POS System vs Notebook / Manual Records: feature by feature
| POS System | Notebook / Manual Records | |
|---|---|---|
| Upfront cost | Free terminal with Veira plan | None |
| Monthly cost | Subscription (from KES 2,999) | None |
| Stock count | Live, updates with every sale | Manual, falls behind in hours |
| eTIMS invoice | Filed on every sale automatically | Requires separate entry, easy to miss |
| M-Pesa reconciliation | Matched to each sale automatically | Manual, end-of-day chase |
| Shrinkage detection | Visible in real time | Only visible at stock take |
| Margin per product | Calculated live | Not tracked |
| Offline selling | Yes, syncs on reconnect | Always works, no sync needed |
| Staff accountability | Per cashier reports | Trust only |
How to choose
Choose POS System if
- You have more than a handful of sales a day
- You need eTIMS invoices, M-Pesa reconciliation or accurate stock
- You have staff handling cash or taking payments
Choose Notebook / Manual Records if
- You are a sole trader with three or four sales a day and tracking is genuinely manageable by hand
- You are testing a business idea before committing to any system
More detail
The notebook is not free. The real cost is what it hides: the fundi who took stock on credit that was never recorded, the batch that expired without warning, the cashier whose till never quite balances.
A POS with a free terminal costs less than most shopkeepers spend on phone credit in a month. The savings from one caught shrinkage event usually cover a year of subscription.
Free tools for this
Frequently asked questions
How much does a POS system cost in Kenya?
Veira includes a free terminal with every plan. You pay a monthly subscription from KES 2,999 and nothing for the hardware upfront.
Can I use a POS on my phone?
Yes. Veira runs on Android, iOS and the free terminal, so you can start on a phone you already own.
Will a POS work if the internet goes down?
Yes. Veira keeps selling offline and syncs sales and eTIMS invoices when the network returns.
Veira combines POS, M-Pesa, KRA eTIMS and inventory in one app with a free terminal. Book a demo and see how it fits your trade.