Rules last checked 29 Oct 2026
Invoice generator for Kenya
In Kenya, VAT-registered businesses and most other businesses must issue their invoices through KRA's electronic Tax Invoice Management System (eTIMS), and an InvoiceKit PDF does not replace an eTIMS invoice where one is required. InvoiceKit is useful for quotations, proforma invoices, payment requests and records, showing your KRA PIN, VAT at 16% or 8%, and the total in words. It is free, needs no signup and keeps your data in your browser.
- No signup, no watermark
- Stays in your browser: nothing uploaded
- GST, VAT and sales-tax aware
How it works
Country is preset
Tax name, rates, tax-ID label and document title follow local rules.
Fill in both parties
Registration numbers are format-checked as you type where possible.
Download the PDF
Check the result against the list below before you send it.
What an invoice in Kenya must show
- eTIMS invoice where required. The tax invoice itself must be generated through eTIMS, which assigns it a KRA control unit number and QR code.
- Supplier name and KRA PIN. Your business name and PIN.
- Buyer name and KRA PIN. The buyer's PIN is needed for them to claim input VAT or deduct the expense.
- Invoice number and date. A unique serial number and the date and time of issue.
- Description, quantity and price. What was supplied, with quantity and unit price.
- VAT rate and amount. The VAT rate and amount for each item, shown separately.
- Total payable. The total in shillings; the amount in words is customary.
VAT rates
| Rate | Applies to |
|---|---|
| 16% | Standard rate for most goods and services. |
| 8% | Temporary reduced rate on premium petrol, diesel (automotive gas oil) and illuminating kerosene, introduced in April 2026 and extended for 90 days from 14 October 2026. Check KRA for the current position. |
| 0% / exempt | Zero-rated supplies, such as exports, and exempt supplies listed in the VAT Act. |
KRA PIN format
Format: 11 characters: a letter, 9 digits and a letter. Individuals' PINs usually start with A and non-individuals' with P.
Example: P051234567X (illustrative only)
You can check a PIN with KRA's online PIN checker on iTax. Show the buyer's PIN on invoices to businesses so they can claim the expense.
What eTIMS means for your invoices
KRA requires VAT-registered businesses to issue tax invoices through eTIMS, and has extended the requirement to persons in business who are not registered for VAT. Since 1 January 2024, business expenditure not supported by a valid electronic tax invoice is generally not deductible for income tax, and KRA now checks expenses declared in income tax returns against eTIMS records, so buyers increasingly insist on one.
InvoiceKit does not connect to eTIMS and cannot generate a KRA-validated invoice. Where an eTIMS invoice is required, issue it through an eTIMS solution such as the eTIMS Lite app or portal, and use InvoiceKit only for quotations, proformas and internal records.
VAT registration
Registration for VAT is generally compulsory when taxable supplies reach KES 5 million in a 12-month period, and voluntary registration is possible below that. Only registered persons may charge VAT.
Quotations and proforma invoices
Many Kenyan buyers ask for a quotation or proforma invoice before they raise a purchase order or pay a deposit. These documents are not tax invoices, so they can be prepared in InvoiceKit and shared as a PDF, with the eTIMS invoice issued once the sale is made.
Make sure the details on your quotation, such as your KRA PIN, prices and VAT rate, match what you later enter in eTIMS so the buyer can reconcile the two easily.
Sources
We check these official pages at least once a year. Rules last checked: 29 Oct 2026. If you spot something out of date, email us and we will fix it.
Frequently asked questions
Does an InvoiceKit PDF replace an eTIMS invoice?
No. InvoiceKit is not connected to KRA and its PDFs carry no eTIMS validation. Where KRA requires an eTIMS invoice, you must issue it through eTIMS.
What can I use InvoiceKit for in Kenya?
Quotations, proforma invoices, payment requests, statements and record-keeping, or invoices for situations where eTIMS does not apply to you. Check with KRA if you are unsure.
Which VAT rate applies to fuel?
The standard 16% rate applies to fuel in law, but a temporary 8% rate has applied to premium petrol, diesel and illuminating kerosene since April 2026, most recently extended for 90 days from 14 October 2026. Rates were checked on 29 Oct 2026; confirm the current rate with KRA.
Is the amount in words required?
It is a common business custom in Kenya rather than a VAT rule, and InvoiceKit prints it by default.
Is this tax advice?
No. This page is general information; confirm your obligations with KRA or a certified public accountant.
Information only, not tax or legal advice. Tax rules change and depend on your situation. Check the official source or a qualified accountant before relying on them. You are responsible for what your documents say.