Conference Room Equipment Finance

Q: Does the finance cover the Microsoft Teams Rooms or Zoom Rooms licence?

No. The camera, speaker, display and any touch controller are physical assets that can be financed, but the Teams Rooms or Zoom Rooms subscription that most modern systems require to operate is billed per room, per year by Microsoft or Zoom directly, and is a running cost rather than an asset, so it sits outside the equipment finance agreement. Some resellers quote the licence and hardware together as one monthly figure, so ask them to break this down before applying, so the finance amount reflects only the equipment.

Q: Can I finance equipment for multiple meeting rooms across different offices on one agreement?

Yes, this is common when a business is standardising its meeting rooms, and financing several rooms together on one agreement, rather than one at a time, usually simplifies the process and keeps the specification consistent across sites. Just make sure the supplier's quote clearly breaks down the equipment for each room. This approach also tends to simplify support later, since every room is running the same hardware and firmware version regardless of location.

Q: What size room does a given conference room system suit?

Manufacturers typically size systems by expected room capacity, for example a compact all-in-one video bar for a small huddle room seating up to six, a mid-range room kit for a standard meeting room seating around eight to ten, and a larger multi-camera, multi-speaker package for a boardroom seating fifteen or more. Getting the size right matters for both the meeting experience and the budget, since larger-room systems cost considerably more.

Q: Is leasing or hire purchase better for conference room equipment?

Hire purchase suits a single boardroom fit-out a business expects to keep unchanged for years. A lease suits businesses standardising several rooms across offices, since it makes it easier to add or refresh rooms on a predictable schedule as the platform, camera and audio technology moves on. A single-office business with no expansion plans and a preference for owning its equipment outright often finds hire purchase the simpler and slightly cheaper route over the full term.

Q: How quickly can conference room equipment finance be approved?

Most applications are approved within 24 hours, and conference room equipment purchases under £30,000 are often approved the same day, provided the business has a clean credit history and the supplier's quote is straightforward to review. Larger orders, multi-site rollouts, or purchases bundled with other equipment on the same agreement can take a little longer, since the lender needs to review the full specification and how the purchase fits with what the business already has in place.

Spread the cost of conference room equipment from £2,500 to £60,000+ with flexible finance options: HP, lease or refinance. Compare rates from 40+ lenders.

Can you finance a conference room equipment?

Yes, conference room equipments are financed as a standard asset purchase, usually on hire purchase or a lease, with the machine itself acting as the security. UK prices typically run £2,500 to £60,000, and most deals are written over 24–48 months with a deposit of around 10–20%. Decisions typically take 24 hours. Used machines are financeable too, usually with a shorter term.

Typical Cost

£3k – £60k

Approval Speed

24 hours

Same-day for < £30k

Rates From

5.7% APR

What would a conference room equipment cost per month?

Conference Room Equipment price (ex VAT) £12,000

Deposit 10%

Agreement term 60 months

Annual interest rate 9%

Balloon payment £0

Your estimate

Indicative only. Not a quote and not an offer of finance.

Pre-filled with a typical conference room equipment price. Indicative only, not a quote.

Finance options

Hire Purchase (HP)

Rate: From 6.0% APR
Term: 24–48 months
Deposit: 10–20%
Ownership: Yours at the end
Best for: A single boardroom fit-out expected to run largely unchanged for years

Finance Lease

Rate: From 5.7% APR
Term: 24–48 months
Deposit: None required
Ownership: Return or buy (balloon payment)
Best for: Bundling camera, speaker, display and installation into one deductible payment

Operating Lease

Rate: From 6.4% APR
Term: 24–36 months
Deposit: None required
Ownership: Return at end
Best for: Businesses standardising and refreshing meeting rooms across multiple offices

Representative example

On a purchase price of £12,000: a 10% deposit of £1,200, then 48 monthly payments of £253 at 5.9% APR representative (fixed). Total amount payable £13,344, including the deposit. The rate you are offered depends on your business and the asset.

Machine or specification	Guide price	Type
Poly Studio X-Series All-in-One Video Bar	£2,500 – £6,500	Small/Medium Room System
Cisco Room Kit/Room Bar	£4,000 – £18,000	Meeting Room System
Large-Room Camera, Speaker & Display Package	£8,000 – £30,000	Boardroom System
Touch Controller, Cabling & Mounting	£1,000 – £6,000	Control/Installation

Tax benefits

Cameras, speakerphones, displays, mounting and cabling qualify for the Annual Investment Allowance, so a purchase or HP agreement can be deducted against taxable profit in the year of purchase, and lease payments are deductible in full as they are paid. The Microsoft Teams Rooms or Zoom Rooms licence that most modern systems require per room is billed as an annual subscription and is a running cost that sits outside the finance agreement.

Bad credit?

Several of our 200+ lenders specialise in businesses with imperfect credit histories. You may need a larger deposit or personal guarantee, but options exist. Checking your options here does not affect your credit score, because we do not run a credit search to match you. A lender will run their own checks only if you decide to apply.

Frequently asked questions

Does the finance cover the Microsoft Teams Rooms or Zoom Rooms licence?

No. The camera, speaker, display and any touch controller are physical assets that can be financed, but the Teams Rooms or Zoom Rooms subscription that most modern systems require to operate is billed per room, per year by Microsoft or Zoom directly, and is a running cost rather than an asset, so it sits outside the equipment finance agreement. Some resellers quote the licence and hardware together as one monthly figure, so ask them to break this down before applying, so the finance amount reflects only the equipment.

Can I finance equipment for multiple meeting rooms across different offices on one agreement?

Yes, this is common when a business is standardising its meeting rooms, and financing several rooms together on one agreement, rather than one at a time, usually simplifies the process and keeps the specification consistent across sites. Just make sure the supplier's quote clearly breaks down the equipment for each room. This approach also tends to simplify support later, since every room is running the same hardware and firmware version regardless of location.

What size room does a given conference room system suit?

Manufacturers typically size systems by expected room capacity, for example a compact all-in-one video bar for a small huddle room seating up to six, a mid-range room kit for a standard meeting room seating around eight to ten, and a larger multi-camera, multi-speaker package for a boardroom seating fifteen or more. Getting the size right matters for both the meeting experience and the budget, since larger-room systems cost considerably more.

Is leasing or hire purchase better for conference room equipment?

Hire purchase suits a single boardroom fit-out a business expects to keep unchanged for years. A lease suits businesses standardising several rooms across offices, since it makes it easier to add or refresh rooms on a predictable schedule as the platform, camera and audio technology moves on. A single-office business with no expansion plans and a preference for owning its equipment outright often finds hire purchase the simpler and slightly cheaper route over the full term.

How quickly can conference room equipment finance be approved?

Most applications are approved within 24 hours, and conference room equipment purchases under £30,000 are often approved the same day, provided the business has a clean credit history and the supplier's quote is straightforward to review. Larger orders, multi-site rollouts, or purchases bundled with other equipment on the same agreement can take a little longer, since the lender needs to review the full specification and how the purchase fits with what the business already has in place.

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