A straight breakdown of what restaurant POS software and hardware actually cost in Kenya in 2026 - including the fees most vendors do not mention.
It is the first question every owner asks, and the hardest to get a straight answer to. Most vendors quote a monthly figure, leave out the hardware, and never mention transaction fees. Here is the whole picture.
The short answer
In Kenya, expect KES 3,000 to 25,000 per month for software, and a one-off KES 50,000 to 100,000 for hardware if you are starting from nothing. Many restaurants spend far less on hardware by using Android tablets they already own.
Software: what the market charges
| Type of system | Typical monthly cost | Notes |
|---|---|---|
| Local Kenyan cloud POS | KES 3,000 - 5,000 | Till, stock, M-Pesa, eTIMS. Usually no online ordering. |
| Orderly | KES 3,500 - 25,000 per branch | POS plus your own website, online ordering and delivery. |
| Global platforms (Toast, Square, Lightspeed) | USD 60 - 320 | Plus card processing. No M-Pesa, no eTIMS. |
| Enterprise back-office (Restaurant365) | USD 499+ per location | Built for multi-unit chains abroad. |
The global prices look competitive until you add processing fees. Industry sources put a typical small restaurant's real monthly POS spend at USD 300 to 700 once payment processing, add-ons and extra terminals are counted.
Hardware: real Kenyan prices
- Thermal receipt printer - KES 3,500 to 16,000
- Touch screen monitor - KES 20,000 to 37,000
- All-in-one POS terminal - KES 55,000 upward
- Cash drawer - KES 8,000 to 9,000
- Android tablet - varies, and you may already have one
A full traditional setup lands between KES 50,000 and 100,000. But cloud systems run on ordinary tablets and phones, so a small cafe can start with a tablet, a printer and nothing else.
The costs nobody quotes
Card processing. Global systems make much of their money here - often around 2.75% plus a fixed fee per transaction. On KES 500,000 of card sales a month, that is a meaningful line item that never appears in the headline price.
Add-on modules. Online ordering, loyalty, extra terminals and reporting are frequently separate subscriptions.
Contracts. Some vendors lock you into two or three years with early termination fees, and sell hardware that is useless if you leave. Always ask what happens if you want out.
eTIMS. KRA compliance is now effectively unavoidable for restaurants. Budget for integration and annual maintenance.
What you actually need to start
A realistic first setup for a single small restaurant in Nairobi:
| Software (Orderly Starter, annual) | KES 35,000 a year |
| Android tablet | Existing, or from KES 15,000 |
| Receipt printer | From KES 3,500 |
| eTIMS (if you invoice) | KES 15,000 setup + 12,000 a year |
How to compare quotes properly
Ask every vendor the same five questions: what is the total monthly cost including every module; do you take a percentage of my sales; am I tied into a contract; is the hardware usable if I leave; and can I export my data. The answers will separate them faster than any feature list.
Related reading
Work out what it would cost you
Orderly starts at KES 3,500 per branch per month, with no commission on your sales and no long contract. See the four plans and what each includes, or book a free demo and we will price your exact setup.
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