Registering a business in Kenya is now done entirely online through the eCitizen platform. Whether you are starting a small shop, a partnership, or a private limited company, the entire process from name search to certificate of registration happens on one portal. Here is exactly how to do it, what it costs, and what you need to have ready before you start.
The process is managed by the Business Registration Service (BRS), which consolidated business registration in Kenya under a single digital system. You no longer need to visit any government office to register a business name or incorporate a company. Everything is handled online, and payment goes through M-Pesa.
Step 1: Choose Your Business Structure
Before you open the portal, decide what type of business you are registering. This determines the documents you need and the fees you will pay.
A Business Name registration covers sole proprietorships and partnerships. It is the most common choice for small and medium businesses. It is straightforward and affordable, but keep in mind that as the owner you remain personally liable for any business debts.
A Private Limited Company is a separate legal entity from its owners. Your personal assets are protected from business liabilities, which makes this structure more suitable if you plan to take on investors, apply for larger loans, or scale the business significantly. It requires at least one director and one shareholder, who can be the same person.
Step 2: Get Your Documents Ready
Having everything prepared before you start the application saves time and avoids errors mid-process. Here is what you need:
For both structures, prepare a list of three to five proposed business names in order of preference, a copy of your National ID or Passport, a recent coloured passport photo, and your KRA PIN certificate. All directors or proprietors must provide these documents.
If you are registering a Private Limited Company, you will also need your registered office address details including county, district, building, and street, your Articles of Association, and information about your share capital structure.
Step 3: Apply and Reserve Your Business Name
Log in to your account on the eCitizen portal and navigate to Companies Registry Services. Select Make Application, then choose either Registration of a Business Name or Private Limited Company depending on your structure.
Enter your proposed names for approval. The system checks availability and reserves your preferred name if it is not already taken. Fill out the application form with your details, sign the auto-generated registration form, scan it, and upload it back to the system. The name reservation and registration application are merged into one process, so you handle both in a single submission.
Step 4: Pay the Registration Fees
Once your application is submitted, you will receive a payment prompt on your phone via M-Pesa. Registration fees are as follows:
A Business Name registration costs Ksh 950. Company registration fees vary depending on your authorised share capital, so the amount will be calculated and displayed during the application process before you pay.
Payment goes through M-Pesa directly from the portal prompt, so have your registered M-Pesa line ready when you reach this step.
Step 5: What to Do After Registration
Once approved, your digital certificate of incorporation or registration is available to download directly from the eCitizen portal. That certificate is your official proof of registration. Keep a copy saved securely.
Read also:How to Write a Business Plan in Kenya That Actually Gets You Funded
Registration is just the beginning. There are a few more steps to make your business fully compliant and operational.
Get a business permit from your county government office. If you are based in Thika, that means the Kiambu County offices. Permits are renewed annually and the cost varies by business type and location.
Register your business KRA PIN and sort out your tax obligations on the KRA iTax portal. Depending on your revenue, you may need to register for VAT, PAYE if you have employees, and other applicable tax obligations.
Complete your statutory registrations with the National Social Security Fund (NSSF) and the Social Health Authority (SHA). These are legal requirements for businesses with employees and failure to comply attracts penalties.
How Long Does It Take?
Business name registration typically takes one to three working days after payment. Company registration can take slightly longer depending on the complexity of the application and how quickly documents are uploaded correctly. Incomplete or incorrectly scanned documents are the most common cause of delays, so double-check everything before submitting.
The entire process can realistically be completed within a week for straightforward applications. Once your certificate is issued, your business is legally registered and you can begin operating, applying for bank accounts, and pursuing contracts and tenders that require formal registration.