The simple definition of an invoice
An invoice is a request for payment that documents a sale. It includes: what was sold, the price, who is buying (if it matters), who is selling, when the sale happened, and payment terms. A receipt proves you paid for something; an invoice requests that you pay for something. That is the core difference.
In everyday life, you see both. A café hands you a receipt when you buy coffee (proof of your purchase). A consultant sends you an invoice for KES 50,000 of work and asks you to pay it. A shop sells goods to your business and gives you an invoice so you can claim the cost on your tax return. Each document serves a different purpose.
In Kenya, an invoice also carries a legal meaning because KRA requires invoices to be compliant with eTIMS rules. A compliant invoice shows: a control number, a QR code, and transmission to KRA. A plain receipt does not count as a compliant invoice, even if it shows the amount and date. This is why business buyers ask for "a compliant invoice" instead of just a receipt.
The key elements of a proper invoice
A complete invoice includes these sections so both the buyer and KRA have all the information they need.
- 1
Seller information
Your business name, address, KRA PIN, and contact details. This shows who issued the invoice.
- 2
Buyer information (if B2B)
For sales to other businesses, include the buyer's name, address, and KRA PIN. For consumer sales (café, shop), this is optional but good practice.
- 3
Invoice number and date
A unique number that lets you track this invoice in your records. The date shows when the sale happened.
- 4
Description of what was sold
Item names, quantities, and prices. A café invoice might say "2x Cappuccino @ KES 250 = KES 500." A consultant invoice might say "Strategic planning services, June 1-15" = KES 50,000. Be clear enough that the buyer understands what they are paying for.
- 5
VAT if applicable
If you are VAT registered, show the VAT amount separately. A KES 1,000 item at 16% VAT becomes KES 1,160 total, with KES 160 shown as VAT. If you are not VAT registered, VAT is zero.
- 6
Total amount due
The sum the buyer owes you. Make this very clear.
- 7
Payment terms
When payment is due (immediately, within 7 days, 30 days, etc.). "Payment due on receipt" means now. "Net 30" means within 30 days.
- 8
eTIMS control number and QR code (if in Kenya)
If you issue a compliant eTIMS invoice, it includes a unique control number and a QR code. This is what makes it valid for tax purposes in Kenya.
Common invoice mistakes that cause problems
Using "receipt" and "invoice" interchangeably
They are not the same. A receipt proves you paid for something. An invoice is a request that the buyer pay you for something you delivered. If you give a business customer a receipt instead of an invoice, they cannot claim it as a cost on their taxes.
Not issuing invoices at all and only accepting cash
If you accept only cash and do not issue invoices, your business has no sales record. When KRA audits you, they have no proof of where your income came from. You also cannot claim business expenses because you lack documented purchases. No invoices = high audit risk.
Issuing an invoice but not keeping a copy for your records
After you hand over the invoice to the customer, you need a copy in your system. If there is a dispute later or KRA asks for proof, you need to produce the invoice. Keep copies of every invoice you issue.
Not making invoices sequential or numbered
Invoices should be numbered in order (Invoice #001, #002, #003, etc.) so you can track them and spot missing ones. Randomly numbered invoices look sloppy and make KRA suspicious.
Handwriting invoices for high-value sales
Handwritten invoices are hard to read, easy to forge, and unprofessional. For any sale over KES 10,000, issue a printed or digital invoice.
Not including your KRA PIN on invoices
Your KRA PIN is part of your business identity. It should be on every invoice so the buyer can verify that your business is real and compliant.
Real examples of different types of invoices
Karibu Supermarket in Nakuru sells KES 15,000 of groceries to a restaurant. They issue an invoice showing: Karibu's name, address, and KRA PIN; the restaurant's name and address; 15 line items (rice, oil, tomatoes, etc.); VAT of 16% (KES 2,400); total KES 17,400; terms "due on receipt"; eTIMS control number and QR code (because Karibu is eTIMS compliant). The restaurant receives the invoice, scans the QR code to verify it is real, and pays. The restaurant uses the invoice to claim the KES 15,000 cost on their tax return.
A freelance accountant in Nairobi completes a year-end audit for a small business and issues an invoice for KES 45,000. The invoice shows: the accountant's name, address, KRA PIN; the client's business name and address; "Year-end audit services, January-December 2025" as the description; zero VAT (accountants are not VAT registered); KES 45,000 total; terms "Net 30" (payment within 30 days). The client receives the invoice, confirms the scope of work matches, and pays within 30 days. The accountant keeps a copy in their file for tax purposes.
A salon in Westlands sells KES 120,000 of beauty services to a corporate team-building event. They issue an invoice showing: salon name, address, KRA PIN; client company name and address; 15 staff members × 8 hours = KES 120,000; VAT 16% = KES 19,200; total KES 139,200; terms "due on receipt"; eTIMS control number and QR code. The corporate client uses the invoice to claim the expense.
Trading without eTIMS-compliant tax invoices risks KRA penalties, blocked VAT input claims for your customers, and receipts a business buyer cannot expense.
Veira signs every sale to KRA eTIMS automatically, so each receipt is compliant the moment it prints, with no separate device to reconcile.
How Veira handles invoices for you
Veira generates invoices automatically every time you ring up a sale. You do not have to hand-type a description, customer name, or total. The system creates compliant eTIMS invoices with control numbers and QR codes automatically, without extra work from you. The invoice prints or emails instantly.
Every invoice is numbered sequentially, dated, and includes your KRA PIN automatically. Every invoice is transmitted to KRA automatically so your sales record is complete. You keep a digital copy in your account, queryable by date, amount, or customer.
If you need to issue a refund, Veira creates a credit note (not just a cash refund) so your records show what happened. Every invoice, refund, and adjustment is recorded transparently so you have a complete audit trail.
Frequently asked questions
What is the difference between an invoice and a receipt?
Do I need to issue an invoice for every sale?
Can I handwrite an invoice?
What if I do not keep copies of invoices I issue?
Do I need to include my KRA PIN on invoices?
What is a "compliant invoice" and why does it matter in Kenya?
Can I issue a digital invoice instead of a printed one?
What if the buyer disputes the invoice amount after I issue it?
An invoice is a simple document that documents a sale, requests payment, and proves your income to KRA. Understanding invoices is critical for running a professional business in Kenya. Issue them for every sale, keep copies in your records, and make sure they include your KRA PIN and (if applicable) an eTIMS control number. Veira creates compliant invoices automatically so you do not have to manage them manually. Book a free demo and see how much time you save on invoicing.