Running a small business in Kenya comes with daily challenges. Tracking sales, reconciling M-Pesa payments, and keeping inventory accurate can feel like a full-time job.
This is why choosing the right POS system is critical. Not every system fits every business. Knowing POS system price Kenya helps you avoid overspending while still gaining control.
Here’s a complete guide for small shops, restaurants, cafés, and supermarkets.
How Much Does a POS System Cost in Kenya?
The cost depends on three main factors: software, hardware, and setup.
- Software Subscription
Most POS systems in Kenya charge monthly fees.
Small businesses: KES 2,000 – 4,000 per month
Medium businesses with multiple users: KES 5,000 – 8,000 per month
These packages typically include:
Sales tracking
Inventory management
Staff accounts
M-Pesa and cash reconciliation
Choosing software with clear reports prevents losses that cost more than the subscription.
- Hardware Costs
Hardware can be simple or advanced.
Mobile POS (Android or tablet): KES 15,000 – 25,000
Traditional POS terminals: KES 30,000 – 40,000
Extras: receipt printers, barcode scanners, cash drawers
Mobile POS setups are ideal for small shops and cafés. They save upfront costs and offer flexibility.
- Setup and Training
Some suppliers charge for onboarding. Others include it. Ask for:
Hands-on training
Product entry setup
Staff account configuration
Investing in proper setup prevents mistakes that cost more than the system itself.
Affordable POS System Nairobi: Options for Small Business Owners
Finding an affordable POS system Nairobi requires understanding features that matter. Avoid low-cost systems without inventory tracking or M-Pesa integration.
Recommended setups:
Business Type POS Type Approx. Cost (KES) Key Features
Retail shop Mobile POS 20,000 Inventory, M-Pesa, mobile access
Café Tablet POS 25,000 Table management, split bills, receipts
Restaurant Android POS + Printer 30,000 Menu items, kitchen tickets, M-Pesa
Supermarket Terminal POS 40,000 Barcode scanning, bulk stock, multi-user
Why POS System Price Kenya Varies
Prices differ due to:
Features: Systems with offline mode, multi-branch reporting, or supplier management cost more.
Hardware requirements: Printers, scanners, or advanced terminals add to the bill.
Support: Local support often comes at a small premium but saves headaches.
Software updates: Some systems charge annual fees; others include it.
How to Decide Before You Buy
Follow this checklist:
Check M-Pesa integration: All sales must reconcile automatically.
Verify offline mode: Internet outages should not stop transactions.
Compare hardware prices: Mobile setups are cheaper than full terminals.
Test reporting: Reports should be easy to read on your phone.
Ask about support: Local help matters for fast fixes.
POS System Suppliers in Kenya
Suppliers offer different packages. Some focus on hardware, others on software. The best approach:
Choose suppliers that include installation and training.
Request a demo with real products.
Compare monthly subscription versus upfront costs.
This avoids paying for unused features.
How Veira Helps Small Businesses
Veira is designed for Kenyan small businesses seeking:
Clear daily sales reports
Inventory management per item
M-Pesa and cash reconciliation
Staff accountability
Phone access anywhere
Veira packages start from KES 2,500 per month for single-store setups. Mobile POS hardware costs KES 18,000.
Check options here
Quick Guide to POS System Price Kenya in 2026
Mobile POS for shops: KES 18,000 – 25,000
Tablet POS for cafés/restaurants: KES 25,000 – 30,000
Full supermarket POS: KES 35,000 – 40,000
Monthly subscription: KES 2,000 – 8,000 depending on users and features
Tip: Focus on systems that save more than they cost through inventory control and error reduction.
Common Mistakes When Buying POS in Kenya
Choosing the cheapest system without testing features
Ignoring offline mode
Buying hardware-only setups
Not confirming local support
Overlooking M-Pesa reconciliation
Avoiding these keeps costs predictable and prevents losses.
Next Steps for Business Owners
Define your business size and needs.
List must-have features: inventory, M-Pesa, reporting.
Compare suppliers on price and support.
Test the system before paying.
Start small, scale up as needed.
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