Key takeaways
- Use KES for Kenyan shilling amounts and agree the currency before quoting.
- Describe deliverables and customer acceptance criteria, not just a price.
- Keep PO, delivery evidence and billing references linked.
- Check KRA's eTIMS guidance; a standalone DocMak PDF is not an eTIMS submission.
Start with a quotation the buyer can approve
A Nairobi consultant might quote for a defined training programme, while a supplier in Mombasa quotes for goods plus transport. The same principle applies: describe exactly what is being approved. Record the business and customer names, quote reference, date, expiry, currency, quantities or milestones, included costs and exclusions. Ask whether the customer needs a PO before you commit staff or order materials.
| Workflow | Useful commercial record | Approval question |
|---|---|---|
| Freelance or consulting work | Quotation and service agreement | What deliverable counts as completed? |
| Supply to a business | Quotation and buyer PO | Which items, quantities and delivery date are approved? |
| Contractor project | Scope, stage records and invoices | Who signs off each milestone? |
| Supplier introduction | Company profile | What genuine capacity and experience can be evidenced? |
KES example: installation project with separate scope
Fictional example: a supplier quotes 12 access points at KES 8,500 each, producing a goods subtotal of KES 102,000. Installation is quoted separately at KES 18,000, making a commercial subtotal of KES 120,000 before applicable tax. The quote identifies whether cabling, travel and support are included. The buyer should approve those assumptions, not only the headline amount.
- QT-KE-057 lists the hardware and installation scope with KES prices.
- The buyer's PO repeats the approved quantities and delivery address.
- A delivery note records the hardware received; a separate completion record captures installation acceptance.
- The billing record references the PO and identifies the completed supply or stage.
- A later support contract should specify its duration and service responsibilities, rather than being implied by the installation price.
If the buyer changes the site or requests extra cabling, record an approved change before adding it to the bill. The reason for the difference between a quote and an invoice should be visible in the sales file.
eTIMS: do not confuse a PDF with official invoicing
Kenya Revenue Authority provides official eTIMS information and onboarding guidance. Check the current scope, any applicable exceptions and the solution appropriate to your business directly with KRA or a qualified adviser. This guide is not a ruling on your tax obligations. DocMak prepares commercial documents; it does not submit an invoice to KRA or claim eTIMS approval.
A well-designed quotation, company profile or PO does not demonstrate tax-invoice compliance. Where an authorised electronic tax invoice is required, use the applicable official process and retain its reference with your commercial records.
Document checklist for growing service businesses
- Confirm the customer's billing details and purchasing contact before drafting.
- Agree work stages, deliverables, acceptance and payment dates in a quotation or agreement.
- Record any supplied goods and the actual quantities delivered.
- Keep signed completion evidence or an acceptance email with the relevant stage.
- Confirm the applicable official invoicing process before billing.
- Reconcile money received against the issued invoice and retain the payment reference.
For tender introductions or supplier onboarding, make a company profile with actual services, locations served, team skills and verifiable projects. Registration evidence and certifications remain separate. Obtain permission before including client logos, personal details or site photographs.
Use DocMak for the commercial preparation
Choose the quotation tool, add your branding and select KES. Enter the goods and service lines separately so the buyer can see the scope. Preview the currency, references, totals and exclusions before sending. Use the PO tool when you are the buyer, and the company-profile tool when you need to introduce the business. You can create a free DocMak account for save and reuse within existing plan limits.
DocMak helps you prepare professional business documents; it is not a tax-authority invoicing system, a company-registration service or an officially approved compliance product. Free creation and downloads remain subject to the existing account and usage limits. Use your applicable tax treatment, not a template's sample rate. Currency selection labels the amounts you enter; it does not convert them.
Frequently asked questions
Can I make a Kenyan shilling quotation in DocMak?
Yes. Select KES and enter the agreed Kenyan shilling amounts. The currency control does not perform exchange-rate conversion.
Is DocMak an eTIMS invoicing solution?
No. It prepares commercial documents but does not submit invoices to KRA. Consult KRA's eTIMS guidance for the process that applies to your business.
What should a contractor keep besides an invoice?
Keep the approved scope or quote, the customer's PO where used, agreed changes, delivery or completion evidence and payment references.
Official sources
Check these official pages for the latest requirements before filing or making a compliance decision.