Many Kenyan business owners ask one question before buying a point of sale system. How much does a POS system cost in Kenya?
The answer depends on hardware, software pricing, setup charges, and payment support such as M-Pesa. Costs also change based on business size and number of outlets.
Let’s break it down step by step using real market data from Kenya.
What Is a POS System?
A POS system records sales at the counter. It tracks payments, stock levels, and daily totals. Most systems include hardware and software working together.
In Kenya, POS systems serve retail shops, supermarkets, restaurants, pharmacies, and service businesses.
A standard POS setup includes:
A POS terminal or tablet
A receipt printer
A barcode scanner
A cash drawer
POS software
Support for cash, card, and mobile money payments
POS System Cost Components in Kenya
Here is why prices vary. POS costs fall into four main areas.
POS Hardware Prices in Kenya
Hardware is usually a one-time purchase.
Based on listings from Jumia Kenya and POS Mart, Kenyan market prices fall within these ranges.
A POS terminal or touchscreen unit often costs between KES 25,000 and KES 70,000, depending on brand and performance.
A desktop or laptop used as a POS station ranges from about KES 10,000 to KES 40,000.
Thermal receipt printers usually sell between KES 7,000 and KES 15,000.
Barcode scanners commonly cost between KES 6,000 and KES 20,000.
Cash drawers typically range from KES 6,000 to KES 20,000.
Small shops often start with one terminal, one printer, and one scanner. Larger stores add more stations as sales volume grows.
POS Software Pricing in Kenya
POS software manages sales, stock, reports, and staff access. Kenyan vendors sell software using two main pricing models.
Monthly Subscription Pricing
Most Kenyan POS providers charge a monthly fee per outlet.
Typical subscription pricing ranges from KES 500 to KES 5,000 per month.
Examples from published pricing pages show:
Selly POS offers entry plans under KES 1,000 per month
Techlion lists monthly and annual plans for retail and restaurants
QuadVendor publishes tiered monthly plans based on features
Subscription pricing lowers upfront costs and suits small and growing businesses.
One-Time Software License Pricing
Some vendors sell POS software through a single upfront payment.
These licenses usually cost between KES 30,000 and over KES 150,000.
This option suits businesses that prefer a one-time purchase instead of recurring billing.
Setup and Training Costs
Some vendors include setup in their packages. Others charge separately.
Based on pricing details from Modern Age Solutions and NIDS, setup and training costs in Kenya usually fall within these ranges.
Installation and configuration fees often range from KES 10,000 to KES 30,000.
Staff training commonly costs between KES 5,000 and KES 15,000.
Always confirm whether training covers all staff or only managers.
Payment Support and M-Pesa Costs
Most Kenyan businesses need M-Pesa and card payments.
POS systems may:
Include M-Pesa support by default
Require a third-party payment gateway
Charge a one-time connection fee
Safaricom Till and PayBill services usually connect to POS systems through approved providers. Some vendors bundle this support, while others charge separately.
POS System Cost by Business Type
Let’s apply these figures to real business cases
Small Retail Shop or Boutique
A typical setup includes one POS terminal, a printer, and a scanner, paired with an entry-level software plan.
The estimated first-year cost usually falls between KES 35,000 and KES 70,000.
This setup suits kiosks, salons, barbershops, and clothing stores.
Medium Retail Store or Restaurant
This setup often includes two or more POS terminals, stock tracking, and kitchen or bar printers for restaurants.
The estimated first-year cost often ranges from KES 100,000 to KES 180,000.
This fits supermarkets, pharmacies, and casual dining restaurants.
Multi-Branch Business
Multi-branch setups require several terminals, centralized reporting, and staff access controls.
The estimated first-year cost usually starts from KES 200,000 and increases based on outlet count.
Ongoing POS Expenses to Expect
Here is what many business owners miss.
Recurring expenses may include:
Monthly software charges
Printer paper and consumables
Hardware repairs or replacements
Payment processing fees
These costs remain predictable when vendors share full pricing details upfront.
How to Control POS Spending
Here is why planning helps.
Start with equipment you already own. Some POS systems run on existing computers or tablets.
Match features to your business. Retail stores do not need restaurant tools.
Ask for full written quotations. Confirm hardware, software, setup, training, and payment support costs before signing.
Compliance and Sales Records in Kenya
Some businesses must meet tax reporting rules.
Kenya Revenue Authority requires compliant electronic systems for certain traders. POS systems like veira help store sales records that support audits and reporting.
Always confirm whether a POS provider supports current KRA requirements.
Choosing a POS Provider in Kenya
Local experience matters.
Look for providers that offer:
Local support during Kenyan business hours
Proven M-Pesa payment support
Clear pricing pages
References from Kenyan businesses
When comparing options, also review platforms built for Kenyan SMEs.
One such option is Veira, which focuses on retail visibility, stock tracking, and owner reporting. You can review features and pricing at veira
Frequently Asked Questions
How much is the cheapest POS system in Kenya?
Entry-level hardware setups start around KES 25,000, with low monthly software fees.
Do POS systems need internet access?
Some systems work offline and sync later. Always confirm before buying.
Can POS systems accept M-Pesa payments?
Yes. Most Kenyan POS systems support M-Pesa through approved payment channels.
Next Steps
Here is what to do next.
List your daily sales needs.
Count how many terminals you need.
Request written quotes from at least two vendors.
Compare full first-year costs before deciding.
Clear planning prevents surprise charges later.
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