Buying a POS system is a major decision for small businesses in Nairobi and across Kenya.
Owners need to know not only which features matter but also how much a system should cost.
Paying too much hurts cash flow.
Paying too little risks losing money to downtime, errors, and inventory issues.
This guide explains typical POS prices in Kenya, what affects cost, and what small businesses should expect before buying.
What affects POS system price in Kenya?
POS system pricing depends on three main factors:
Hardware – Terminals, receipt printers, cash drawers, barcode scanners.
Software – Cloud access, offline capabilities, inventory tracking, reporting.
Payment integration – M-Pesa, card payments, mobile wallets.
Some systems charge monthly subscriptions, while others offer one-time payments.
Subscription plans often include updates, support, and cloud syncing.
One-time purchases may require separate updates and support fees.
Typical POS system pricing ranges
Here’s what small businesses in Nairobi usually encounter:
POS Type Monthly Cost (KES) Hardware Notes
Mobile POS 1,000 – 2,500 Android phone or tablet
Small terminal POS 2,500 – 5,000 Includes touchscreen, printer, basic inventory
Advanced POS 5,000 – 10,000 Multiple users, full reporting, cloud sync, M-Pesa integration
Hardware cost is extra for mobile terminals and printers. Some vendors offer bundled packages.
Source: “Point of Sale Systems in Kenya: A Guide for Small Businesses,” Kenya ICT Authority, 2023, https://www.ict.go.ke/pos-guide-kenya
Low-cost POS systems: what to expect
Budget POS systems (KES 1,000 – 2,500) typically offer:
Basic sales tracking
Cash and sometimes M-Pesa integration
Mobile device compatibility
Limitations may include:
Limited offline functionality
No advanced reporting
Fewer inventory management features
Small kiosks, cafés, and single-staff shops often use these systems successfully.
Source: “Kenya Small Business POS Report 2022,” Business Daily Africa, 2022, https://www.businessdailyafrica.com/pos-systems-kenya
Mid-range POS systems: added value
Mid-tier POS (KES 2,500 – 5,000) usually adds:
Inventory management
Offline sales recording
Multi-user support
Better reporting and analytics
These systems suit growing shops, salons, or small restaurants. They balance affordability with features that protect revenue.
Source: “POS Systems for SMEs in Kenya,” Techweez, 2023, https://www.techweez.com/pos-sme-kenya
Premium POS systems in Kenya
Advanced POS systems (KES 5,000 – 10,000 per month) provide:
Cloud and offline modes
Ingredient-level inventory tracking for restaurants
Multi-branch reporting
M-Pesa and card payments integrated
Staff management and audit logs
These systems fit multi-branch retail or busy restaurants. They offer strong reliability but come at higher monthly cost.
Source: “Top POS Systems in Kenya for 2023,” CIO East Africa, 2023, https://www.cio.co.ke/top-pos-systems-2023
Additional cost considerations
Hardware
Barcode scanner: KES 5,000 – 15,000
Receipt printer: KES 10,000 – 20,000
Cash drawer: KES 8,000 – 12,000
Installation and training
Some vendors charge a setup fee or offer on-site training. Factor this into the first-month cost.
Support and updates
Subscription plans often include updates. One-time purchase systems may require extra for software patches.
How to decide the right POS price
Assess business size and volume – Small cafés may need only mobile POS, while supermarkets need advanced multi-user systems.
List must-have features – Offline mode, inventory tracking, M-Pesa integration, reporting.
Compare monthly vs one-time payment – Monthly plans spread cost and include updates.
Factor hardware cost – Don’t underestimate printers, scanners, and terminals.
Test before committing – Ensure the system works offline, integrates with payments, and tracks inventory correctly.
Source: “POS Buying Guide,” Kenya Small Business Directory, 2022, https://www.ksbd.co.ke/pos-buying-guide
Typical total first-month cost for a Nairobi small business
Business Type POS Type First-Month Cost (KES)
Small kiosk Mobile POS 1,500 – 3,000
Café or salon Small terminal POS 5,000 – 8,000
Restaurant or multi-user retail Advanced POS 10,000 – 20,000
This includes software, basic hardware, and setup. Ongoing monthly costs apply for subscriptions.
Tips for small business owners
Don’t buy the cheapest POS if it lacks offline support or payment integration.
Mid-tier systems often provide the best value.
Ensure M-Pesa and cash payments work smoothly.
Confirm support availability,local responsiveness matters.
Where Veira fits
Veira POS offers Kenyan businesses:
Flexible pricing options
Mobile and web support
Offline and online operation
M-Pesa integration
Inventory and sales tracking
Explore at veirahq.com
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