How to choose a POS system in Kenya: a practical guide

A point-of-sale (POS) system is more than a till. In a Kenyan shop it has to take M-Pesa and cash on the same sale, keep stock honest, follow customers who buy on credit and tell you what you actually made. This guide walks through what to look for.

1. It must handle how Kenyans pay

Most customers pay with M-Pesa, many with cash, some with a card, and regulars on credit, often mixed on one sale. Your POS should:

• take split payments (part M-Pesa, part cash) on one receipt,
• record the M-Pesa transaction code so you can match it later,
• work out the change for cash,
• put the rest of a sale on a customer's account when they pay later.

2. Stock that adds up

The biggest leak in most shops is stock that disappears. A good POS records every sale, delivery, return and stock take in a ledger, so when the count is short you can see when and where it went. Look for:

• deliveries received against supplier invoices,
• average buying cost updated with every delivery,
• low-stock alerts and a reorder list,
• stock takes that show the difference between the system and the shelf.

3. Credit (madeni) with limits

Selling on credit keeps regular customers coming back, but loose notebooks lose money. You want a credit limit per customer, a running statement, and payments recorded against each unpaid invoice.

4. Features for your type of business

A pharmacy needs batches and expiry dates. A hardware shop sells by the kilo and metre and has wholesale prices. An electronics shop tracks serial and IMEI numbers with warranty. A boutique counts every size and colour. Pick a system that switches on what your trade needs, and nothing that gets in the way.

5. Receipts that fit Kenya

Receipts should carry your KRA PIN, show 16% VAT if you're VAT-registered, print on an 80 mm thermal printer and be easy to send on WhatsApp.

6. Reports you'll actually read

At the end of the day you want sales, gross profit, how customers paid, who owes you and what you owe suppliers, without exporting spreadsheets.

7. Questions to ask before you pay

• Does it run on the phone or computer I already have, or do I need special hardware?
• Is there a setup fee, or a long contract?
• Can I add staff with limited access (cashiers who can't see profits)?
• Can I run more than one branch from one login?
• What happens to my data if I stop paying?

Afritelligence does all of the above in the browser, on any phone, tablet or computer. Signing up is free, and you choose your type of business so the right features switch on. See the features or check the price.