Tracksales Tracksales

Cost Considerations: Pricing Models of Cloud POS Software in Kenya

Kenneth Ndung'u 25th Sep 2023

Selecting the right Point of Sale (POS) system for your business in Kenya is a critical decision. When it comes to cloud-based POS software, understanding the pricing models and considerations is essential. In this article, we'll dive into the various pricing structures of cloud POS software and provide valuable insights for businesses in Kenya to make informed decisions.

Subscription-Based Pricing

Subscription-based pricing is one of the most common models for cloud POS software in Kenya. With this model, you pay a recurring fee, typically on a monthly or yearly basis, to access the software. Here are some key considerations:

  • Predictable Costs: Subscription pricing offers predictability, as you know exactly how much you'll pay each billing cycle.
  • Scalability: It often allows you to choose from different subscription tiers based on your business's needs and growth.
  • Updates and Support: Subscribers usually receive regular software updates and customer support as part of the package.
  • Ongoing Commitment: The downside is that you commit to ongoing payments, which can accumulate over time.

Transaction-Based Pricing

Transaction-based pricing is another model employed by cloud POS software providers in Kenya. With this model, you are charged based on the number of transactions or sales processed. Consider the following:

  • Cost Efficiency: If you're just starting or have a low volume of sales, transaction-based pricing can be cost-effective.
  • Variable Costs: Costs can vary each month depending on sales activity, making budgeting more challenging.
  • Scalability: As your business grows, transaction fees may become a significant expense.
  • Feature Availability: Some providers may limit features in lower-tier plans with transaction-based pricing.

Hardware Costs

When evaluating the cost of cloud POS software in Kenya, don't forget to factor in hardware expenses:

  • Tablets and Devices: You may need to invest in tablets or devices to run the POS software. Consider the cost of compatible hardware.
  • Peripherals: Depending on your business needs, you may require peripherals such as barcode scanners, receipt printers, and cash drawers.
  • Maintenance: Don't overlook ongoing maintenance and potential repair costs for hardware.

Additional Fees

Cloud POS software providers may include or charge additional fees for various services:

  • Credit Card Processing Fees: If the POS system integrates with payment processors, there may be associated processing fees.
  • Setup and Installation Fees: Some providers charge a one-time setup or installation fee.
  • Training Costs: Consider expenses for training your staff to use the software effectively.

Free and Open-Source Options

In addition to paid options, there are free and open-source cloud POS software solutions available. While these may appear cost-effective initially, consider the following:

  • Development and Customization: Customizing open-source software may require development expertise, which can be costly.
  • Support and Updates: Free software may lack the ongoing support and updates offered by paid solutions.
  • Security: Ensure that free or open-source options prioritize security to protect your business data.

Consider Your Business Needs

Ultimately, the right pricing model for your business in Kenya depends on your unique needs and circumstances. Consider the following factors:

  • Business Size: Small businesses may find subscription-based models more manageable, while transaction-based pricing can be suitable for startups.
  • Sales Volume: Evaluate your monthly sales volume to determine if transaction fees are cost-effective.
  • Growth Plans: Factor in your business's growth trajectory and the scalability of the chosen pricing model.
  • Features: Ensure that the pricing plan you choose offers the features essential for your business operations.


When it comes to cloud POS software in Kenya, understanding the pricing models and considerations is vital for making an informed decision. Carefully evaluate your business's needs, budget, and growth plans to choose the pricing structure that aligns best with your objectives. Whether you opt for subscription-based, transaction-based, or another model, the goal is to ensure that the cost of the POS system contributes to the overall success and profitability of your business.

Investing in the right cloud POS software can streamline your operations, enhance customer experiences, and ultimately drive growth in the competitive Kenyan market.

About Kenneth Mwaura

Kenneth Mwaura is the founder of Tracksales and has a passion for everything business. Outside of work he enjoys exploring different places, photography, watching handball and playing chess.

Let's collaborate & grow your business