Free invoice template for Kenya: what to include
A good invoice makes it easy for your customer to pay and keeps your records in order. Here is what to put on it, a sample layout, and a free way to create one.
Last reviewed October 2026
What a Kenyan invoice should include
- Your business name, address and contact details.
- Your tax PIN, and the customer's PIN if they are a business that will claim the cost.
- A unique invoice number and the invoice date.
- The customer's name and address.
- A description, quantity and unit price for each line.
- VAT: the rate (the standard rate is 16%) and the amount, if you are VAT-registered.
- The currency (usually KES) and the total due.
- The due date and payment terms.
- How to pay: M-Pesa Paybill or Till number, bank details, or an online pay link.
Sample invoice layout
This is only an example of how the parts fit together. The names, PIN and payment numbers are made up.
| Description | Qty | Unit price | Amount (KES) |
|---|---|---|---|
| Printing services | 2 | 4,500 | 9,000 |
| Delivery | 1 | 1,000 | 1,000 |
- Subtotal
- 10,000
- VAT 16%
- 1,600
- Total due
- KES 11,600
Pay by M-Pesa Paybill 000000, account INV-0042, or use the pay link on this invoice.
Create this invoice free in PaidFast
Instead of filling in a document by hand each time, set your details up once and PaidFast builds the invoice for you.
- Add your business name, address and tax PIN once.
- Add the customer and your items. VAT is set per line.
- Send the invoice by email or WhatsApp with a pay link, or download the PDF.
- When the customer pays, the invoice is marked paid and a receipt is sent.
The Free plan lets you create invoices and send them by email with a pay link at no cost. Starter adds online checkout, WhatsApp sending and automatic reminders.
Quotation, invoice, receipt and credit note
- Quotation: an offer of a price before the work is agreed.
- Invoice: a request for payment for goods or services you have supplied.
- Receipt: proof that a payment has been received.
- Credit note: reduces what a customer owes, for example after a return or a pricing error.
Frequently asked questions
What should a Kenyan invoice include?
Your business details and tax PIN, a unique invoice number and date, the customer's details, itemised lines with quantities and prices, VAT if you are VAT-registered, the total and currency, the due date, and how to pay.
Do I have to charge VAT on my invoice?
If you are VAT-registered, you charge VAT and show it on the invoice. If you are not, you don't charge it. Check your obligations with your accountant.
Can I just use Word or Excel?
You can, but you have to re-type details, number invoices by hand and chase payments yourself. PaidFast keeps your details, numbers invoices, sends them with a pay link and tracks what has been paid.
Create your first invoice free
Set up in minutes. No card needed on the Free plan.