How to Create a Professional Invoice in Kenya

1. Start with your business identity

Place your business name prominently at the top. Add your logo, physical or postal address, phone number, email address and KRA PIN where applicable. Consistent branding makes the document easier for customers to recognise and trust.

2. Use a unique invoice number

Give every invoice a unique, sequential reference such as INV-0001. Never reuse a number simply because an earlier invoice was cancelled or deleted. A reliable sequence makes payments, customer questions and audits easier to trace.

3. Add the invoice and due dates

Show the date the invoice was issued and the final payment date. Instead of writing only “due soon,” use an exact date. If you offer 7-, 14- or 30-day terms, calculate and display the resulting due date.

4. Identify the customer clearly

Include the customer’s legal or trading name, contact person, address, email and PIN where the transaction requires it. Confirm these details before issuing the document, especially when the customer needs the invoice for accounting or tax records.

5. Describe every product or service

Use plain descriptions that the customer can match to the agreed quotation, contract or delivery. For each line, show the quantity, unit price and line total. Avoid vague entries such as “services rendered” when a clearer description is available.

6. Calculate subtotal, tax and total

Add all line totals to obtain the subtotal. Then show VAT or other applicable tax separately before the final total. KRA currently lists the general VAT rate as 16% and a zero rate for specific supplies, but the correct treatment depends on your registration and the supply. Do not charge VAT unless you are entitled and required to do so.

7. State how the customer should pay

Add your accepted payment methods, such as M-Pesa till or paybill details, bank details or another agreed channel. Include the reference the customer should use. Never place sensitive passwords, PINs or private account credentials on an invoice.

8. Put payment terms at the bottom

Finish with the payment deadline, late-payment expectations, deposit or partial-payment arrangements, quotation reference and any relevant delivery or refund terms. Keep these terms concise and ensure they match what the customer accepted.

9. Understand the eTIMS requirement

KRA describes eTIMS as its electronic tax invoice management system and states that persons engaged in business are required to onboard and issue electronic tax invoices. A valid tax invoice includes key details such as the trader name and PIN, date and time, description, quantity, unit cost, gross amount, tax amount and rate, unique invoice identifiers and a QR code where applicable.

Quote Desk helps you prepare, organise and track customer-facing invoices, but it does not currently transmit invoices to KRA eTIMS. Complete any required eTIMS issuance separately until an approved integration is available.

10. Review before sending

• Check the customer name and contact details.
• Confirm quantities, prices, VAT treatment and totals.
• Check the invoice number and dates.
• Verify payment details and terms.
• Save a copy and record subsequent payments against the invoice.