How to create an invoice in Kenya
A practical checklist for Kenya: required fields, VAT wording, KES amounts, numbering and payment terms.
Businesses in Kenya issue invoices that follow a recognisable format. This guide lists what a document should include, the tax terminology customers expect, and the conventions that help an invoice get approved and paid quickly.
What a Kenya invoice usually includes
- Seller name, address and PIN
- Customer name and address
- Invoice number and date
- Description and amount
- VAT breakdown and total in KES
Field by field
This generator preconfigures Kenya conventions: the KES currency, the VAT label, DD/MM/YYYY dates and A4 paper size. You enter your details and line items; it calculates subtotal, discounts, tax and the grand total, then renders a print-ready PDF entirely in your browser.
- Postal code: Postal code
- Tax rates: VAT — PIN
- Currency: KES (KSh)
- Invoice date: DD/MM/YYYY
- Paper size: A4
Invoice numbering
Default numbering pattern: INV-2026-0042. Electronic Tax Receipts (eTRD) requirements apply to many sellers — check current KRA guidance.
Tax terminology: VAT
Invoices are labelled with the terminology Kenya businesses expect. Presets are provided as a starting point and are not tax advice.
- Standard rate: 16%
- Zero rate: 0%
VAT is normally added to the subtotal on Kenyan invoices.
Payment practice
Common payment terms used in Kenya: On receipt, 7 days, 14 days, 30 days. Always state a due date, and ask customers to quote the invoice number as the payment reference.
Invoicing notes for Kenya
PIN on the invoice
Business customers expect your KRA PIN on the invoice before they process payment.
Withholding tax
Certain services attract withholding tax deducted by the customer at the time of payment.
Mobile money
M-Pesa payments are common; include the paybill or till details alongside bank details.
Frequently asked questions
Is this invoice generator free for businesses in Kenya?
Yes — free, unlimited and without an account. KES formatting, VAT labels and DD/MM/YYYY dates are preconfigured for Kenya.
Does the PDF use the right paper size?
Yes, A4 is preselected for Kenya, and you can switch between A4 and Letter at any time.
Are the tax presets accurate?
Presets are informational starting points. Tax obligations depend on your situation — verify current rates with a qualified professional before issuing a tax invoice.
Can I save and reuse an invoice?
Yes. Save a draft in this browser, duplicate it next month, or export and re-import the invoice as JSON.
Is my customer's data uploaded?
No. Everything is calculated and rendered in your browser; nothing is sent to a server to build the PDF.
Designed for common invoicing practices in Kenya. Requirements may vary by business, transaction type and jurisdiction. Please verify local requirements with a qualified professional.