Setting up a POS system can feel overwhelming for small business owners. You might ask yourself: Which POS system should I buy in Kenya? or how much does a POS system cost in Kenya?
This guide walks you through selecting, installing, and starting a POS system in your shop, cafe, or restaurant.
It also covers pricing, staff setup, and mobile payment integration. Veira is highlighted as an example of a system that helps shop owners maintain control and transparency.
Why a POS System Matters
A POS system is more than a cash register. It tracks sales, manages inventory, and processes payments. The right setup can prevent staff mismanagement, reduce losses, and save time.
Kenyan businesses rely heavily on mobile payments, especially M-Pesa, so your POS must handle mobile money and card payments efficiently. For example, Veira allows owners to monitor staff activity while ensuring transactions are recorded correctly.
Step 1: Define Your Business Needs
Start by evaluating your business type and volume. Retail shops benefit from barcode scanning, inventory tracking, and sales reporting. Restaurants and cafes need table management, menu tracking, and the ability to split bills. Market vendors may prefer a mobile POS that works offline.
Consider if your business needs a cloud-based system or offline capability. Also, think about whether mobile payment integration is essential. This step ensures you buy a POS system that fits your unique requirements.
Step 2: Research Available POS Systems
Several POS systems are popular among Kenyan businesses. Veira provides inventory management, staff monitoring, and M-Pesa integration. Selly is a cloud-based system ideal for small retailers, offering basic inventory and receipt printing. Zama is suitable for multi-outlet retail or restaurants, providing analytics and cloud access. JiPOS is a traditional hardware POS preferred by supermarkets due to its robust offline performance. Finytab focuses on restaurants and cafes, supporting both card and mobile payments.
Look for systems that match your shop’s workflow. A cloud POS is convenient for remote management, while offline POS systems are safer in areas with unstable internet.
Veira combines both offline and cloud capabilities, making it a versatile choice.
Step 3: Set Your Budget
POS systems involve one-time setup costs and recurring fees. For small retail shops, expect setup costs between KES 20,000 and 40,000, with monthly software fees around KES 2,000–4,000. Restaurants may need KES 25,000–60,000 setup and monthly subscriptions of KES 3,000–8,000. Supermarkets or multi-outlet shops might spend over KES 50,000 for setup, with lower monthly fees of KES 1,500–3,000 for software.
Include hardware such as tablets, terminals, printers, and any training costs for staff. Planning your budget carefully ensures you can fully implement and maintain the POS system.
Step 4: Choose Hardware
Decide on the type of POS hardware that suits your business. Traditional POS terminals are ideal for supermarkets handling high transaction volumes. Tablets or smartphones work for kiosks, market stalls, or cafes with limited space. Hybrid systems, which store data locally and sync with the cloud, combine reliability and mobility.
For restaurants, consider adding receipt printers, kitchen display systems, or mobile tablets for taking orders.
Veira supports both mobile and hardware setups, allowing flexibility for different shop sizes.
Step 5: Install Software
Once you select a POS system, follow these steps:
Create an account with your POS provider.
Configure inventory items, categories, and pricing.
Integrate payment methods such as M-Pesa and card terminals.
Set up taxes, receipts, and reporting preferences.
Veira offers features that alert owners to unusual staff activity and ensures sales and inventory data remain accurate.
Step 6: Train Staff
Proper training reduces mistakes and potential loss. Show staff how to process sales, handle refunds, and manage discounts. Explain how to update inventory after each transaction.
Providing cheat sheets or quick guides helps staff adjust quickly.
Step 7: Test the System
Before fully launching, test your POS system. Process sample transactions, check receipts, and verify reporting accuracy. Confirm that mobile payments work and, if using an offline system, ensure transactions sync correctly once online.
Veira allows offline sales to sync automatically, giving peace of mind for shops with inconsistent internet access.
Step 8: Monitor and Adjust
Regular monitoring keeps your POS system effective. Check daily reports, track inventory levels, and watch for discrepancies. Adjust product information or pricing when necessary. Use alerts to quickly spot unusual transactions or errors.
Veira provides notifications for suspicious activity, giving owners control over shop operations.
Step 9: Maintain the System
Maintain your POS system to avoid downtime. Update the software regularly, back up data, and service hardware components like printers or terminals. Reach out to support promptly if you notice any issues. Consistent maintenance ensures smooth operation and accurate reporting.
A properly set up POS system reduces losses, tracks inventory efficiently, and supports better sales decisions.
Veira POS offers a system tailored for owners seeking transparency and control in their shops.
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