Free guide to starting a UK plant hire companyUpdated October 2026 · Browse all guides
Plant Hire Start-Up Guide
Startup checklist

Operations and logistics

Taking card payments and deposits for plant hire

How a plant hire firm takes card payments and deposits: terminals, payment links, online checkout, pre-authorisations, fees, fraud checks and refunds.

Guide specPHSUG-91
Read time5 min
LevelBeginner
Methods4
UpdatedOct 2026

Key takeaways

  • Use payment links or online checkout for bookings and a card terminal for the yard and drivers.
  • Pre-authorisations hold a deposit without taking it, but expire after a set time.
  • Card fees are a cost of sale; build them into prices rather than surcharging consumers.
  • Check name, address and card match for new customers, especially for high-value machines.

Ways to take card payments

MethodBest forNotes
Online checkoutBookings on your websiteIntegrates with booking systems
Payment linksPhone and WhatsApp bookingsSent by text or email; no card details over the phone
Card terminalYard collections and driver paymentsMobile terminals work on site
Saved card / accountRepeat customersCustomer's consent needed to charge later

Deposits and pre-authorisations

  • A pre-authorisation reserves funds on the card without charging it; you capture all or part later.
  • Pre-authorisations expire after a period set by the card scheme and provider; long hires may need a charged deposit instead.
  • A charged deposit is taken and refunded later; refunds take a few days to reach the customer.
  • State the deposit, what it covers and when it's released in your terms; see deposits and payment terms.

Fees

Card providers charge a percentage per transaction plus sometimes a fixed fee or monthly charge. Compare providers on your expected volume and average transaction size. In the UK, businesses generally can't surcharge consumers for card payments, so build fees into your prices.

Fraud checks

  • Billing address matches the delivery address for new customers.
  • Name on the card matches the hirer's ID.
  • Be wary of urgent first hires of high-value kit, especially out of hours.
  • Use your provider's secure authentication (it shifts some fraud liability away from you).
  • See theft prevention.

Refunds and disputes

  • Refund deposits promptly after collection and inspection.
  • Keep evidence for any deposit deduction: photos, condition reports, charges schedule.
  • Respond to chargebacks quickly with your signed terms and evidence.

FAQs

Common questions

How should plant hire firms take card payments?
Online checkout or payment links for bookings, and a card terminal for the yard and drivers. Avoid writing down card numbers taken over the phone.
What is a pre-authorisation deposit?
A hold on funds on the customer's card that isn't charged unless needed. It expires after a set time, so long hires may need a charged deposit.
Can I add a card surcharge?
UK businesses generally can't surcharge consumers for card payments. Build fees into your prices.

This guide is general information for people setting up a plant hire business in the UK. It is not legal, tax, insurance or financial advice. Rules and thresholds change, so check current guidance on GOV.UK and take advice from an accountant, solicitor or broker before acting.