Free Quotation Generator (Kenya)

Government buyers use requests for quotations for smaller purchases. Under the Public Procurement and Asset Disposal Regulations 2020 (regulation 91 and the Second Schedule), an entity may use a request for quotations up to KSh 3 million per request for goods or services and KSh 5 million for works. Below KSh 50,000 per item per financial year for goods and services (KSh 100,000 for works), it may use low-value procurement instead. Quotations are opened and evaluated by ad hoc committees, and entities are told to make the most of requests for quotations when filling contracts reserved for women, youth and persons with disabilities.

Importers need a pro forma invoice. KRA lists a valid pro forma invoice from the exporting firm among the documents for clearing goods, next to the Import Declaration Form, the commercial invoice and, for regulated products, a Certificate of Conformity. If you sell to a Kenyan importer, your pro forma is part of their customs file, so make sure its description and values match the final invoice.

A quotation does not create a VAT liability. The tax point is the earliest of delivery, the issue of the invoice, receipt of payment or a consultant's certificate. If the VAT rate changes between your quote and that tax point and the agreed price includes VAT, section 64 of the VAT Act lets you add an increase and lets the buyer deduct a reduction, unless your written agreement says otherwise. Stating the VAT treatment in the quote avoids the argument.