POS & Business Automation Solutions in Kenya

If you run a business in Kenya — retail shop, restaurant, pharmacy, salon, repair centre, or distributor — you already know the chaos: sales scribbled in a notebook, stock you cannot trust, M-PESA payments that take an hour to reconcile, and KRA eTIMS deadlines that arrive faster than you can chase them. Mkufunzi POS replaces all of that with one cloud platform built in Nairobi, for Kenyan businesses.

This page explains how our POS & Business Automation platform works, what it costs, who it is for, and how to get started with a free trial in minutes.

What is a POS & Business Automation system?

A POS (Point of Sale) system is the software your cashier uses to ring up sales, accept payments, print receipts, and update stock in real time. A business automation platform extends that with accounting, payroll, CRM, multi-branch sync, and statutory compliance — so one system runs the whole business instead of seven disconnected apps.

Mkufunzi POS bundles 20+ integrated modules: sales & POS, double-entry accounting, smart inventory, M-PESA STK Push, KRA eTIMS, WhatsApp notifications, Kenya payroll (PAYE, NSSF, SHA, NITA, AHL), CRM & loyalty, manufacturing, e-commerce sync, repair & service, asset management, project management, field force, healthcare, and AI-powered insights.

Core features that matter in Kenya

M-PESA STK Push, native

The cashier selects M-PESA at checkout, an STK Push lands on the customer’s phone, they enter their PIN, and the sale is confirmed and reconciled automatically. No manual entry, no end-of-day matching, no missed payments. This is the single feature that pays for the entire system within weeks for most retail businesses.

KRA eTIMS compliance — automatic

Every invoice is submitted to KRA’s eTIMS in real time. VAT output, VAT input, withholding tax, and excise duty calculate themselves. Your monthly returns are pre-built. No more chasing PINs at the last minute or paying penalties because someone forgot to file.

Inventory you can trust

Every sale updates stock immediately. Low-stock alerts hit your WhatsApp before you run out. Expiry tracking matters for pharmacies, supermarkets, and food businesses. Multi-branch transfers and purchase orders close the loop on supply.

Multi-branch out of the box

Manage unlimited branches from a single dashboard. See real-time sales from all locations on your phone. Stock transfers between branches carry full audit trails. Role-based access ensures cashiers, managers, and owners see only what they should.

WhatsApp alerts, the way Kenyans communicate

Sales summaries, payment confirmations, low-stock warnings, and customer receipts — all delivered via WhatsApp. Reach your customers and your team where they already are, not in an email inbox they never open.

Kenya payroll, fully automated

PAYE, NSSF, SHA, AHL, and NITA calculations happen automatically. Payslips, statutory deductions, and compliance reports generate at the click of a button. Your accountant gets clean exports; your staff gets clear payslips.

Who is Mkufunzi POS for?

We have configurations for retail and supermarkets, restaurants and bars, pharmacies and clinics, salons and spas, repair and service centres, manufacturing, wholesale and distribution, schools, hospitals, NGOs, hotels, churches, agriculture, and county government. Pick your industry below for a tailored walkthrough:

• Retail & Supermarket POS Kenya
• Restaurant, Café & Bar POS Kenya
• Pharmacy & Clinic POS Kenya
• Salon & Spa POS Kenya
• Repair Shop & Service Centre POS Kenya
• Manufacturing & Production POS Kenya

Pricing — transparent, in Kenyan shillings

Two flat plans that grow with you, both billed monthly with no setup fee and no contract lock-in.

• Basic Plan — from KES 2,500/month. Sales & inventory management, standard reports, up to 3 users, email and WhatsApp support. Perfect for small shops and startups.
• Pro Plan — from KES 5,000/month. Everything in Basic plus eTIMS + M-PESA integration, accounting and payroll, WhatsApp notifications, unlimited users and branches, and priority support. The choice of 90% of serious growth businesses.
• Enterprise. Custom integrations, dedicated account manager, on-premise deployment available. Talk to us on WhatsApp.

Free trial for both plans, no credit card required. Setup typically takes under 24 hours including data migration.

How rollout works

1. Discovery call — we understand your business, branches, payment methods, and tax setup. 30 minutes on WhatsApp or Zoom.
2. Data migration — we import products, customers, opening balances, and historical sales from your existing system or spreadsheets. CSV/Excel supported. No extra cost.
3. System setup & eTIMS pairing — we configure roles, tax codes, M-PESA paybill, eTIMS device pairing, and branch hierarchy.
4. Staff training — on-site in Bungoma, Nairobi, Kisumu, Eldoret, Kakamega, Kitale, or remote via Zoom. Cashiers, managers, and owners each get role-specific sessions.
5. Go live — we are on standby for the first 7 days. WhatsApp support thereafter.

Why Mkufunzi POS over imported alternatives

• M-PESA is native, not a bolt-on. Foreign POS systems treat M-PESA as an afterthought. We built it in on day one.
• eTIMS works in real time. Not a quarterly export, not a manual upload — every invoice files itself.
• Nairobi-based support. When you WhatsApp at 8pm on a Saturday because the till is acting up, a human in your timezone responds.
• Kenyan payment terms. Monthly billing, KES pricing, no foreign-currency surprises.
• Offline-tolerant. Built for Kenyan connectivity — transactions queue locally and sync when your link returns.
• One platform, not seven. POS, accounting, payroll, CRM, and inventory are integrated. No data lives in two places.

Frequently asked questions

How much does a POS system cost in Kenya?

Mkufunzi POS starts at KES 2,500/month for the Basic plan and KES 5,000/month for the Pro plan (which includes eTIMS, M-PESA, accounting, and payroll). Hardware — thermal printer, barcode scanner, cash drawer — is optional and starts from around KES 15,000 for a complete setup. There is no setup fee and no contract.

Is Mkufunzi POS eTIMS compliant?

Yes. Our DigiTax module provides full KRA eTIMS integration. Every invoice is submitted automatically with VAT, WHT, and excise duty calculated. You stay compliant without lifting a finger.

What happens if my internet goes down?

Transactions are queued locally during brief outages and synced automatically when your connection returns. For areas with chronic connectivity issues, we provide offline-mode setup guidance and recommend specific routers and SIM cards that perform well across Kenyan networks.

Do I need special hardware?

No. Mkufunzi POS runs in any browser — desktop, laptop, tablet, or smartphone. If you want receipt printing, any standard 58mm or 80mm thermal printer works. Barcode scanners and cash drawers are supported but optional. We also supply tested hardware bundles if you prefer one provider for everything.

Can I migrate from another POS or from spreadsheets?

Yes. We support CSV and Excel imports for products, customers, suppliers, and opening balances. Our team handles the migration at no extra cost, and most businesses are live within 24 hours.

Can I manage multiple branches?

Yes. Mkufunzi POS supports unlimited business locations on the Pro plan. Track sales, inventory, and staff across all branches from a single dashboard. Transfer stock between locations with full audit trails.

Is my business data secure?

All data is encrypted in transit (TLS) and at rest. We run automated daily backups, role-based access controls, and bank-grade SSL. Your business data is yours alone — we never share it with third parties.

Where in Kenya do you offer support?

Our head office is in Bungoma with active presence in Nairobi, Kisumu, Eldoret, Kakamega, Kitale, Webuye, and Chwele. Remote support is available nationwide via WhatsApp and Zoom.

Get started today

Stop juggling notebooks, spreadsheets, and disconnected apps. Start a free trial of Mkufunzi POS — no credit card, set up in minutes, full support for the first 7 days.