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How to choose the best POS system for a small business in Kenya

ShelfWise ·

There are dozens of POS systems sold in Kenya, and most of their websites say the same things. The best one is the one that fits how you sell. Use this checklist, and ask every vendor the same questions before you pay.

1. M-Pesa that matches itself

Almost every POS says it 'works with M-Pesa'. Ask what that means. The useful version is that payments to your own Till or Paybill are reported to the POS by Safaricom and matched to the sale, so the cashier doesn't type codes and you don't check messages at the end of the day. Also ask whether the money goes straight to your Till, or through the vendor's account first.

2. It keeps selling when the network drops

Ask what happens with no internet. A good system saves sales on the device and sends them when the connection is back. Test it: switch on airplane mode during your trial and make a sale.

3. Stock control you'll actually use

  • Stock goes down with each sale, by itself.
  • Alerts before an item runs out, not after.
  • Stock counts that show what's missing, and who adjusted what.
  • Supplier orders made from what's low, not from memory.

4. Built for your kind of business

A restaurant needs tables and kitchen tickets, a salon needs bookings and commission, a pharmacy needs expiry dates, a butchery needs weights. A general retail POS can make these painful. See who ShelfWise is for.

5. The device you already have

If a system needs its own terminal or a Windows computer, add that cost and the risk of it breaking. Systems that run in the browser work on Android phones, tablets and laptops, and your data is safe if a device is lost.

6. Language, support and setup

  • Can staff use it in Kiswahili?
  • Is support on WhatsApp, and at what hours?
  • Can you import your product list from Excel?
  • Can you leave with your data (export to Excel)?

7. Price you can see

Prefer vendors who publish prices. Ask about setup fees, per-transaction fees, extra tills, extra branches and yearly support. Our cost guide lists what's normal.

8. Tax: ask about KRA eTIMS

If you need invoices sent to KRA eTIMS from the till, ask the vendor directly whether they're an approved integrator. ShelfWise doesn't submit invoices to KRA today; many small businesses use KRA's own eTIMS tools alongside their POS.

Questions to ask every vendor

  1. How exactly are M-Pesa payments matched to sales?
  2. Does my money ever pass through your account?
  3. What happens when the internet is down?
  4. What does it cost in total in the first year, with everything?
  5. Can I try it free with my own products?
  6. How do I get my data out if I leave?

Common questions

What is the best POS for a small shop in Kenya?

The one that matches M-Pesa payments by itself, keeps selling offline, tracks stock and runs on the phone you already have, at a price you can see. Try two or three with your real products before deciding.

Which POS works with M-Pesa?

Many do. Ask whether payments to your own Till or Paybill are reported by Safaricom (Daraja) and matched to the sale, rather than typed in by the cashier.

Can I use a POS on my phone?

Yes. Cloud POS systems like ShelfWise run on Android phones, and the camera works as a barcode scanner.

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