Introduction

The Kenya Revenue Authority (KRA) has recently announced significant updates to the Electronic Tax Invoice Management System (eTIMS). These updates are aimed at improving system flexibility, enhancing the user experience, and streamlining tax compliance for businesses.

While the changes make eTIMS easier to use, they also introduce new rules that taxpayers need to understand clearly to avoid mistakes. Below, we break down each change in detail so you can apply it correctly in your day-to-day operations.

1. Simplified eTIMS Registration

KRA has removed the requirement to upload supporting documents when registering for eTIMS. This means taxpayers no longer need to submit items such as the acknowledgment form or other paperwork previously required.

The process is now entirely online and paperless, allowing businesses to get onboarded faster and with fewer administrative delays. For new users, this change eliminates a major barrier to adopting eTIMS, making compliance quicker and more accessible.

2. Automatic Approval of Service Requests

Previously, when applying to onboard an eTIMS solution, the process involved manual approval from KRA, which could take several days. Now, all such applications are automatically approved without KRA intervention.

Once your request is approved, you will receive an SMS notification on your iTax-registered phone number. This improvement not only reduces waiting time but also ensures that businesses can start issuing compliant tax invoices almost immediately after applying.

3. Ability to Use Multiple eTIMS Solutions at the Same Time

One of the most notable changes is that businesses can now use more than one eTIMS solution simultaneously without having to seek KRA approval for switching between them. This is particularly useful for businesses with different invoicing needs in various branches or departments.

For example, if a business uses the eClient application as the main invoicing device, it can now add the Online Portal as a secondary invoicing solution. Similarly, if the Online Portal is the primary tool, the business can add eClient as a secondary option. However, changing a device within the same solution still requires assistance from KRA.

4. Centralized Invoice Access

All invoices generated from different eTIMS solutions can now be accessed from a single point — the online taxpayer portal. Each solution maintains its own unique invoice numbering sequence to ensure that transactions are properly organized and traceable.

For instance, invoices generated on the Online Portal will have a sequence like KRACU0200038925/1, while those generated on eClient might be KRACU0100062095/1. This centralization helps with reconciliations, record-keeping, and audit preparation by making it easier to track all transactions in one location.

5. New Credit Note Policy

KRA has introduced a stricter rule for issuing credit notes. Businesses must now generate a credit note from the same eTIMS solution used to issue the original invoice. This change is intended to improve traceability and ensure that records remain consistent.

For example, if an invoice was created using the eClient solution, the corresponding credit note must also be generated from eClient. Failing to follow this rule could cause delays in processing credit notes and may result in compliance issues.

6. Enhanced System-to-System Integration

Businesses using the VSCU or OSCU solutions from one integrator can now add another from a different integrator. This is done by creating a branch under the Device Management section in eTIMS.

This enhancement provides greater flexibility for businesses with complex invoicing structures or those that want to diversify their system integrations. It also allows companies to take advantage of different technical capabilities from various integrators without being locked into a single provider.

7. Improved Data Synchronization for eClient Users

Items registered on eClient will now automatically sync with the online eTIMS solution. This makes it easier for businesses to maintain consistent inventory records across platforms. However, the synchronization only works one way — from eClient to the online portal.

Customer details entered in eClient will not sync to the online portal, so businesses still need to manage customer databases separately. This partial synchronization is useful for inventory management but requires careful coordination to ensure customer data remains up to date.

Conclusion: Why These Changes Matter

The 2025 eTIMS updates make tax compliance faster, more efficient, and more adaptable to the needs of different businesses. However, the new rules also mean that businesses must pay attention to details such as where invoices and credit notes are generated, how data is synced, and how multiple solutions are managed.

At TAC Professional Services, we help businesses set up and manage their eTIMS solutions correctly, train teams on compliance best practices, and ensure that all invoicing rules are followed to avoid costly mistakes.

Need help navigating these changes?Call us today at +254 795 111 000 or visit tacservices.co.ke to ensure your eTIMS setup is fully compliant.