How to Make an Invoice in Kenya (2026): Free Template, What to Include and How to Get Paid

Nov 10, 2026

Buy More Mall Kenya

An invoice is the document that tells a customer exactly what they owe you, for what, and by when. A clear invoice gets you paid faster, settles arguments before they start and gives you the records you need for KRA. Whether you sell hardware, cater events or freelance online, the basics are the same.

Quick answer: To make an invoice: (1) put your business name, phone, KRA PIN and logo at the top; (2) add the customer's name and contacts; (3) give the invoice a unique number and date; (4) list each item or service with quantity, unit price and line total; (5) show subtotal, any discount, delivery, VAT (only if you are VAT-registered) and the total due; (6) state the due date and how to pay (till, paybill or bank). On Buy More Mall, sellers do all of this free in Quotes & Invoices and send the invoice as a PDF or WhatsApp link.

What Must an Invoice Include?

Part	What to write	Why it matters
Your details	Business name, phone, email, location, KRA PIN	Shows who is billing and builds trust
Customer details	Name or company, phone, email	Bigger buyers file invoices by supplier and customer
Invoice number	A unique, running number, e.g. INV-2026-0042	Easy to trace; never reuse numbers
Dates	Invoice date and payment due date	Sets when the money is late
Items	Description, quantity, unit price, line total	No surprises; matches the quotation
Totals	Subtotal, discount, delivery, VAT if registered, total due	The figure the customer pays
Payment details	Till / paybill + account, bank details	Removes excuses for slow payment
Terms	E.g. "50% deposit paid, balance on delivery"	Agreed rules in writing

Simple Invoice Format You Can Copy

INVOICE INV-2026-0042 · Date: 10 Nov 2026 · Due: 17 Nov 2026
From: Mama Joy Hardware, Nanyuki · 07xx xxx xxx · PIN A0xxxxxxxx
To: Kamau Builders, Nyeri
1 × Rotary hammer drill = KSh 8,650 · 10 × Conduit pipe 20mm = KSh 1,600 · Delivery = KSh 500
Total due: KSh 10,750 · Pay to Till 123456 (use invoice number as reference).

Invoice vs Quotation vs Receipt

Document	When you send it	What it says
Quotation	Before the sale	"This is what it will cost" (see how to write a quotation)
Invoice	After the customer agrees, before or at delivery	"This is what you owe and when"
Receipt	After payment	"We received your money, thank you"

How to Make an Invoice on Buy More Mall (Free for Sellers)

Log in to your seller dashboard and open Quotes & Invoices under My Business.
Click New invoice. Your shop name, logo and contacts fill in automatically.
Pick items from your own products (prices fill in) or type a custom line for a service.
Add discount, delivery and VAT (0%, 8% or 16%) only if they apply.
Save and send: download the PDF, email it from the dashboard or share the link on WhatsApp.
When the customer pays, record the payment. The invoice changes to partly paid or paid, and a "paid in full" receipt can go to the customer automatically.

Already sent a quotation? Convert it to an invoice in one click so the numbers match. Each document gets a running number like INV-2026-0001, and the dashboard reminds you about overdue invoices.

Buy More Mall quotations and invoices are business documents. They are not KRA eTIMS tax invoices; if your customer needs an eTIMS invoice, issue it on eTIMS as well (see KRA eTIMS for small businesses).

How to Get Paid Faster

Send the invoice the same day you deliver.
Show a short due date (7 or 14 days) and the exact till or paybill.
Ask for a deposit on big or custom orders.
Send one polite reminder the day after the due date.
Keep every paid invoice: it is part of your business records.

Common Mistakes to Avoid

Reusing or skipping invoice numbers.
Adding VAT when you are not VAT-registered.
No due date, so "later" never comes.
Sending a photo of a handwritten note to a company buyer who needs a proper document.
Forgetting to record part payments.

Frequently Asked Questions

How do I make an invoice for free?

Use a word processor or spreadsheet template, or, if you sell on Buy More Mall, create invoices free under Quotes & Invoices in your seller dashboard.

How do I make an invoice for freelance work?

List each service or milestone, hours or fixed price, the due date and how to pay. Attach the agreed scope.

Is a Buy More Mall invoice an eTIMS invoice?

No. It is a business invoice. Where an eTIMS tax invoice is required, issue one on KRA eTIMS.

Should I charge VAT on my invoice?

Only if your business is registered for VAT with KRA.

What is the difference between an invoice and a receipt?

An invoice asks for payment; a receipt confirms payment was received.

Cover photo: Check the Invoice by garryknight, BY 2.0, via Openverse. Cropped.

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