KRA eTIMS on Paysasa: Keeping Tax Invoices Close to Your Sales

For Kenyan merchants, issuing compliant electronic tax invoices through KRA's eTIMS is part of doing business. Keeping those invoices close to your sales data makes the job easier. Paysasa's optional KRA eTIMS module is designed for that.

This deep dive explains what the module does, how filing works and what merchants need to know. It is not tax advice — always confirm your obligations with KRA or a qualified tax adviser.

What the module does

The eTIMS module lets merchants:

• Set up eTIMS accounts on their Paysasa business.
• Record fiscal documents, such as invoices and credit notes, from sales.
• Submit invoices to KRA paths where enabled, or prepare them for manual filing.
• Map items and tax codes so documents carry the right classifications.
• Work in sandbox or production paths.

An important note on how integration works

There are two possible models for eTIMS integration. In one, a platform acts as an approved third-party integrator, which requires KRA certification. Paysasa's documentation states that this platform integrator mode is not available until KRA certification is complete.

Instead, Paysasa supports the tenant self-integrator model: the merchant registers with KRA, stores their own credentials on their Paysasa business, and Paysasa passes submissions through on the merchant's behalf.

In practice, this means the merchant's own KRA registration and credentials are what count, and the merchant remains responsible for their tax compliance.

Filing methods

Manual portal (the default)

By default, invoices are stored as pending manual filing, with no automatic submission. The merchant:

1. Exports a CSV of documents from Paysasa.
2. Files them on the KRA portal.
3. Confirms each filing in Paysasa with the CU invoice number.

Automated API

When the merchant's credentials are ready, they can switch to automated filing. Paysasa then submits documents in the background, and status can be checked by polling or through webhooks. The method can also be overridden per invoice.

Designed not to slow down sales

A key design principle: checkout and POS never wait for KRA. Fiscalisation is treated as a background job. The sale completes immediately; the document is queued and submitted separately. Failed submissions are retried automatically.

Details that matter

• Item classification codes: manual and buyer documents require an 8–10 digit item classification code.
• Buyer PIN: required when the invoice total is KES 10,000 or more, except for buyer-initiated documents.
• Tax types: the module supports categories including exempt, standard-rated (16%), zero-rated, non-VAT and 8%.
• Credit notes: corrections are handled with credit notes rather than editing issued documents.
• Sandbox: in sandbox mode, mock CU numbers may be returned when KRA credentials are not configured — useful for testing, not for real filing.

Good habits for eTIMS compliance

• Map your items carefully to the right classification codes and tax types before you start issuing documents.
• Capture buyer PINs for larger invoices at the point of sale, rather than chasing them later.
• Review pending and rejected documents regularly so nothing is left unfiled.
• Use credit notes for corrections, keeping a clean audit trail.
• Test in sandbox before switching to production.

Who it is for

• Retailers and wholesalers using POS Lite or their own POS.
• Service businesses issuing invoices.
• Developers connecting an ERP or POS through the eTIMS API endpoints.

Getting started

1. Register with KRA for eTIMS and obtain your credentials, following KRA's official guidance.
2. Enable the eTIMS module for your business on Paysasa where it is available.
3. Configure your eTIMS account and item mappings.
4. Start with manual portal filing, or switch to automated once your credentials are set up.
5. Review document statuses regularly and fix any rejected submissions.

Availability

KRA eTIMS is a module-gated feature. Its current status is shown on the Paysasa features page, and it may be available to selected businesses. Check your dashboard or contact Paysasa for access.

For developers

eTIMS endpoints include creating invoices from an external POS or ERP (with an idempotency key), polling status, issuing credit notes, managing item mappings and listing tax codes. See the Paysasa API docs.

Conclusion

Paysasa's KRA eTIMS module keeps tax documents close to your sales, supports both manual and automated filing with your own KRA credentials, and never slows down checkout. Combined with professional advice, it can make compliance a routine part of daily operations.

Want to keep tax invoices alongside your sales? Learn more about KRA eTIMS on Paysasa or contact the Paysasa team.