the cost and usually own the asset at the end after a nominal fee. Useful where ownership matters for accounting or collateral.
• Software finance: Fund perpetual licences, multi-year SaaS and implementation costs via a term agreement separate from hardware.
• Unsecured business loan: A flexible catch‑all for mixed baskets of hardware, software, training and installation.
• Merchant cash advance (MCA): Repay as a percentage of card takings, aligning repayments with actual sales.
• Fit‑out finance: Bundle EPOS, counters, furniture and kitchen kit into a single project facility for refurbishments.
• Refinance: Release equity from existing paid‑up equipment to fund new tech or upgrades.
• Growth Guarantee Scheme (GGS): Government‑backed guarantees can support eligible SMEs via participating lenders.

What about subscriptions and licences?

Many providers will finance multi‑year software agreements, including POS licences, staff scheduling tools and stock control. Some will also capitalise implementation and training costs into the agreement.

If your software is monthly SaaS, you may still be able to finance a defined term alongside hardware. Lenders vary in approach depending on whether the licence is transferable and essential to operations.

Tip on bundling

Consider packaging hardware, software, installation and support into one facility for simplicity. Alternatively, separate assets and software for accounting clarity or to align terms to useful life.

What lenders look for and typical terms

Eligibility and underwriting factors

• Trading history: Typically 12+ months for mainstream options, though some providers consider younger businesses.
• Turnover and profitability: Affordability is key; lenders assess cash flow against repayments.
• Card sales profile: Important for MCAs and for EPOS‑linked deals in hospitality and retail.
• Credit profile: Business and director credit are often considered. Adverse credit is not always a barrier with the right context.
• Assets and security: For HP/lease, the equipment usually acts as primary security.
• Supplier quotes: Clear quotes for what’s being financed help speed decisions.

Typical amounts, terms and costs

• Deal sizes: From £5,000 to £500,000+ depending on business size and asset mix.
• Terms: 12–60 months for most EPOS and kitchen equipment; software sometimes 12–36 months.
• Payments: Monthly or quarterly; some offer seasonal or deferred schedules.
• Rates: Risk‑based and vary by lender, sector and credit profile. Fixed‑rate options available for budgeting certainty.
• VAT: Some agreements allow VAT deferral; speak to your provider and accountant.

Cash flow and tax considerations

Leasing can let you deduct rentals as operating expenses, while HP may allow capital allowances on qualifying assets. Always seek advice from your accountant on tax treatment and VAT timing.

Make sure repayments fit your sales cycles, especially for seasonal hospitality operations. Many lenders can build repayment patterns that reflect busy and quiet periods.

Time to proceed and installation

Indicative decisions can be quick once documents and supplier quotes are ready. Funds for equipment are often paid directly to your supplier on delivery or installation milestones.

For software, staged drawdowns can align with implementation phases. Clear scoping reduces delays and variation costs.

How the process works — and how Best Business Loans helps

Simple steps to get matched

1. Complete a Quick Quote: Share basic details, the funding purpose and your budget.
2. AI matching: Our system assesses your profile and suggests relevant lenders or brokers from our network.
3. Introductions: We connect you with providers who are actively lending for EPOS, kitchen tech or software.
4. Proposal: You receive terms to review, with clarity on repayments, fees and conditions.
5. Supply and install: On acceptance, lenders liaise with your supplier to settle invoices per milestones.

What to prepare for a smoother approval

• Supplier quotes listing hardware, software, installation and support.
• Latest management accounts and bank statements.
• Card processing statements if you take card payments.
• Brief business overview and rationale for the upgrade.
• Details of any existing finance on related assets.

Sector‑specific matching

Hospitality, retail and food operators often need lenders who understand service speed, wastage, rota costs and seasonality. We prioritise matches with providers who actively fund these use‑cases and technologies.

If you operate a restaurant, cafe, bar or food‑to‑go site, explore our guidance for the sector here: food industry loans and financing options. We can also help multi‑site groups and franchise networks with coordinated roll‑outs.

Important notes on our service

Best Business Loans is an independent introducer and does not provide loans or credit decisions. We’ll introduce you to lenders or brokers who may be able to help based on your profile.

There is no obligation to proceed, and submitting an enquiry is free. Approval, rates and terms are subject to the provider’s assessment.

Benefits, drawbacks and alternatives

Top benefits of financing EPOS and back‑of‑house tech

• Cash flow friendly: Avoid large upfront costs and preserve working capital.
• Operational gains: Faster service, lower wastage, better stock control and clearer reporting.
• Scalability: Add sites or terminals without stressing the balance sheet.
• Modernisation: Keep pace with consumer expectations for speed, accuracy and payment options.

Potential drawbacks to consider

• Total cost: You pay interest and potentially fees over the term.
• Commitment: Early settlement may incur charges depending on the agreement.
• Asset life: Match term length to expected useful life to avoid paying for obsolete kit.

Alternatives and complementary routes

• Cash purchase: Best when pricing is discounted and cash reserves are strong.
• Vendor financing: Some EPOS providers offer in‑house plans; compare total costs carefully.
• Grants and schemes: Occasional regional or digital adoption grants may subsidise costs.
• Invoice finance: If you are B2B with invoices, this can release funds for tech investment.

Practical tips for better ROI

• Capture the full business case: upsells, speed gains, staff savings and shrinkage reduction.
• Plan integrations early to avoid duplicate systems and manual workarounds.
• Schedule training to maximise adoption and benefits from day one.

FAQs, key takeaways and compliance information

Frequently asked questions

Can I finance software‑only projects?

Yes, many providers fund software licences, implementation and support as a standalone facility. Terms depend on licence type, length and business profile.

Is merchant cash advance suitable for EPOS upgrades?

It can be, particularly if your revenues are mostly card‑based. Repayments flex with card takings, which can help during quieter periods.

Will the lender pay my supplier directly?

Often yes, especially for HP and leasing, with staged payments aligned to delivery. This helps smooth project cash flow and reduces admin.

Can I include installation, training and support?

In many cases you can include these costs within the finance. Ensure your supplier quotes itemise all components clearly.

What happens if I miss payments?

Missed or late payments can impact your credit profile and may lead to asset recovery for secured agreements. Contact your provider early if you foresee issues.

Key takeaways

• Yes — EPOS systems, kitchen tech and back‑of‑house software are commonly financed in the UK.
• Options include asset finance, leasing, HP, software finance, unsecured loans and MCAs.
• Match terms to the useful life of your tech and your seasonal cash flow.
• Prepare quotes, accounts and card statements to speed up approvals.
• Use Best Business Loans to get introduced to suitable lenders and brokers quickly.

Next steps — get a Quick Quote

It takes minutes to submit your details and receive introductions to relevant finance providers. There’s no obligation, and you stay in control of any decision to proceed.

Ready to explore finance for EPOS, kitchen or back‑office systems? Get your free Quick Quote and see your options.

Important information and fair‑clear‑not‑misleading notice

Best Business Loans operates as an independent introducer. We don’t provide loans or give regulated financial advice, and nothing on this page constitutes advice.

Eligibility, rates and terms are set by the lender or broker and depend on your circumstances. Fees, security and guarantees may apply; always review documents carefully and consult your accountant where needed.

Late or missed repayments can affect your credit rating and, for secured agreements, may result in repossession of the financed assets. Information is for UK businesses and is updated periodically (Updated October 2025).