Since KRA made eTIMS mandatory for VAT-registered businesses in 2024, many small businesses and freelancers are still unsure:
- What exactly is eTIMS?
- Do I need it if I’m not VAT registered?
- Can I still use Excel or manual invoices?
- Why is my PIN flagged?
This post answers all the burning questions you may have about eTIMS in Kenya, including the 2025 updates, integration tools, and real struggles people are sharing online.
🙋 What is eTIMS?
eTIMS stands for Electronic Tax Invoice Management System.
It is a platform by the Kenya Revenue Authority (KRA) used to:
- Generate real-time electronic tax invoices
- Send invoice data directly to KRA
- Help taxpayers track and reconcile VAT and income taxes
✅ eTIMS is for invoicing only. You still file returns through iTax.
🛑 Can I Still Use Excel or Manual Invoices?
No.
As of 2024, manual or Excel invoices are NOT valid for VAT-registered businesses.
All invoices must be issued through eTIMS — otherwise:
- Your clients can’t claim input VAT
- KRA may flag your PIN
- You risk landing in the VAT Special Table
💼 Who Is Required to Use eTIMS?
KRA requires:
- All VAT-registered taxpayers
- Non-VAT businesses that deal with government or corporates
- Service providers like freelancers, consultants, and digital workers
⚙️ What eTIMS Tools Are Available?
| eTIMS Option | Best For | How It Works |
|---|---|---|
| eTIMS Web Portal | SMEs, freelancers | Browser-based at etims.kra.go.ke |
| Mobile App | Traders, agents | Android app for on-the-go invoicing |
| eTIMS Lite | Simple, low-volume users | Manual form-like input |
| API/ERP Integration | Medium to large businesses | Uses POS or ERP software via approved integrators |
🆕 What’s New with eTIMS in 2024/25?
✅ Auto-registration: KRA now enrolls all VAT taxpayers automatically on eTIMS.
⛽ Enforcement in fuel sector: Independent petrol stations must comply or face shutdown.
⚙️ Smart onboarding: KRA is activating some PINs automatically without manual signup.
🧾 Where Can I Find Approved eTIMS Integrators?
KRA provides a full PDF list of integrators here.
Some examples include:
| Integrator | Tools | Sectors |
|---|---|---|
| Advatech | AdvaPOS, Sage | Fuel, General |
| Odoo KE | Odoo V16 | General |
| Tally Kenya | Tally Prime | SMEs |
| One Touch | Uza POS | Retail |
| Deities Tech | DAFIS | Fuel |
| Interswitch | Microsoft Dynamics | Corporates |
🛠 ERP integration involves setup, sandbox testing, and KRA approval.
❗ What Happens If I Don’t Use eTIMS?
- Your PIN may be flagged
- You may be placed in the VAT Special Table
- Clients will reject your invoices
- KRA may issue penalties or block VAT refunds
💬 Real Problems People Are Facing
From posts on X (Twitter), businesses report:
| Issue | Description |
|---|---|
| ❌ Downtime | “eTIMS site won’t load, I can’t invoice today.” |
| 🧭 Confusion | “I’m a freelancer but not VAT-registered — do I need eTIMS?” |
| 🛑 Delays | “Still no login access 3 weeks later…” |
| 🔁 Double entry | “How do I reconcile eTIMS with my POS system?” |
🔧 How Do I Get Started?
- Visit https://etims.kra.go.ke
- Login using your iTax PIN and password
- Choose a tool: Web, Lite, or Mobile
- Start generating compliant invoices
- Continue filing VAT returns via iTax
📌 Tips to Stay Compliant
- File all VAT returns — even Nil
- Avoid fake or backdated invoices
- Use eTIMS only — Excel won’t work
- Keep your Tax Compliance Certificate valid
- Monitor iTax for PIN flags (e.g. VAT Special Table)
💬 Need Help with eTIMS?
At Ushuru.com, we help:
- Freelancers, SMEs & consultants onboard to eTIMS
- Train staff on how to use it
- Match eTIMS invoices with iTax returns
- Sort out issues like Special Table status or unlinked invoices
📩 Talk to our tax team now
📥 Or download our FREE eTIMS onboarding checklist (coming soon)
🧷 More Resources Coming Soon:
- “eTIMS for Non-VAT Businesses”
- “How to File VAT Correctly Using eTIMS Invoices”
- Downloadable PDFs, checklists, and compliance guides