Importing into Kenya is straightforward once you understand the sequence — but a single missing document or a wrong HS code can park your cargo at Mombasa for weeks while demurrage charges climb. This guide walks through every step a first-time or growing importer needs, in the order it actually happens.
Whether you are sourcing electronics from Shenzhen, fabric from Yiwu, or machinery from Europe, the process below is the same. The difference between a smooth import and an expensive one usually comes down to paperwork prepared before the cargo ever sails.
1. Register as an importer (KRA PIN and iTax)
Every importer in Kenya needs an active KRA PIN registered on iTax. Businesses also need a registered company and, for commercial volumes, a tax compliance certificate. Your PIN is what links every import entry, duty payment, and VAT claim back to you.
If you are importing as a business, make sure your PIN is registered under the correct obligations (VAT, income tax) before your first shipment — fixing this mid-clearance causes delays.
2. Source your supplier and confirm the landed cost
Before you commit, work out the full landed cost — not just the supplier's price. That means the goods value, international freight, insurance, import duty, excise (where it applies), import declaration fee, railway development levy, and VAT.
A good freight forwarder will give you a landed-cost estimate from the supplier's invoice and packing list, so you know your true cost per unit before you pay a deposit.
3. Raise an IDF and arrange pre-shipment inspection (PVoC)
An Import Declaration Form (IDF) is lodged on KRA's iCMS system for every commercial consignment. Many regulated products also require a KEBS Certificate of Conformity under the Pre-Export Verification of Conformity (PVoC) programme, inspected at origin before the goods ship.
Skipping PVoC on a product that requires it leads to destination inspection, penalties, and delays — so confirm your product category early.
4. Ship by sea or air
Sea freight through Mombasa is the most cost-effective route for bulky or non-urgent cargo; air freight through JKIA is faster for high-value, fast-moving stock. Your forwarder consolidates the cargo at origin, books the carrier, and issues the bill of lading or air waybill.
This is where the decision between sea and air really bites your margin — we break it down in our air-vs-sea guide linked below.
5. Customs clearance at the port
On arrival, a licensed clearing agent files the customs entry on iCMS, classifies your goods under the correct HS code, and pays the assessed duties and taxes on your behalf. KRA may select the consignment for verification before release.
Getting the HS classification right matters — it sets your duty rate and your compliance exposure. This is the single most common place importers overpay or get flagged.
6. Pay duties and take delivery
Once duties and taxes are paid and any inspections cleared, KRA issues a release order. Your cargo leaves the port or CFS and is transported to your warehouse or shop.
Plan your last-mile transport in advance so cargo isn't sitting in storage racking up charges the moment it's released.
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