Mandatory eTIMS Rollout for Oil Marketers: Compliance at the Forecourt, Fusion and Dover Fuelling Stations
The oil marketing industry is a vital cornerstone in Kenya’s economic engine, supplying fuel for transport, power generation, manufacturing, and households across the country. With over 2,000 registered retail fuel stations and significant volumes transacted daily, this sector is one of the most closely monitored by regulatory authorities.
In line with growing demands for accountability and digital efficiency, the industry is now undergoing a full transition to the Electronic Tax Invoice Management System (eTIMS)—a move designed to digitize revenue reporting and enhance transparency across all transactions.
eTIMS at a Glance
The Electronic Tax Invoice Management System (eTIMS) is an invoicing solution designed to facilitate real-time issuance and reporting of tax invoices. It integrates with business transaction systems to enable seamless tracking of sales data and improved transparency.
Initially introduced for VAT-registered businesses, eTIMS has since been expanded to include non-VAT registered entities. Under this system, all registered businesses—including fuel stations, oil marketers, and distributors—are required to issue eTIMS-compliant invoices for their sales and ensure that expense records are also supported by compliant documentation.
New Compliance Direction for Oil Marketers
Recent developments have introduced industry-specific eTIMS solutions tailored for oil marketers, requiring all fuel pump transactions to be invoiced through the system. Fuel dispensing systems must now interface directly with POS and eTIMS platforms to ensure:
A tax invoice is generated in real-time for every transaction, regardless of payment method.
The invoice includes mandatory details such as buyer PIN (where applicable), quantity dispensed, and VAT breakdown.
Transaction data is automatically transmitted for compliance monitoring.
To meet these new requirements, oil marketers are encouraged to upgrade their systems or adopt approved eTIMS solutions that integrate seamlessly with pump controllers and sales terminals.
Specific Compliance Considerations
To ensure seamless compliance, oil marketers should take the following into account:
System Integration: ensure your fuel pump meters and POS software can integrate with eTIMS APIs. This includes validating compatibility with hardware and software providers.
Digital Receipt Issuance: equip each fuel dispensing point to issue eTIMS-compliant receipts to customers.
Expense Deductibility: ensuring all suppliers comply with eTIMS. Only expenses supported by eTIMS-compliant documentation will be allowed for tax deduction purposes. This includes fuel transport, maintenance, and operational supplies.
Engagement with Dealers: oil marketers operating through third-party dealers must ensure compliance at every retail site, regardless of franchise model.
Reverse invoicing: under the Tax Procedures (Amendment) Act 2024, any taxpayer dealing with small traders (turnover of less than Ksh 5 million) is required to issue eTIMS invoices on their behalf, failure to do so may result in additional penalties. Therefore, oil marketers need to ensure that they engage with their suppliers with annual turnover of less than Ksh 5million, to operationalize this reverse invoicing requirement.
Enabling Compliance at the Pump: Seamless Integration with DigiTax and EasyFuel Plus
For fuel stations navigating eTIMS compliance, the conversation often begins with invoicing — but it doesn’t end there. True compliance also happens at the pump, where fuel is dispensed. That’s why DigiTax has developed a solution that not only ensures seamless eTIMS reporting but also supports automated fuel management systems like EasyFuel Plus for end-to-end operational accuracy.
EasyFuel Plus, by OTI PetroSmart, is a scalable, secure, and contactless refueling automation solution built to ensure fuel is dispensed into the right vehicle, under the right conditions. It uses RF-enabled tags, nozzle readers, and a VIS Site Controller that communicates directly with the Forecourt Controller (FCC) to authorize dispensing based on configured business rules. Fuel flows only when RF communication between the nozzle and vehicle tag is active, effectively eliminating fuel misuse or fraud.
This system works wirelessly, requires no civil works, and can be installed within a day on existing infrastructure — making it ideal for fuel stations of all sizes. The MiniRFN nozzle readers, Passive Tags, and VIS Site Controller allow operators to implement a cardless, rules-driven refueling system that mimics traditional fleet cards but with more precision and automation.
What makes this ecosystem powerful is how DigiTax integrates with these on-site systems. Our Universal Integration Approach enables connectivity with leading Forecourt Controllers such as DFS Wayne Fusion, DOMS PSS5000, and PTS2. This allows every transaction at the pump to trigger real-time invoice generation and digital reporting — no manual entry, no delay.
The result? Full transparency from nozzle to invoice, where every litre dispensed and every transaction logged is accurately captured and compliant. DigiTax and EasyFuel Plus together provide a powerful infrastructure that combines fuel management, customer verification, and tax documentation into a unified, automated process — enabling smarter forecourt operations and peace of mind.
Recommended Next Steps
Engage Your Technology Provider: Review your current POS and pump control systems to determine if they are compatible with the latest digital invoicing requirements. Begin upgrades or integrations with authorized solutions providers to ensure seamless compatibility and compliance.
Complete Registration for Digital Compliance: Finalize the necessary registration process for digital invoicing systems and obtain the required authentication credentials to enable full integration and compliance across all retail stations.
Conduct Test Runs: Implement a pilot phase in select retail stations to test the system, ensuring that the integration between your POS, pump controllers, and digital invoicing system works smoothly. This will help identify any potential issues and provide an opportunity for additional training.
Monitor Compliance: Establish internal controls and routine reconciliation procedures to verify that all fuel sales are accurately invoiced in real time. Ensure the system is consistently transmitting the correct data for compliance monitoring and reporting.
By following these steps, oil marketers can smoothly transition to a compliant and efficient system, minimizing risks and ensuring a seamless operation.
How DigiTax is Transforming Fuel Station Compliance
As fuel stations adapt to new digital invoicing requirements, staying ahead of compliance regulations is crucial. With the rollout of eTIMS and the increasing need for seamless invoicing and real-time reporting, fuel station owners must leverage technology that simplifies this transition while enhancing operational efficiency.
DigiTax provides a comprehensive solution that integrates fuel dispensers, point-of-sale systems, and eTIMS compliance in a way that minimizes disruption while ensuring full regulatory compliance. Our system is designed for the oil marketing sector, offering a streamlined approach to eTIMS integration.
Here are the key DigiTax features that set oil marketers up for success in eTIMS compliance:
Real-Time eTIMS Invoicing
Automatically generate tax-compliant invoices for every transaction, ensuring your fuel station remains in full compliance with electronic invoicing requirements. With DigiTax, every transaction is recorded and reported in real time, reducing manual effort and human error.
Pump-to-POS Integration
DigiTax seamlessly integrates fuel pump controllers with POS systems, automatically transmitting transaction data to the compliance system. This ensures accurate and transparent reporting of all sales, streamlining operations and reducing the risk of penalties.
Simplified Reverse Invoicing
For fuel marketers working with smaller traders, DigiTax simplifies the reverse invoicing process with a reverse invoicing feature that ensures compliance with new tax regulations on small traders and making the process easy to manage.
Expense Compliance Support
DigiTax helps you maintain eTIMS-compliant documentation for your operational expenses. This ensures that your expenses, such as fuel transport and station maintenance, are properly documented and eligible for tax deductions.
Dashboard and Android App (POS enabled) for Seamless Invoicing
While the integration process is ongoing, DigiTax offers a robust dashboard and Android app that allow oil marketers to continue generating eTIMS-compliant invoices without delay. These tools ensure that compliance is maintained even during the integration phase, providing a temporary yet effective solution to avoid any disruption in operations.
Fast Onboarding and Training
Our solution is designed for quick implementation and ease of use. We provide hands-on training and ongoing support, ensuring that your station is up and running with minimal disruption and maximum efficiency.
In today’s rapidly changing tax environment, DigiTax empowers fuel station owners to focus on growing their businesses while remaining compliant with the latest eTIMS regulations. By automating invoicing and integrating seamlessly with your existing systems, we take the complexity out of compliance, helping you stay ahead of the curve.
The Future of Fuel Station Compliance
As the oil marketing sector embraces digital transformation, staying compliant with evolving regulations is essential for success. With the mandatory rollout of eTIMS, fuel stations must adapt quickly and efficiently to ensure compliance while maintaining smooth operations. The integration of advanced technology solutions, like DigiTax, allows fuel stations to not only meet regulatory requirements but also streamline their invoicing processes, enhance operational efficiency, and reduce risks.
As the industry continues to evolve, fuel marketers can rely on DigiTax to future-proof their operations and stay ahead of compliance requirements, ensuring both regulatory adherence and operational excellence for years to come.
To get a quote, email info@namiri.tech or call/whatsapp 0112685368
