Here is a step-by-step guide on how to generate an eTIMS invoice on eCitizen. eTIMS (electronic Tax Invoice Management System) is a software solution that provides taxpayers with options for a simple, convenient, and flexible approach to electronic invoicing. Taxpayers can access eTIMS on various computing devices, including computers, laptops, tablets, smartphones, and Personal Digital Assistants (PDAs).
Mastering eTIMS is essential for efficient tax management. Whether you are creating sales invoices or credit notes, using the USSD option ensures a quick and efficient process.
The Difference Between TIMS and eTIMS
TIMS, the Tax Invoice Management System, is the predecessor to eTIMS. While TIMS laid the foundation for electronic tax management, eTIMS takes it further. The key distinction lies in the host. TIMS is a device-based solution, while eTIMS is web-based with advanced features and user-friendly interfaces.
Who Needs to Register for the eTIMS?
All business entities must integrate with eTIMS and issue electronic tax invoices. Businesses and individuals that are required to register include:
- Companies, partnerships, sole proprietorships, associations, and trusts.
- Individuals, both resident and non-resident, with income tax obligations, including Monthly Rental Income (MRI) Tax and Turnover Tax (TOT).
- Individuals conduct business in various sectors, including the informal sector.
- Businesses, whether or not registered for VAT, such as entities supplying VAT-exempt goods and services (e.g. hospitals, schools, tours and travel agents, NGOs), are also required to onboard on eTIMS.
What are the Solutions available on eTIMS?
The solutions available include:
- eTIMS Lite (Web) – Web-based solution accessible through eCitizen. This solution is for businesses with minimal transactions.
- eTIMS Lite (USSD) – Accessed through the short code *222#. This solution is for individuals and sole proprietors.
- Online Portal- Tailored for taxpayers in the service sector exclusively, where no goods are supplied.
- eTIMS Client – A downloadable software designed for taxpayers dealing in goods or both goods and services. The software supports multiple branches and pay points/cashier tills.
- Virtual Sales Control Unit (VSCU) – This solution enables seamless system-to-system integration between the taxpayer’s invoicing/ERP system and eTIMS, catering to taxpayers with extensive transactions or bulk invoicing.
- Online Sales Control Unit (OSCU) – This solution also facilitates system-to-system integration between the taxpayer’s invoicing/ERP system and eTIMS. It is ideal for taxpayers using an online invoicing system.
Who is Exempted from eTIMS?
Non-resident suppliers of digital services are exempt from issuing electronic tax invoices but must provide invoices or receipts for the value and tax charged.
How to Onboard On eTIMS Lite
- On your computer/laptop/tablet/phone, open the browser, KRA eCitizen portal.
- If you have an eCitizen account click on Sign In and if not click on sign up.
- For OTP verification select whether to receive the OTP via email or phone number and thereafter an OTP will be sent.
- Input the OTP in the relevant field and click Next.
- You will be redirected to the KRA eCitizen user interface. To initialize eTIMS, click the Invoicing (eTIMS) button.
- Check the two boxes to confirm that they agree with the terms and conditions and privacy policy. Once the Activate E-Invoicing button becomes active, click on it. You have now been onboarded on eTIMS Lite.
How to generate an Invoice on eTIMS Lite (eCitizen)
Generating an invoice on eTIMS (Electronic Tax Invoice Monitoring System) is a straightforward process. Follow these steps on how to generate an invoice on eTIMS.
- Visit the eTIMS portal and log in using your credentials.
- After successfully initializing your eCitizen eTIMS account click on Sales to raise an invoice.
- Click on Invoice.
- Start by selecting whether it’s a Business-to-business or Business-to-customer transaction. Thereafter you can upload your logo (optional).
- Create a customer or select the customer if they already exist. To create a customer simply click the Add New button.
- If it is a valid KRA PIN the details of the customer will appear. Click on Add to add the customer to your list of customers.
- Once the customer is added to the list, select the customer you are invoicing. The details of the customer will appear automatically.
- Confirm that the tax type is D (Non-VAT). You can add a note (optional) and also input the Due date.
- Click on the Add Item button to add an item.
- Input the item details i.e. the product/service, description, unit cost, and quantity then click Add.
- A summary of the items will be displayed as follows to confirm if the details are in order.
- You can include any terms and conditions that you would like your customer to see and know and finally select the payment method.
- Once you have confirmed that all the invoice details are in order, scroll back up and save your invoice.
NB: You can either save and download the invoice using the Save button or save and send the invoice to your client via email using the Save And Send button.
Unlike the earlier eTIMS platforms, this USSD option leverages on simplicity to enhance the user experience, providing a robust solution for businesses and individuals alike.
For a quick and hassle-free experience, eTIMS Lite offers a USSD option. Follow these simple steps:
- Dial *222#.
- Select option 5 for tax payment (KRA).
- Click on Send.
- To end the session, click Cancel.
Sales Invoice Creation:
- Enter option 2 for Sales Invoice.
- Input your ID Number.
- Confirm the Year of Birth.
- Agree to the Terms and Conditions.
- Receive a confirmation message upon successful registration.
Sales Invoice Details:
- Select option 2 for Sales Invoice.
- Key in customer details (name/PIN/customer number).
- Enter product/service details.
- Input quantity and price per item.
- Confirm details by selecting option 1.
- Receive an SMS notification on successful creation, including an invoice number and a link to the template.
Credit Note Creation:
- Dial *222# and select option 3 for Credit Note.
- Input the eTIMS invoice number.
- Confirm or go back.
- Receive an SMS notification with a link to the credit note template.
eTIMS Contact and Support Details
| Contact Details: | 0709 016 995, 0709 017 719, 0709 017 731, 0709 017 718
0709 017 724, 0709 017 735 |
| Email: | timsupport@kra.go.ke |
| Location: | TIMS Operations Unit 8th Floor, JKUAT Towers – Kenyatta Avenue |
