Clinic Clinic Fitout Finance Documents Checklist (2026)
Clinic fitout equipment finance documents checklist for medical clinic | Switchboard Finance
🩺 clinic approvals · docs checklist ·
Whitecoat Hub · 2026
Clinic approvals are rarely “slow” — they’re usually incomplete. If you package the right Bank Statements, quote items, and lease documents up front, lenders can often assess faster (because your file is decision-ready).
If you want the Whitecoat context first, start here: Asset Finance for Doctors. For clinic-specific funding pathways (fitout + equipment + cash buffers), use the Whitecoat Pack. For business basics, business.gov.au is a solid reference point.
Helpful next reads: Medical Fitout Finance · Clinic Fitout Stages · Top Medical Devices Clinics Finance · Medical Equipment Deposits + Tax
- Itemised quotes for equipment + fitout scope (not a one-line “package”).
- Lease documents + landlord consent (if required).
- ABN + GST status (ABN, GST Registered).
- 6–12 months of Bank Statements (one PDF per account).
- Existing liabilities (current loans + limits) so servicing is clean.
- Director declaration (when required) in a single Director’s Declaration summary.
Approval time for clinics (when your file is clean)
Most “approval time” is really time spent chasing missing documents. When your evidence is tidy and your scope is clear, assessment can move quickly because the lender can apply their Approval Criteria immediately.
The simplest rule: treat your fitout + equipment like a single project file — then keep funding lanes clean (equipment ownership via Equipment Finance or Low Doc Asset Finance, and “soft costs” handled separately if needed).
| Step | What the lender checks | Common delay | What to provide (fastest) |
|---|---|---|---|
| Pre-check (same day) | Asset type + borrower basics (Low Doc fit) | Quote is vague / missing supplier details | Itemised quote + supplier ABN + delivery/install dates |
| Assessment (1–3 business days) | Trading strength + commitments + cashflow pattern | Bank statements messy / multiple accounts scattered | 6–12 months statements + short notes for anomalies |
| Conditional approval | Final evidence confirmation | Lease/landlord consent not ready | Lease + consent email/letter + fitout scope doc |
| Docs + settlement (2–5 business days) | Signing + verification + payout process | Signatures/IDs missing or inconsistent | IDs + correct entity details + one signer pathway |
Clinic fitout + equipment documents checklist (copy/paste)
This is the “approval-ready pack” for clinics: one folder, clear file names, and zero guesswork. It’s designed to stop the common back-and-forth that pushes approvals out by days.
If you’re also choosing “bundle vs split” for a clinic project, this pairs well with: One Facility vs Split Facilities for Clinic Upgrades. (This checklist stays focused on docs + timing.)
| Category | Documents (send these) | Why it matters | Common clinic mistake |
|---|---|---|---|
| Entity + registration |
ABN / entity details (ABN) GST registration (GST Registered) Directors list + signer confirmation |
Confirms who is borrowing and who can sign the Loan Agreement. | Mismatch between invoice name and borrowing entity. |
| Banking evidence |
6–12 months Bank Statements Optional: Bank Feeds access (if requested) |
Shows cashflow pattern, stability, and commitments. | Sending screenshots or partial months (forces re-request). |
| Tax / activity evidence |
Latest BAS (if available) Notes on seasonality / patient volume swings (1 paragraph) |
Supports revenue consistency and trading history. | Leaving unexplained dips (e.g., holidays, referrer changes). |
| Project scope (fitout) |
Fitout scope document (rooms, items, inclusions) Builder/trade quotes + stage dates (simple schedule) |
Turns a “vague renovation” into a financeable scope (Fit-Out Finance story). | Missing inclusions = variations = rework = slower approval. |
| Equipment list |
Itemised equipment quote(s) (Medical Equipment) Supplier ABN + delivery/install dates |
Allows clean asset verification for Equipment Finance. | Bundling everything into one line with no serial/model details. |
| Premises (lease) |
Lease + permitted use clause Landlord consent (if required for installation) Proof of rent + outgoings |
Confirms the clinic site is stable (and upgrades are allowed). | Assuming consent isn’t needed until after approval. |
| Existing debts |
Current loan statements / payout figures (Payout Figure) Credit limits (Credit Limit) |
Keeps servicing clean and avoids surprise conditions. | Forgetting merchant facilities / overdrafts. |
What slows clinic approvals most (and the quick fix)
Clinics are “high-trust” borrowers — but lenders still need a clean file. The delays below are the ones that keep approvals stuck in “pending”.
If you want a clinic cashflow safety net (so upgrades don’t squeeze wages/suppliers), start here: Whitecoat Clinic Cashflow Safety Net.
- One-line quotes: ask for itemisation (rooms/items/models) and attach it as “Scope.pdf”.
- Entity mismatch: make the supplier invoice match the ABN entity borrowing.
- Statement noise: highlight unusual items once (refunds, owner drawings, tax payments) instead of letting the lender guess.
- Lease missing: attach lease + permitted use + consent (if install requires it).
- Too many “side” apps: pause new Credit Enquiry activity until decision (keeps the file calm).
Clinics: approvals move fastest when your “project story” is boring: itemised quotes, lease + consent, and clean Bank Statements in one pack. For ownership funding, anchor to Low Doc Asset Finance (equipment) and keep soft costs separate when needed.
Start with the Whitecoat system pages: Whitecoat Hub, Whitecoat Pack, and the deeper clinic reads: Fitout Loans Terms + Deposits.
FAQ
Most lenders ask for 6–12 months of Bank Statements. The faster path is: one PDF per account, no screenshots, and a short note explaining any one-off spikes or dips.
If you’re upgrading an existing site, the lease (and any consent requirements) is often part of the “clean file”. It reduces conditions because it proves the upgrades are permitted and the site is stable.
One-line quotes make the scope unclear, which can trigger rework and conditions. Itemisation (models, inclusions, install dates) turns your file into a financeable Asset Finance story.
Often, yes — but “Low Doc” still needs evidence. Expect a tighter focus on Bank Statements, trading history, and a clear scope (fitout + equipment) rather than full financials.
Generally, keep the file calm until you get a decision. Extra Hard Enquiry activity can create avoidable questions mid-assessment.
Disclaimer: This content is general information only and isn’t financial, legal, or tax advice.
