What a travel invoice includes
An invoice a client pays quickly answers three things: what am I paying for, how much, and how do I pay. This template covers each:
- Header — your business name, address, phone, email and KRA PIN
- Invoice number and dates — invoice date and due date
- Client details — name, contact, and the client’s PIN if they’ll claim the expense
- Trip reference — tour name, travel dates, travellers and booking reference
- Line items — each service with quantity, unit price and line total
- Totals — subtotal, VAT (16% if you’re registered), and grand total in KES or USD
- Payments — deposit received, and the balance due with its date
- Payment details — M-Pesa Paybill, bank transfer and any card link
- Terms — late-payment note and cancellation reference
The payment details block
Most travel invoice templates stop at the total. In East Africa the payment block is where invoices succeed or fail — make each route explicit:
- M-Pesa Paybill — business number, and the account number to enter (use the invoice number, so every payment reconciles itself)
- M-Pesa Till — till number, if you take Buy Goods instead of Paybill
- Bank transfer — bank, branch, account name, account number and SWIFT code for international clients
- Currency — state whether the invoice is payable in KES or USD, and the rate applied if converted
- Reference — ask the client to quote the invoice number on every payment
Kenyan tax details (KRA PIN, eTIMS & VAT)
If you operate in Kenya, three tax details belong on every invoice:
- Your KRA PIN — required on the invoice header
- eTIMS — KRA requires businesses (VAT-registered or not) to generate invoices electronically through eTIMS; this template mirrors those fields so your paperwork matches
- VAT at 16% — shown as its own line if you’re VAT-registered; leave it off if you’re not
- Buyer PIN — include the client’s KRA PIN when they’ll claim the expense or input VAT
Worked example
Invoice header (example)
- From
- Your Safari Co. — KRA PIN P051234567X
- Invoice
- INV-2026-041 — issued 1 Aug, due 15 Aug
- Client
- J. Traveller
- Trip
- 3-day Maasai Mara safari, 12–14 Aug, 2 adults
Line items & payment (example)
- Safari package
- 2 pax × KES 48,000 = KES 96,000
- Airport transfer
- 1 × KES 4,000 = KES 4,000
- Total
- KES 100,000
- Deposit received
- KES 30,000 (M-Pesa, 20 Jul)
- Balance due
- KES 70,000 by 15 Aug — Paybill 123456, a/c INV-2026-041
How to use it
- Download the template below in Word or PDF, or copy the structure.
- Fill in your header once — business details, KRA PIN, Paybill and bank details stay the same on every invoice.
- Add one line per service, with quantity and unit price.
- Record the deposit received and state the balance and its due date.
- Send it — and ask the client to quote the invoice number when they pay.
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