eTIMS sales invoice register

What the etims sales invoice register does

Electronic tax invoices need to be traceable. This register lists each sales invoice with the customer, PIN, net amount and eTIMS reference, works out the VAT and total, marks credit notes, and gives you the monthly totals to compare with your sales records and VAT return.

Who it is for

Businesses that issue eTIMS invoices and want one place to check them, and accountants who reconcile invoices issued to the sales in the books.

How to use the workbook

1. Check the VAT rate on the Rates sheet.
2. Enter each invoice with its date, number, customer and net amount.
3. Type the eTIMS reference printed on the invoice.
4. Compare the totals with your cashbook and VAT return.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• VAT and total worked out
• eTIMS reference and customer PIN recorded
• Credit notes marked separately
• Monthly totals for the VAT return
• Space for 300 invoices

The workbook has these sheets: Instructions, Invoices, Rates. The main table has the columns Date; Invoice no.; Customer; Customer PIN; Net amount; VAT; Total; eTIMS reference. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Issue an invoice for every sale and record it the same day.
• Do not delete a wrong invoice; issue a credit note.
• Check customer PINs are correct before you issue.
• Reconcile the register to sales at month end.

Why keep this record

Most tax trouble comes from late or missing records rather than from the tax itself. When the figures are collected as they happen, preparing a return becomes a matter of copying totals, not of searching for receipts. A workbook that follows the same layout as the return also makes it easier to spot a number that looks wrong before KRA does, and to explain it if asked.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Tax figures change with each Finance Act, so check the Rates sheet against KRA's current guidance before you file. Keep the supporting documents with the workbook, and keep each year's copy for at least five years in case KRA asks for proof.

Read the KRA filing calendar for small businesses for the wider picture. Free calculators that go with it: Vat calculator. See more tax templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Free calculator: VAT Calculator
• Guide: VAT for small businesses in Kenya: when to register and what to charge
• Guide: How to file a VAT return on iTax, step by step
• Guide: How to price your products and services: markup, margin and break-even
• Another template: VAT input invoice register
• Another template: VAT return working sheet
• Another template: VAT returns register (12 months)

Need something different? Request a custom template, browse all guides or see every Excel template.