How to choose a POS system in Kenya

1. Define the business before comparing software

Start with your actual transactions, products, services, branches and staff roles. A system that works for a kiosk may not fit a pharmacy, hardware shop or wholesale operation.

• ☐ Business types and locations are listed.
• ☐ Product, service and non-stock item workflows are documented.
• ☐ Retail, wholesale, measured, multi-unit, batch, expiry, refillable or exchange requirements are identified.
• ☐ Number of users, branches, warehouses and expected products is estimated.
• ☐ Current pain points and desired reports are written down.

2. Test the daily sale workflow

Use real examples during the trial rather than only watching a demo.

• ☐ Add products and services using your actual units and prices.
• ☐ Process cash, mobile money, card, bank and credit scenarios that apply to you.
• ☐ Test discounts, returns, deleted sales and receipt reprinting.
• ☐ Confirm retail and wholesale customer pricing.
• ☐ Test A4, thermal, Bluetooth or digital receipt options you intend to use.

3. Evaluate inventory controls

• ☐ Purchases increase the correct stock location.
• ☐ Sales reduce the correct product, batch and unit quantity.
• ☐ Transfers, adjustments, damages and opening stock are traceable.
• ☐ Low-stock, stock history, batch and expiry reports meet the business need.
• ☐ Users cannot edit stock without the required permission.

4. Review reporting and accountability

• ☐ Daily sales and payment-method totals can be reconciled.
• ☐ Product, category, branch and staff performance can be filtered.
• ☐ Customer and supplier statements are understandable.
• ☐ Expense, income and profit reports use the expected date range.
• ☐ Important changes can be traced through audit records.

5. Compare the full cost

Compare the subscription and the complete implementation cost.

• ☐ Monthly or annual subscription is documented.
• ☐ Product, user, branch and warehouse limits are clear.
• ☐ Setup, data import, stock take, training and travel charges are listed.
• ☐ Hardware, printer, scanner and connectivity costs are considered.
• ☐ Third-party payment, SMS and tax-integration charges are confirmed separately.

6. Verify support, data and exit options

• ☐ Support channels and hours are published.
• ☐ The business knows who owns the account and administrator credentials.
• ☐ Privacy, refund, deletion and data-export processes are reviewed.
• ☐ The official app developer and website are verifiable.
• ☐ The cancellation and migration process is understood before payment.

7. Make a documented decision