eTIMS Invoice Steps (Kenya)

Quick, repeatable checklist for monthly invoicing

Monthly eTIMS invoice workflow

Use official KRA weekly exchange rates, invoice in KES, and add a clean audit note. Keep this page open while you invoice.

⚙️ Invoice Inputs

Enter your details once — everything auto-calculates and persists.

Calculated KES Amount
KES 0.00
Auto-generated note:
USD 0.00 converted using latest KRA weekly exchange rate (USD/KES 0.0000) published at time of invoicing.

🎯 First-time setup (once)

Register your service item (e.g., Professional Services) in Item Management.
Tax Type: D – Non VAT (if you're non-VAT). Choose a simple quantity unit like "Number".
Register your customer (if prompted) in Customer Management.
Use the buyer PIN + legal name exactly as provided by your client.
Tip: eTIMS may lock approved invoices. If you need to correct, you'll use a Credit Note and re-issue.

📝 Monthly invoice steps (repeat each month)

  1. Pick your invoice issue date (the day you create it).
  2. Fetch the official KRA weekly USD/KES rate that's published for that time.
  3. Convert: KES = USD amount × KRA rate (round to 2 decimals). Use the calculator above!
  5. Fill buyer details (PIN, name, mobile) and set Payment Type: CREDIT.
  6. Add your registered service item:
    • Quantity: 1
    • Unit price (VAT incl): the converted KES amount
    • Tax type: D – Non VAT
  7. Paste the exchange-rate note in Non-Fiscal Data (use the copy button above).
  8. Save and confirm status shows Approved.
  9. Download PDF: from the list, click Receipt No → Receipt (or Invoice No → Print/PDF depending on your view).
  10. Send the PDF to Finance/your manager.

🔄 Fixing mistakes: Credit note → re-issue

  1. Open the incorrect invoice (from Sales Receipt list).
  2. Click Credit Note → choose Other reason.
  3. Remarks: "Correction to apply official KRA exchange rate / correction of amount."
  4. Save the credit note (it should show approved).
  5. Create a new invoice with the corrected KES amount and the note template.

❓ FAQ & Download Troubleshooting

📥 How do I download the invoice PDF?

Click Receipt No in the list, then click Receipt button to download. If the invoice number isn't clickable (red), use Sales by Invoice search and expand the row.

🔢 Where do I find the KRA exchange rate?

Go to KRA Website → Foreign Exchange Rates → download the latest weekly PDF that's available at the time you're creating your invoice.

⚠️ What if I made a mistake on an approved invoice?

You can't edit approved invoices. Instead, create a Credit Note (reason: "Other") to cancel it, then create a new correct invoice.

💾 Where is my data stored?

All your inputs are saved in your browser's local storage. They'll persist between visits but won't sync across devices.

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