KRA PIN and tax registration tracker

What the kra pin and tax registration tracker does

Missing obligations on iTax are a common reason for penalties and failed compliance certificates. List each person or company with the PIN and the tax obligations that apply, and record whether each is registered, pending or not yet registered, with the due day of its return, so nothing that should be filed is overlooked.

Who it is for

Business owners, accountants who look after several clients and anyone responsible for the tax affairs of a family or a group of businesses.

How to use the workbook

1. List each taxpayer with their PIN and type.
2. Add a row for every tax obligation that applies.
3. Set the status and the day of the month the return is due.
4. Follow up on anything pending or not registered.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Taxpayer, PIN and obligation on every row
• Registered, pending or not registered status
• Return due day for each obligation
• Counts of registered and pending at the top
• Summary by status with a chart

The workbook has these sheets: Instructions, Obligations, By status. The main table has the columns Taxpayer; Type; KRA PIN; Obligation; Registered on; Status; Return due day. 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

• Check your obligations on iTax at least once a year.
• Register new obligations as soon as the business needs them.
• De-register obligations you no longer use.
• Keep the PIN certificate with each taxpayer's file.

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 registration checker. 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 Registration Threshold Checker
• Guide: Tax on selling personal items and second-hand goods online
• Guide: Importing clothes and textiles: duty and classification
• Guide: Importing food and beverages: permits, inspections and labelling
• Another template: KRA PIN registration: a step-by-step guide
• Another template: Turnover tax guide for small traders
• Another template: Turnover tax vs VAT comparison workbook

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