"How much is a POS?" sounds like a simple question, but the answers vary a lot. One vendor quotes KES 1,500 a month, another quotes KES 80,000 upfront, and a third says "it depends". The reason is that a POS system is really several costs bundled together: software, hardware, setup, and ongoing fees.
This guide breaks each cost down with typical Kenyan price ranges, so you can compare quotes fairly and budget with confidence.
Prices change often and vary by supplier. The ranges below are a guide from typical Kenyan listings at the time of writing. Get current quotes before you buy.
The four parts of POS cost
- Software: the POS app itself
- Hardware: the devices you run it on, and accessories
- Setup: installation, data entry, training
- Ongoing costs: support, transaction fees, upgrades
Let's go through each one.
1. Software: subscription vs one-off licence
Monthly or annual subscription (cloud POS)
You pay a monthly or yearly fee, and the vendor hosts the system, backs up your data, and ships updates. Most modern POS systems in Kenya work this way.
- Typical range: about KES 1,500 to 8,000 per month for a small to medium shop, depending on the number of tills, branches and features.
- Pros: low upfront cost, automatic updates and backups, access your reports from anywhere.
- Cons: an ongoing cost for as long as you use it.
Many vendors offer a discount for paying annually, often around 15–20%.
One-off licence (installed software)
You pay once for software installed on a specific computer.
- Pros: no monthly fee.
- Cons: a bigger upfront cost, updates and support often cost extra, and if that computer dies, your data may go with it unless you have backups.
Over three to five years, a "one-off" licence plus paid support and upgrades often costs about the same as a subscription. Compare the total over three years, not just the first payment.
What FaidaPOS costs
To give you a real example, here's our own pricing:
| Plan | Monthly | Annual (per month) | Best for |
|---|---|---|---|
| Starter | KES 2,500 | KES 2,000 | Single shop, one till |
| Growth | KES 6,500 | KES 5,200 | Multiple staff, up to 3 branches |
| Enterprise | From KES 45,000 | Custom | Chains and larger operations |
All plans come with a 30-day free trial, and we migrate your existing data for free. See the pricing page for what each plan includes.
2. Hardware
The hardware you need depends on how your shop works. Many small shops start with a tablet or laptop they already own.
| Item | Typical price (KES) | Do you need it? |
|---|---|---|
| Android tablet or entry-level laptop | 15,000 – 45,000 | Yes, unless you use a device you already own |
| 80 mm thermal receipt printer | 5,000 – 10,000 | Usually. Customers and staff expect receipts |
| Barcode scanner | 3,500 – 8,000 | Recommended if you sell packaged goods |
| Cash drawer | 4,500 – 8,000 | Recommended if you handle a lot of cash |
| Receipt paper rolls | A few hundred per pack | Ongoing |
A typical one-till setup with a new tablet, printer, scanner and cash drawer comes to roughly KES 30,000 to 60,000. If you already have a suitable device, you might only need a printer to get started.
Tip: check that the hardware works with the software before you buy it. Ask the POS vendor which printers and scanners they support.
3. Setup costs
Some vendors charge for getting you started. Ask about:
- Installation and configuration: some charge a setup fee, others include it.
- Product data entry: typing in hundreds of products takes time. Ask whether they'll import your existing list from Excel or CSV, and whether that's free.
- Training: for you and your staff. Is it included, and is it in person or online?
4. Ongoing and hidden costs
These are the costs that surprise people after they sign up:
- Per-till or per-branch fees. Adding a second till or shop may move you to a higher plan.
- Product or user limits. Some entry plans cap the number of products or staff accounts.
- Payment fees. M-Pesa merchant charges and card fees apply on top of your POS cost. These are set by Safaricom and the banks, not the POS vendor.
- Support. Is support included, or charged per call or per visit?
- Paid add-ons. Advanced reports, loyalty, or multi-branch features are sometimes sold separately.
- Internet and power. Budget for data bundles and, ideally, a small backup power source.
How to budget: a worked example
Here's a realistic first-year budget for a single-till minimart that buys new hardware:
| Item | Cost (KES) |
|---|---|
| Tablet | 25,000 |
| Receipt printer | 6,000 |
| Barcode scanner | 4,500 |
| Cash drawer | 5,000 |
| POS software (12 months at KES 2,500) | 30,000 |
| First-year total | 70,500 |
After the first year, only the software and consumables remain, so year two costs much less.
Is it worth it?
The real question isn't "how much does a POS cost?" but "how much does not having one cost?"
If a POS helps you cut stock losses by even KES 5,000 a month, through fewer stock-outs, less expiry, less theft or fewer pricing mistakes, it pays for the software on its own. Add the time you save on cash-ups and stock counts, and the numbers usually work out quickly. See sales vs profit for how to measure what's really happening in your business.
Questions to ask every vendor
- What's the total cost for the first year, including hardware and setup?
- What happens to the price when I add a till, a branch or more staff?
- Is data migration and training included?
- What are the payment processing fees?
- Can I try it free before I commit?
For the full list of what to check beyond price, read how to choose a POS system in Kenya. And if you're weighing a POS against the spreadsheet you already use, see Excel vs POS software.