Invoice generator (Kenya)
Kenyan invoicing centres on the KRA PIN and, for VAT-registered businesses, on electronic tax invoicing requirements that have tightened considerably in recent years.
This generator produces professional invoices in Kenyan shillings with the identifiers customers expect.
What a Kenyan invoice should show
- Your business name, address and KRA PIN.
- The customer's name, address and PIN where they are registered.
- A unique sequential invoice number.
- Invoice date.
- Description of goods or services with quantities and unit prices.
- VAT shown separately at the applicable rate, where you are registered.
- Total excluding VAT, VAT amount, total payable.
- Payment details and terms.
The KRA PIN
The PIN is the central tax identifier and is expected on invoices between businesses. Corporate and government customers commonly will not process an invoice without the supplier's PIN, and where they must withhold tax they need it to do so correctly.
Include the customer's PIN too where they are registered — it is frequently required for their own records.
Electronic tax invoicing
Kenya has moved VAT-registered businesses onto electronic tax invoice management, requiring invoices to be generated through compliant systems that transmit data to KRA, with the resulting invoice carrying a control code and QR code.
The scope and deadlines have shifted more than once. If you are VAT registered, confirm your current obligations directly with KRA or your tax adviser rather than relying on general guidance — including this page.
Withholding VAT and withholding tax
Two separate mechanisms that both reduce what actually lands in your account.
Withholding VAT — appointed withholding agents deduct a portion of the VAT on your invoice and remit it directly to KRA.
Withholding tax — applies to certain payments, particularly professional and management fees, and is deducted from the fee itself.
Where either applies, expect payment to be less than the invoice total and a withholding certificate to follow. Invoice the gross amount; the deduction is the customer's obligation to account for, not a discount.
Frequently asked questions
What should a Kenyan invoice include?
Your name, address and KRA PIN, the customer's details and PIN where registered, a unique invoice number and date, itemised goods or services, VAT shown separately if you are registered, and the totals.
Do I need a KRA PIN on my invoice?
Yes for business-to-business invoicing. Corporate and government customers commonly will not process an invoice without the supplier's PIN, and it is needed where they must withhold tax.
What is electronic tax invoicing in Kenya?
VAT-registered businesses are required to issue invoices through compliant systems that transmit data to KRA, with the invoice carrying a control code and QR code. Scope and deadlines have changed several times, so confirm your current position with KRA or your adviser.
Why is my payment less than the invoice total?
Likely withholding VAT or withholding tax. Appointed agents deduct and remit these directly, and a withholding certificate should follow. Invoice the gross amount — the deduction is not a discount.
Can I invoice in dollars from Kenya?
Yes, and exporters commonly do. Where VAT applies, the shilling equivalent generally also needs to be shown — confirm the requirement for your situation with your tax adviser.