How to run your business with Vendly

Payroll

Getting started with payroll

Set up your organization, add your first employee, run your first payroll and file your first return — in that order.

Payroll

PAYE explained

How Pay As You Earn is calculated on every payslip — the bands, the personal relief, and the four PAYE reliefs that reduce the bill.

Payroll

NSSF, SHIF, AHL and NITA — statutory contributions

The four mandatory contributions deducted on every payroll in Kenya, plus the current 2026 rates Vendly applies automatically.

Payroll

PAYE reliefs and exemptions

Pension, mortgage interest, private medical insurance, PWD exemption and the wholly PAYE-exempt flag — what they do and where to enter them.

Payroll

File your monthly P10 (PAYE return)

Generate the iTax-ready CSV from Vendly, upload to KRA, and pay the PAYE due. Due by the 9th of the month following the pay period.

Payroll

Bonuses, gratuity and lump-sum PAYE spread

How a one-off payment is taxed without pushing the employee into a higher PAYE band by accident.

Payroll

Overtime — 1.5× on regular days, 2× on rest days

Employment Act 2007 §27 mandates two different overtime multipliers. Vendly applies each one automatically from the AttendanceRecord flags.

Payroll

Non-cash benefits (Benefits in Kind)

Car, housing, school fees, telephone — what KRA charges PAYE on when the employer pays the cost directly.

Payroll

NSSF — Tier I, Tier II and the Feb 2026 ceiling raise

What the two NSSF tiers mean, how the rates have stepped up since Feb 2024, and what employers owe today.

Payroll

SHIF — what changed from NHIF

The Social Health Insurance Fund replaced NHIF on 1 October 2024. Here's the short version of what shifted for employers.

Payroll

Affordable Housing Levy

1.5% from the employee, 1.5% matched by the employer, no cap, filed via KRA.

Payroll

Salary components — earnings, deductions and the taxable flag

Reusable building blocks for every employee's pay structure. Set them up once and every run picks them up correctly.

Payroll

Statutory filing calendar — when to file what

Every Kenya payroll return, its authority, its deadline and the Vendly page that generates the file.

Invoicing

Getting started with invoicing

Add a client, list your products and services, and issue your first invoice — in that order.

Invoicing

VAT in Kenya — rates, registration, returns

The 16% standard rate, what's zero-rated, what's exempt, when you must register, and how the monthly VAT3 return ties to your invoices.

Invoicing

Quotation vs proforma vs invoice — when to use which

Five sales documents Vendly produces and the order they typically flow in.

Invoicing

Withholding tax — when the buyer holds tax back

Certain payments to suppliers are subject to WHT. The buyer withholds a slice of your invoice and remits it to KRA on your behalf.

Invoicing

Payment receipts and reconciliation

Record what the client paid, against which invoice, and let Vendly clear AR for you.

Invoicing

Credit notes — corrections, refunds and returns

Reverse all or part of an invoice you've already issued. Reduces output VAT and clears the buyer's balance.

Invoicing

eTIMS — Kenya's mandatory e-invoicing

KRA's Electronic Tax Invoice Management System. Every taxable supply must pass through it from 1 January 2024.

Inventory

Getting started with inventory

Catalogue, warehouses and an opening stock figure — the three things you need before invoicing or sales orders can subtract stock.

Inventory

Products vs services — what Vendly tracks differently

Products live in inventory and consume stock. Services don't. Picking the right one matters for VAT and reporting.

Inventory

Warehouses, bins and per-location stock

Where you keep things. Every stock movement is per warehouse — and optionally per bin within a warehouse.

Inventory

Goods Received Note (GRN) — recording supplier deliveries

The GRN is what moves stock from 'expected' to 'on hand'. It also drives Accounts Payable and the inventory journal.

Inventory

Stock takes — counting and adjusting on-hand

Physical counts reconcile what the system says to what's actually on the shelf. Run one when you go live, then quarterly or annually.

Inventory

Reorder rules and stock forecasting

Set a min level per product and Vendly tells you when to reorder. Let the forecast tell you HOW MUCH.

Accounting

Getting started with accounting

Set up your chart of accounts, opening balances and currency before the first invoice posts a journal entry.

Accounting

Chart of accounts — types, groups and codes

Five account types and how they ladder up into the balance sheet and P&L. Plus naming conventions that survive growth.

Accounting

Journal entries — automatic and manual

Every Vendly transaction posts a journal entry automatically. When (and how) you should ever raise a manual one.

Accounting

Reading your financial statements

Profit & Loss, Balance Sheet, Cash Flow — what each one tells you about the business and which questions it answers.

Accounting

Closing periods and year-end

Lock a month so no one back-dates a transaction into a closed period. Plus the year-end checklist.

Accounting

Bank and ledger reconciliation

Match every bank statement line to a transaction in Vendly. Catches missing entries and double-postings before they reach the trial balance.

Banking

Getting started with banking

Add your bank accounts (real and mobile-money), record their opening balances, and let Vendly do the matching.

Banking

M-Pesa — Paybill, Till and settlement

Treat M-Pesa as its own bank account. The Safaricom statement, the settlement to your bank, and how to match customer payments to invoices.

Banking

Bank transactions — imports, matching and categorisation

Every bank statement line is a transaction. Import them in bulk and match each one to a source document.

Banking

Bank reconciliation — closing the loop monthly

The point where Vendly's bank balance and the actual bank balance finally agree. Required before you can close a period.

CRM & sales

Getting started with CRM & sales

Capture leads, walk them through a pipeline, convert the winners into invoiced clients. The whole lifecycle in one product.

CRM & sales

Leads — capture, qualify, track

Every lead carries an owner, source, stage and next-action date. Discipline on those four fields keeps the pipeline honest.

CRM & sales

Sales pipelines and the board view

One pipeline per repeatable sales process. Up to 7 stages. The board view is where the team actually drives deals forward.

CRM & sales

Lead capture forms — public forms that land in CRM

Embed or share a form. Every submission becomes a Lead automatically, routed to the right pipeline stage and owner.

CRM & sales

CRM automations — emails, reminders, stage routing

When a lead moves, something else should usually move with it. Automate the repetitive bits so the team focuses on conversations.

Getting started

Welcome to Vendly

What Vendly is, what it replaces, and the one module you should set up first.

Getting started

Set up your organization profile

KRA PIN, address, currency and branding. Done once on day one, used on every document forever.

Getting started

Invite your team and pick roles

Multiple users, role-based access, module-level permissions. Get this right early so people see only what they need.

Getting started

What every widget on the dashboard tells you

A two-minute walkthrough of the home screen — KPIs, recent activity, setup checklist, quick reports.

Getting started

How the modules connect to each other

Sales feeds Accounting feeds Banking. Inventory talks to Purchasing. Payroll posts to the ledger. Here's the full diagram in words.