Guide to POS Systems in Kenya 2026: Pricing and Features

Modern POS Systems for Your Business

Retail shops and restaurants in Kenya need efficient systems. Manual records lead to errors. A modern POS system is a necessity in 2026. Use technology to grow and stay competitive.

This guide answers your questions about POS systems.

Learn about costs in Kenya.
Identify essential features.
Find the best system for small businesses.
Understand M-Pesa integration.
Locate providers in Nairobi.

What is a POS System?

A POS system processes transactions. Hardware and software work together at the point of sale.

Traditional Versus Modern POS

Traditional systems use paper receipts and manual counts. Cash is the only payment method. These systems lack data.

Modern systems provide digital receipts. Inventory tracking is automatic. You get real time reports. Accept M-Pesa and cards.

The Cost of Manual Records

Kenyan SMEs lose money without a POS system. Average losses reach 45,000 KES per month.

Inventory Errors: Stockouts and theft cause losses.
Employee Mistakes: Lack of accountability leads to errors.
Slow Checkout: Long queues turn customers away.
Poor Decisions: No data on sales leads to missed opportunities.

A POS system pays for its cost in two months. Efficiency improves instantly.

POS System Pricing in Kenya

Software License 2026 Rates

Basic POS System: One time cost: 45,000 to 60,000 KES. Cloud service: 2,500 to 3,500 KES monthly. Best for small shops and salons.
Business POS System: One time cost: 85,000 to 120,000 KES. Cloud service: 4,500 to 6,000 KES monthly. Best for retail stores and restaurants.
Enterprise POS System: Starting price: 200,000 KES. Custom monthly service based on needs. Best for chains and large businesses.

Hardware Costs

POS Terminal: 35,000 to 65,000 KES.
Thermal Printer: 12,000 to 18,000 KES.
Cash Drawer: 8,000 to 12,000 KES.
Barcode Scanner: 6,000 to 15,000 KES.
Complete bundles start from 75,000 KES.

Additional Costs

Installation and training are often included. Support costs 1,000 to 3,000 KES monthly after the first year. Updates are free for 12 months.

Payment Plans

Upfront payment offers a 10 percent discount. Split payments over three or six months are available.

Essential Features

M-Pesa Integration

Most Kenyan consumers prefer M-Pesa. Your system must accept mobile money. Look for native integration and instant confirmation.

Operation Process

Select M-Pesa at checkout.
The system sends a push notification to the customer.
The customer enters their PIN.
The payment confirms instantly.
The receipt prints automatically.

Offline Mode

Internet in Kenya is sometimes unreliable. Your POS should work without a connection. Store transactions locally and sync when online.

Inventory Management

Track stock in real time. Receive low stock alerts. Use barcode scanning to speed up counts. Advanced systems handle multi location inventory and supplier orders.

Reporting and Analytics

Identify your best selling products. Monitor profit daily. Track employee performance. Use data to make better purchasing decisions.

Employee Management

Create individual accounts for staff. Set permission levels for cashiers and managers. Track sales for each employee.

Customer Management

Build a customer database. Track purchase history. Run loyalty programs with points systems.

Best POS for Your Business

Small Retail Shops: The Basic POS System at 45,000 KES is ideal. The software handles inventory and M-Pesa at an affordable price.
Restaurants and Cafes: The Business POS System at 85,000 KES is recommended. The system features table management and kitchen display systems.
Supermarkets and Chains: The Enterprise POS System offers multi location support and centralized reporting. Wholesalers benefit from custom features.

Buy a POS in Nairobi

Visit a Showroom

See the systems in Westlands or the CBD. Try the hardware before you buy. Same day installation is available in Nairobi.

NexaUI Tech Locations

Westlands Square, Ring Road.
Kimathi Street, Nairobi CBD.

Online Purchase

Request a quote online. View a video demo. We schedule installation and provide training.

Setup Process

Timeline: Day 1-5 from choosing hardware to deployment.
Inclusions: Complete hardware setup, software installation, M-Pesa integration, staff training, warranty and updates.

Common Questions

Do I need internet? Offline mode allows sales without internet. You need a connection for backups and remote reports.
Linking to my online store: Yes. Sync inventory between your shop and website. Manage everything from one dashboard.
Is the system hard to use? Modern interfaces are user friendly. Staff learn the basics in 30 minutes. Visual layouts make checkout fast.
View reports from home: Cloud based systems allow remote access. Check sales and inventory from your phone.

M-Pesa Integration Details

Setup involves getting a business account from Safaricom. We connect the account to your POS. Testing happens before you go live. Safaricom charges small fees per transaction.

Benefits include faster checkout and better cash flow. Every transaction is traceable. Customers appreciate the convenience.

ROI Calculation

A small shop losing 45,000 KES monthly saves 540,000 KES per year with a POS. A basic system costs 45,000 KES once. The system pays for the cost in one month. Year one ROI reaches 260 percent.

Choosing Your Provider

Look for native M-Pesa integration and offline mode. Ensure the provider offers local support in Nairobi. Check for hardware warranties and free training. Transparent pricing is essential.

Success Stories

A Westlands boutique increased sales by 25 percent.
A CBD electronics shop eliminated employee theft.
A supermarket chain managed inventory across three stores easily.

Choose cloud based architecture for automatic updates. Ensure mobile compatibility to manage your business anywhere. Link to accounting and delivery apps easily. Use AI for predictive inventory and behavior insights.

Next Steps

Define your needs and budget.
Compare pricing and features online.
Visit our Nairobi showroom for a demo.
Choose your package and schedule installation.

Upgrade your business today. Manual records cost you money every month. Use a modern POS to reduce losses and improve experience.