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How to make an invoice in Kenya

By the BizKipe team · Updated 6 November 2026

An invoice is a clear request for payment. It tells your customer what they are paying for, how much, and by when. A good invoice gets you paid faster because there is nothing left to question. This guide explains what to include on an invoice in Kenya and how to make one on your phone in a few minutes.

What to put on an invoice

Your business name and contact details. Name, phone number, email and town or address.
Your KRA PIN, if you have one. Customers who keep records for tax often ask for it.
The customer's name and, for business customers, their company name.
A unique invoice number. Simple running numbers such as INV-001, INV-002 are enough. Never reuse a number.
The invoice date and the due date. "Due in 7 days" or a calendar date leaves no room for doubt.
A line for each item. A short description, the quantity and the price for each.
Totals. The subtotal, any tax that applies, and the final amount due, in Kenyan shillings (KSh) or the currency you agreed.
How to pay. Your M-Pesa Till or Paybill number, or your bank details, and what reference to use.
Your terms. For example, a deposit already paid, or a late-payment charge if you and the customer agreed one beforehand.

Step by step: make an invoice with BizKipe

Open the BizKipe document builder. You do not need to sign up.
Choose Invoice as the document type.
Enter your business details and your customer's details.
Add each item with its quantity and price. The totals are calculated for you.
Check the preview, which updates as you type.
Print it, or choose Save as PDF from your browser's print menu. On a phone this option is often under share or print.
Send the PDF to your customer on WhatsApp or by email.

Tips for clearer invoices

Invoice as soon as the work is done. The longer you wait, the longer you wait to be paid.
Be specific. "Website design, 5 pages" is better than "Services".
Put the due date where it cannot be missed, close to the total.
Keep a copy. Save every invoice you send in one folder so you can find it later.

About tax and eTIMS. The Kenya Revenue Authority (KRA) runs a system called eTIMS for electronic tax invoices, and its guidance says businesses are expected to onboard whether or not they are VAT-registered. KRA also says a business expense can be claimed only if it is backed by an electronic tax invoice. The standard VAT rate is 16%, and some goods and services are zero-rated or exempt. BizKipe creates clear business documents but it is not an eTIMS system and is not connected to KRA. Check what applies to your business on the KRA eTIMS page or ask an accountant. This guide is general information, not tax advice.

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Common questions

Do I need a KRA PIN on an invoice?

If you have a KRA PIN, include it. Customers who keep tax records often need it. Whether you must register, and what you must issue, depends on your business and KRA's rules, so confirm with KRA or an accountant.

Can I make an invoice on my phone?

Yes. BizKipe works in your phone's browser. Fill in the details, then print or save the invoice as a PDF and send it on WhatsApp or email.

What is the difference between an invoice and a receipt?

An invoice asks for payment. A receipt confirms that payment has been received. Send the invoice first, and a receipt after the customer pays.

Keep reading

How to write a quotation in KenyaHow to write a clear quotation.How to get paid on time as a small business in KenyaSet terms, follow up and keep records.