What Documents Do You Need to Apply for a Card Machine in the UK?

To apply for a card machine in the UK, you will normally need your business details, trading address, contact information, bank account details, proof of identity and evidence that your business is genuinely trading.

When applying through Switch & Save, applicants should prepare:

• Company name
• Trading name
• Trading address
• Email address
• Mobile number
• Bank account number
• Sort code
• Proof of ID, such as the front and back of a driving licence
• Proof of business, including a clear outside photograph of the premises

Having accurate, readable information available before starting your application can reduce delays and unnecessary requests for further evidence. However, supplying the documents does not automatically guarantee approval, as every merchant application remains subject to the payment provider’s checks.

Key Takeaways

Quick Card Machine Application Checklist

Before applying, gather the following information in one place.

Switch & Save card machine checklist

• Registered company name: The legal name of the business, where applicable.
• Trading name: The name displayed on your shopfront, receipts, menus or website.
• Trading address: The physical location from which the business operates.
• Email address: Preferably an address regularly monitored by the owner or authorised applicant.
• Mobile number: A working number on which the applicant can be contacted.
• Bank account number: The account that will normally receive card-payment settlements.
• Sort code: The six-digit sort code connected to the settlement account.
• Proof of identity: Clear images of the front and back of a valid driving licence.
• Proof of business: A clear outside photograph showing the business premises.

Depending on the business and the result of the initial checks, additional evidence may be requested. This might include information about directors, owners, expected transaction volumes, products sold or how the business operates.

Why Do Card Machine Providers Need These Documents?

A card machine application is more than an order for a piece of hardware. The provider or acquiring partner must establish a merchant account through which customer card payments can be processed and settled.

Payment and financial-service providers carry out customer due diligence to identify their customers and, where relevant, the people who ultimately own or control a business. They may also need information about the purpose and expected nature of the business relationship.

These checks help the provider:

• Confirm who owns or controls the business
• Verify that the applicant is authorised to apply
• Confirm where the business trades
• Check that the settlement bank details are correct
• Understand what products or services are being sold
• Assess the nature of the proposed card transactions
• Reduce the risk of fraud or misuse of payment services

The FCA describes customer due diligence as part of the risk-based measures firms use to prevent financial services from being exploited for money laundering and other financial crime.

This is why accurate information matters. A difference between the name on the application, bank account, identity document and business records can result in further questions.

Business Information You Must Provide

Company name

For a limited company, provide the full legal name under which the company is registered. Avoid shortening the name or leaving out terms such as “Limited” or “Ltd” where they form part of the official company name.

Companies House records can contain publicly available information such as a company’s registered office, officers and filing history, allowing company details to be checked during onboarding.

A sole trader who does not operate through a limited company should provide their own legal name along with the trading name used by the business.

Trading name

Your trading name is the customer-facing name under which you operate. It may appear on:

• Your shop sign
• Menus or price lists
• Receipts
• Social media profiles
• Your website
• Delivery-platform listings

A company can trade under a business name that differs from its registered company name.

For example:

• Registered company: Birmingham Food Services Limited
• Trading name: Perry Grill

Both names should be declared where applicable. This helps the card-payment provider connect the legal business with the name customers recognise.

Trading address

The trading address is the location where the business conducts its day-to-day activity. It may be different from the company’s registered office.

For example, a restaurant may have:

• An accountant’s office as its registered office
• A physical restaurant as its trading address

Provide the address where the card machine will actually be used. Check the postcode, unit number and street name carefully before submitting the application.

Email address and mobile number

Use contact details that the business owner, director or authorised applicant can access.

The provider may need to contact you to:

• Clarify information
• Request another document
• Confirm delivery details
• Discuss installation
• Complete account verification

Missing calls or overlooking an email requesting evidence can slow down the application.

Bank Account Details Required for a Card Machine

You will need to supply:

• Your bank account number
• Your sort code

These details identify the account into which card-payment settlements are expected to be deposited.

Before applying, check that:

1. The account number contains the correct digits.
2. The sort code belongs to the intended account.
3. The account can receive business payment settlements.
4. The account holder’s name is consistent with the applicant or business.
5. You have not accidentally provided details for an unrelated personal or savings account.

Do not estimate or type the information from memory. Check it against your banking application, online banking portal or a recent statement.

In some cases, the payment provider may request additional bank evidence if the account ownership cannot be confirmed electronically.

What Proof of Identity Do You Need?

When applying through Switch & Save, prepare a clear photograph or scan of the front and back of your driving licence.

The document should be:

• Valid and not expired
• Fully visible
• In focus
• Free from glare
• Uncropped
• Taken in good lighting
• Consistent with the name entered on the application

Identity verification is used to confirm the individual applying on behalf of the business. UK customer due diligence processes generally require the identity of relevant owners or controllers to be established using reliable information or evidence.

Electronic identification systems may also be used when they provide an appropriate level of assurance and are sufficiently secure against fraud or misuse.

Who should provide the ID?

The ID should belong to the person completing or authorising the application. Depending on the business structure, that may be:

• A sole trader
• A company director
• A partner
• A person with significant ownership or control
• Another authorised business representative

Where a business has multiple owners or a more complex ownership structure, the acquiring partner may ask for details or identification relating to additional individuals.

What Counts as Proof of Business?

For a Switch & Save card machine application, proof of business includes a clear outside photograph of the trading premises.

The photograph should ideally show:

• The exterior of the shop, restaurant or business
• The entrance
• The trading name or signage, where available
• Enough of the surrounding premises to identify the location
• A clear, current view rather than an old online image

For example, a convenience store should submit a photograph showing the full storefront, entrance and visible shop sign. A restaurant should show the outside of the restaurant rather than only photographs of food or the kitchen.

What if the signage uses a different name?

This is common where the registered company and trading name are different.

For example:

• Company name: ABC Retail Birmingham Ltd
• Trading name on the shopfront: City Local Store

Enter both names correctly in the application so the provider can understand the connection.

What if you are a mobile or home-based business?

Businesses without a conventional shopfront should explain their operating model clearly. Examples include:

• Mobile food vans
• Market traders
• Tradespeople
• Mobile repair businesses
• Home-based online retailers
• Pop-up businesses

The provider may request alternative evidence that demonstrates where and how the business trades. Do not submit a misleading photograph of a location that is not connected to the business.

Requirements for Different Business Structures

The documents needed for a card machine may differ according to how the business is legally structured.

Sole traders

A sole trader will normally provide:

• Full legal name
• Trading name, where applicable
• Trading address
• Contact details
• Settlement bank details
• Personal proof of identity
• Evidence of business activity

Make sure your legal name and trading name are entered in the correct fields.

Limited companies

A limited company will normally need to provide:

• Full registered company name
• Trading name
• Trading address
• Director or authorised applicant details
• Settlement bank details
• Proof of identity
• Proof of business activity

The provider may cross-check the submitted details against Companies House records.

Partnerships

A partnership may be asked for:

• Partnership name
• Trading name and address
• Details of relevant partners
• Bank details
• Identification for one or more partners
• Evidence of the partnership’s trading activity

New businesses

A newly opened shop or restaurant may not yet have a long trading history. That does not necessarily prevent it from applying, but the application should accurately explain:

• When the business began or expects to begin trading
• What it sells
• Where it operates
• The expected average transaction value
• The expected level of card sales

Never invent historical turnover or provide projections as if they were confirmed sales figures.

Common Reasons Card Machine Applications Are Delayed

Blurred or incomplete ID images

A driving licence image may be rejected when:

• One side is missing
• Important details are cropped
• The image is too dark
• Light reflects off the card
• The information cannot be read

Photograph both sides separately on a plain surface.

Names do not match

Delays can occur when the application uses:

• A nickname instead of the applicant’s legal name
• A shop name in the company-name field
• An old company name
• Bank details belonging to another person or company

Declare the registered and trading names separately.

Incorrect trading address

Check that the trading address is the physical operating location, not automatically the registered office or the owner’s home address.

Unclear outside photograph

Avoid photographs that:

• Only show the door
• Are taken at night
• Do not show the shop sign
• Are heavily zoomed or blurred
• Show a neighbouring business instead
• Have been copied from an outdated online listing

Missing business information

Be ready to explain what the business sells and how customers pay. A café, online retailer and mobile mechanic may have different payment patterns, even when they expect similar monthly turnover.

Inconsistent bank details

A single incorrect digit can prevent bank verification. Check the account number and sort code directly against your bank records.

How to Prepare Your Documents Correctly

Use this process before submitting your application:

1. Confirm your official company or legal name.
2. Write down the trading name exactly as customers see it.
3. Verify the complete trading address and postcode.
4. Confirm your preferred email address and mobile number.
5. Check the bank account number and sort code.
6. Photograph the front of the driving licence.
7. Photograph the back of the driving licence.
8. Take a clear outside picture of the business.
9. Review every image at full size to confirm it is readable.
10. Make sure the information is consistent across all documents.

Save the files with clear names such as:

• driving-licence-front.jpg
• driving-licence-back.jpg
• business-premises-outside.jpg

Do not send passwords, card PINs, online-banking login details or other information that has not been requested.

Applying for a Card Machine Through Switch & Save

Switch & Save supports UK businesses looking for card-payment solutions suited to their trading environment.

To begin the application, prepare:

• Company name
• Trading name
• Trading address
• Email address
• Mobile number
• Account number
• Sort code
• Driving licence, front and back
• Outside photograph of the business

The Switch & Save team can then review the information and progress the application through the relevant onboarding process. Further information may be requested where necessary.

When comparing payment solutions, do not consider the card terminal alone. Look at how payments will work alongside your till, reporting and wider business operations. Our guide to upgrading your payment process for UK retail explains some of the practical areas to assess.

Businesses replacing or introducing a complete point-of-sale setup can also read the UK POS installation guide for retail and hospitality.

Check Your Potential Savings

Switch & Save helps UK businesses reduce costs with AI-powered EPOS systems, card payment solutions and business finance.

Whether you operate a retail shop, takeaway, café, restaurant, bar, grocery store or mobile business, our team can help you explore a more efficient way to manage payments and day-to-day operations.

Check your savings today with Switch & Save

Frequently Asked Questions

What documents do I need to apply for a card machine?

You will normally need your business and trading details, contact information, bank account number, sort code, proof of identity and evidence that the business is actively trading.

For a Switch & Save application, prepare the front and back of your driving licence and a clear outside photograph of your business premises.

Do I need a business bank account to get a card machine?

You need to provide an account into which card-payment settlements can be deposited. The appropriate account type and acceptable ownership details can depend on your business structure and the provider’s requirements.

Make sure the account holder information is consistent with the business or applicant.

Why do I need to provide my sort code and account number?

Your sort code and account number identify the bank account that will receive money from processed card payments. They may also be used to confirm account ownership.

Can I use my trading name instead of my company name?

Provide both when they are different. The company name identifies the legal entity, while the trading name identifies the name customers see on the shop, website, menu or receipts.

Is a driving licence enough as proof of ID?

Switch & Save asks applicants to provide clear images of the front and back of a driving licence. Additional evidence may be requested depending on the application and the verification checks performed.

Why is an outside picture of my business required?

The photograph provides practical evidence of the trading location and helps connect the submitted trading name and address with the actual business premises.

What should be visible in the outside photograph?

Show the storefront, entrance and business signage where possible. The image should be current, clear and wide enough to identify the premises.

Can a new business apply for a card machine?

Yes, a new business can apply. It should provide accurate details about its business model, trading location, products or services and anticipated card-payment activity. Approval remains subject to the provider’s checks.

Can a mobile business apply without a shopfront?

A mobile or home-based business may still be able to apply, but it should explain how and where it trades. Alternative evidence may be requested when a conventional outside photograph is not available.

How quickly will my card machine application be approved?

Processing depends on whether the application is complete and whether further verification is needed. Submitting clear, consistent information can reduce avoidable delays, but no approval time should be treated as guaranteed.

Does providing all the documents guarantee acceptance?

No. Documents allow the provider to assess and verify the application, but approval depends on the outcome of the relevant underwriting, identity, business and risk checks.