Trade Account Requirements in the UK: What Designers Need

    By Faura ·

    Trade Account Requirements in the UK: What Designers Need

    To open a trade account in the UK, you need to show that you buy for projects as a professional, not as a private consumer. In practice that means a registered business identity (a company number, or sole trader details with a UTR), usually a VAT number, a portfolio or website that shows live work, and often proof of insurance. There is no single national rulebook. Each showroom or brand sets its own checks, so the list below is what you should have ready before you apply, particularly for London projects.

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    TL;DR

    • There is no statutory trade account standard in the UK. Every supplier sets its own vetting, so prepare one documents pack and reuse it.
    • The usual evidence is a business identity (company number or UTR), a VAT number where you are registered, a portfolio, and a professional indemnity (PI) certificate.
    • The title ‘interior designer’ is not protected in the UK, so suppliers look for independent signs that you are an active practitioner.
    • Decide whether you work as Principal or Agent, and make your client contract say so, before you sign any trade terms.
    • Confirm VAT, insurance and contract points with your accountant, insurer or solicitor. Trade terms at Faura are agreed individually with each approved account.

    Table of Contents

    Why trade accounts are vetted at all

    Trade showrooms, manufacturers and distributors sell to professionals under terms that are not offered to the public. Pricing, sample access, technical files and order handling all differ from retail. So the first thing a supplier needs to establish is who is buying and for whom.

    The British Institute of Interior Design’s clients’ guide points out that the use of the title ‘interior designer’ is not protected in the UK, unlike ‘architect’, which is regulated. Anyone can call themselves an interior designer. Because a job title proves nothing, suppliers fall back on documents: a registered entity, a tax record, a body of work, and evidence that you carry the risks of specifying and buying.

    That is reassuring in one sense. If you are an emerging designer without years of credits, the vetting is about being a genuine professional, and you can prove that with paperwork you can assemble in a week.

    The documents most trade account applications ask for

    Requirements vary, but the same items turn up again and again. Treat the table as a working checklist rather than a guarantee that any one supplier will accept it.

    Item What it shows Notes
    Company registration number, or sole trader details with UTR That you are a real, traceable business Limited company details are on the Companies House register
    VAT registration number That you can issue and reclaim VAT correctly Required only above the threshold, optional below it
    Business bank account details Where payments come from and go to Often requested for credit or account set-up
    Portfolio, website or project images That you design for clients as a profession Recent, credited projects carry the most weight
    Professional indemnity certificate That you are insured for design and specification errors Often speeds up vetting
    Public liability certificate Cover for site and showroom visits Check what each supplier or site requires
    Client contract or terms of engagement Whether you act as Principal or Agent Often asked for by premium brands
    Professional body membership Independent verification of standards Helpful, never a legal requirement

    Business identity: company number or sole trader details

    A limited company is the simplest identity to verify, because the number can be checked in seconds. If you are setting one up, GOV.UK’s Register your company service is the official route, and company directors and people with significant control now need to verify their identity with Companies House. Once verified, you receive a Companies House personal code, which you may need for later filings.

    Sole traders and partnerships can usually open accounts too. Expect to supply your trading name, address, UTR and a website or portfolio that confirms you trade as a designer.

    Proof of trading, not proof of size

    Most applications do not ask for a minimum turnover. They ask for evidence that you are trading. Three or four recent projects, a live website and a business email address on your own domain will go further than a long narrative. A free webmail address and a social media profile alone often prompt follow-up questions.

    VAT: when it is required and why showrooms ask

    A VAT number is the item designers most often ask about. The rule is set by HMRC, not by suppliers. According to GOV.UK, you must register for VAT if your taxable turnover for the last 12 months goes over £90,000, or you expect it to go over £90,000 in the next 30 days. The House of Commons Library briefing on VAT registration also gives the current threshold as £90,000. Check the GOV.UK page before you act, because the threshold can change.

    Below the threshold, registration is voluntary. Many studios register early because a VAT number lets them reclaim VAT on business purchases and makes them easier to onboard as a trade customer. Whether that is right for you depends on your client mix and how you charge, so ask your accountant.

    If you do register, the practical side matters to suppliers. GOV.UK sets out what you must keep in your VAT records, including copies of invoices you issue and receive. Registered businesses should also be signed up for Making Tax Digital for VAT, as the GOV.UK guidance on charging VAT explains. If you are about to apply, the information you will need is listed on the how to register page: typically your company registration number, bank account details, UTR and details of your turnover.

    Four items needed for VAT registration

    One point deserves its own caution. How VAT applies to a designer’s markup and to the full value of an order depends on how you contract with the client and how goods are invoiced. Our journal piece on why VAT can apply to the full order sets out the issues, and you should confirm your own position with an accountant or HMRC before you quote.

    Insurance: what suppliers want to see

    Insurance is the second area where applications stall. Business.gov.uk states that employers’ liability insurance is a legal requirement if people work for you. Other covers are not legally required for every designer, but trade partners and sites often ask for them.

    • Professional indemnity (PI): covers claims arising from your advice, drawings or specification. Showrooms handling high-value FF&E are likely to ask for a certificate.
    • Public liability: covers injury or damage to third parties, relevant when you visit sites, showrooms or client homes.
    • Employers’ liability: a legal requirement if you employ staff, including some casual arrangements. Your insurer can advise on your case.
    • Goods in transit or contents cover: worth asking about if you take title to goods or store them before installation.

    Levels of cover are set by your insurer, your client contracts and the site or supplier concerned. We do not suggest a figure here. Ask your broker what your contracts and the projects you take on actually call for, and update the certificate each renewal so the copy in your documents pack is current.

    Principal or Agent: the question many designers miss

    The BIID’s FF&E practice guide describes two roles for a designer handling procurement. As Agent, the designer acts on behalf of the client, administering the purchase. As Principal, the designer buys the goods and takes responsibility for them, including delivery.

    This matters for a trade account in three ways:

    1. Who is the customer? Under an agency arrangement the client may be the contracting party with the supplier. As Principal, you are.
    2. Who carries the risk? Damage, delay and defects land differently under each model, which affects the insurance you need.
    3. How is the order invoiced? The route affects how you record and report transactions, including VAT.

    Premium brands often ask which model you use. If your client contract is silent, you may end up carrying more liability than you intended when you sign trade terms. Have a solicitor with construction or design experience review the wording, and keep the contract consistent with how you actually buy.

    For the mechanics of orders once the account is open, our step-by-step FF&E procurement guide walks through the stages.

    Trade discounts and transparency

    A trade account often comes with pricing that differs from retail. Handled badly, that creates friction with clients. The BIID’s professional practice guidance says commissions or trade discounts received from suppliers should be disclosed to clients, and that FF&E transactions should be clearly recorded and accounted for. Build that into your engagement letter at the start rather than at invoice stage.

    We cover the ethics in more detail in using trade discounts ethically, and the fee structures designers use in procurement fees in UK interior design.

    Professional memberships: useful, not mandatory

    No UK law requires an interior designer to belong to a professional body. Membership does help a supplier verify standards independently, which matters when the title is unprotected. Registered members of the BIID, for example, are described in the institute’s clients’ guide as working to its professional standards. If you are not a member, a well-documented portfolio, a clear contract and current insurance do much of the same work.

    A London-focused checklist before you apply

    London showrooms are used to handling several projects at once, often with tight programmes and restricted site access. Suppliers there tend to want to be sure the account holder can manage orders, deliveries and paperwork. Before applying, have these ready:

    1. Company number or UTR, and your registered or trading address.
    2. VAT number, if registered, and a sample VAT invoice from your own system.
    3. PI and public liability certificates, current and in PDF.
    4. A short portfolio: three to five recent projects with your role stated.
    5. Your standard client terms, showing Principal or Agent status.
    6. A named person for orders and accounts, with an email and phone number.
    7. Delivery details for your usual projects, including who receives goods and where they are stored.

    Bundle these in one folder. A complete application is far quicker for a supplier to approve than one that arrives in pieces.

    It also pays to prepare for the visit itself. Our checklist for visiting design showrooms covers what to bring, from project briefs to measurements.

    Our perspective on trade access

    Faura is a trade-only showroom and residency in Westminster, for interior designers, architects, developers and contractors. Visits are by appointment, Monday to Friday, 09:00 to 18:00. We opened in September 2026, so we have built our approach to trade access around what working designers need rather than around legacy habits.

    Our perspective on trade access — overview diagram

    We see the same pattern in every vetting conversation: the designers who move fastest are not the biggest studios, they are the ones with their paperwork in order. A clear business identity, a contract that states how they buy, and a portfolio that shows their role make approval a short conversation.

    We also believe a trade account should reduce admin, not add to it. Over 200 brands, samples, technical files and a materials library are in one place, and our team can handle procurement, logistics and delivery, so a project runs on one order and one invoice. Trade terms are agreed individually with each approved trade account and are not published, so we discuss them with you directly.

    — Faura Editorial

    Opening an account with Faura

    If you are an interior designer, architect, developer or contractor working on UK projects, you can apply for a trade account and arrange an appointment. The residency adds space to present schemes to your clients at the showroom, and architects and developers can look at specification support and FF&E procurement. For an overview of the Westminster base, see our interior design showroom in London. We work with trade professionals only, not homeowners.

    Our journal also explains how designers open a trade account in London in practical terms, and why some studios choose to outsource FF&E through a trade showroom.

    Common reasons applications are delayed

    • No evidence of trading. A website with no projects, or a portfolio with no credits, leaves the supplier guessing.
    • Mismatched names. The trading name, company name and insurance certificate should align, or explain the difference.
    • Expired insurance. An out-of-date certificate is treated as no certificate.
    • Personal email and home delivery only. Suppliers often treat these as signs of a consumer purchase, so provide a professional email and explain delivery arrangements.
    • Unclear role. If it is not obvious whether you act as Principal or Agent, expect questions.
    • VAT confusion. Quoting a VAT number you do not hold, or one that does not match your company, will stop an application at once. Check your number against your registration letter before you submit.

    FAQ

    Do I need to be VAT registered to open a trade account in the UK?

    Not always. VAT registration is compulsory only once your taxable turnover passes the HMRC threshold, currently £90,000 according to GOV.UK. Many suppliers will open an account for a non-registered designer, but some ask for a VAT number. Ask your accountant whether voluntary registration suits your business.

    Can a sole trader open a trade account?

    Yes, in most cases. A sole trader normally supplies a trading name, address, UTR, website or portfolio and, if held, insurance certificates. Requirements differ between suppliers, so check each one before applying.

    Do I need professional indemnity insurance?

    It is not a legal requirement for every designer, unlike employers’ liability when you have staff, as Business.gov.uk explains. In practice, suppliers handling high-value FF&E often ask for a PI certificate, and your client contracts may require it. Speak to an insurance broker about the level that suits your projects.

    Do I have to belong to a professional body such as the BIID?

    No. The title ‘interior designer’ is not protected, and no membership is legally required. A recognised body can help a supplier verify your standards, but a strong portfolio, current insurance and a clear contract can do the same job.

    Does Faura publish its trade terms?

    No. Trade terms are agreed individually with each approved trade account. To discuss your studio and projects, start with our trade access page.

    Sources