What “Pending Sync” Means in eTIMS
In eTIMS, every invoice goes through a two-stage lifecycle: it is created locally, then it must be synced to and confirmed by KRA. An invoice that shows “Pending Sync” has completed stage one but not stage two.
Stage 1 - Created locally
eTIMS Client generates the invoice with a local (provisional) QR code. At this point the invoice exists only on your device and is marked Pending Sync.
Stage 2 - Transmitted to KRA
When you have connectivity, the invoice is uploaded to KRA's eTIMS servers. KRA validates it and assigns a server confirmation code.
Stage 3 - Confirmed
The invoice now displays 'Confirmed' with a valid server confirmation code. This is the version customers need for input VAT claims.
Key point: Pending Sync is not an error — it is a normal intermediate state, especially in offline mode. It only becomes a problem when invoices stay stuck for days. See our eTIMS down & offline invoicing guide for the full offline workflow.
Why eTIMS Invoices Stay Stuck on Pending Sync
No stable internet connection
The most common cause. eTIMS Client needs a live connection to KRA's servers to sync. Mobile data that keeps dropping or a weak Wi-Fi signal will leave invoices stuck.
Firewall, proxy, or VPN blocking KRA
Corporate networks, office firewalls, and VPNs often block KRA's eTIMS endpoints. If invoices sync at home but not at the office, this is the likely culprit.
Device certificate expired or not activated
Each eTIMS device has a certificate that must be activated and valid. An expired certificate blocks all syncs until it is renewed or re-activated through KRA.
eTIMS Client needs an update
Outdated eTIMS Client versions stop syncing when KRA updates their server API. Check for updates in the application or download the latest version from the KRA portal.
KRA eTIMS servers are down
During KRA outages, invoices queue locally and sync later. Check downdetector.co.ke and social media for eTIMS outage reports before troubleshooting your own system.
Corrupted invoice data
Rarely, an invoice is saved with corrupted data and fails validation every sync attempt. Delete the failed invoice and re-create it.
How to Force eTIMS Client to Sync Pending Invoices
Follow these steps in order. Most pending sync issues resolve at step 3 or 4.
Connect to a stable internet connection
Use a wired or strong Wi-Fi connection rather than mobile data if the queue is large. Verify you can open a normal website to confirm the connection works.
Restart eTIMS Client
Close the application completely and reopen it. On restart, eTIMS Client automatically attempts to sync queued invoices.
Click the Sync button manually
In eTIMS Client, open the pending invoices list and click 'Sync' or 'Transmit'. Watch the progress bar. A successful sync moves invoices to 'Confirmed' with a server confirmation code.
Check for sync error messages
If sync fails, eTIMS Client shows an error code. Note it down - 'Certificate not active', 'Connection timeout', and 'Invalid payload' each have different fixes.
Disable VPN and temporarily allow KRA through the firewall
Turn off any VPN and ensure eTIMS Client is allowed through your firewall. If it works after this, add an exception for KRA's domain permanently.
Delete and re-create corrupted invoices
If one specific invoice always fails while others sync, that invoice's data is likely corrupted. Delete it and re-create it with a new number.
Certificate & Device Activation Issues
eTIMS devices rely on a digital certificate to transmit invoices securely. If the certificate is not activated or has expired, every sync fails regardless of your internet connection.
Check the certificate status
In eTIMS Client, go to Device Management or Settings and confirm the certificate shows 'Active'. If it shows 'Inactive' or 'Expired', syncs will fail.
Reactivate through eTIMS Lite
Log in to eTIMS Lite (etims.kra.go.ke), go to Device Management, and confirm or reactivate the device. You may need to re-enter the device serial number.
Renew expired certificates
Expired certificates must be renewed via eTIMS Lite or by contacting KRA eTIMS support. Do not attempt to bypass this - it is a security control.
Contact KRA eTIMS support
If activation fails, call KRA on 020 499 9999 and ask for eTIMS technical support. Keep your device serial number and KRA PIN ready.
The 7-Day Sync Lockout Rule
This is the most important deadline in eTIMS: your device must sync at least once every 7 consecutive days. If it does not, KRA locks the device and you cannot invoice at all until it is reactivated.
The lockout triggers automatically
After 7 days without a successful sync, eTIMS Client locks invoice creation. The device must be reactivated through KRA before you can invoice again.
It applies even during KRA outages
If eTIMS has been down on KRA's side for more than 5 days, contact KRA proactively. Do not wait for day 7 to resolve a persistent outage.
Synchronise early, not on day 7
Build a weekly sync into your routine. Invoice regularly, and check the Pending Sync count daily. A 5-minute daily check prevents a lockout.
A lockout does not erase pending invoices
Your queued invoices survive a lockout. Once the device is reactivated, click Sync and the queue transmits in order.
Account locked? Here’s the fix
If your device is already locked, see our eTIMS account locked guide for the reactivation steps, or contact KRA eTIMS support on 020 499 9999. Do not try to reinstall eTIMS Client or generate a new device - that can orphan your queued invoices.
Frequently Asked Questions
What does 'Pending Sync' mean in eTIMS?
A 'Pending Sync' status means the invoice was created locally on eTIMS Client (or your ERP) but has not yet been transmitted to and confirmed by KRA's servers. This is normal in offline mode - invoices queue locally and sync when connectivity returns. The invoice only becomes fully valid for input VAT claims once KRA confirms it during the sync and assigns a server confirmation code.
How long does an eTIMS sync take?
A normal eTIMS Client sync takes between a few seconds and a few minutes for a typical batch of invoices. If the queue is large (hundreds of invoices) or the connection is slow, it can take longer. If invoices stay 'Pending Sync' for hours or days, there is usually a connection, certificate, or KRA-side issue that needs troubleshooting.
Why are my eTIMS invoices stuck on Pending Sync?
Common causes: no stable internet connection, the eTIMS Client certificate has expired or is not activated, a firewall or VPN blocking the KRA endpoint, eTIMS Client needs an update, or KRA's eTIMS servers are down. Less commonly, invoice data is corrupted and needs to be deleted and re-created. Work through the connection checks first, then certificate checks.
Will KRA penalise me for Pending Sync invoices?
Invoices stuck on Pending Sync are not yet counted as transmitted to KRA. If they stay unsynced, KRA may treat the sales as not declared under eTIMS, which can trigger a non-compliant-invoice penalty (TPA s.86 - the higher of 5% of the tax due, KES 100,000 for companies, or KES 10,000 for individuals) or a VAT audit. Fix the sync promptly and keep evidence (sync logs, screenshots) if a KRA outage caused the delay. eTIMS Client also locks you out if it cannot sync for more than 7 consecutive days - so resolve pending syncs before that threshold.
How do I force eTIMS Client to sync pending invoices?
Open eTIMS Client with a stable connection, click the 'Sync' button (or 'Transmit' depending on your version), and wait for the progress bar to complete. Verify each invoice now shows a 'Confirmed' status with a server confirmation code. If sync fails, check your internet, restart eTIMS Client, verify the device certificate is active, and try again after clearing the failed items.
Does Pending Sync affect my customer's input VAT claim?
Yes. A B2B customer cannot claim input VAT on an eTIMS invoice that is still 'Pending Sync' because it does not yet have a valid server confirmation code. Inform B2B customers that the invoice is pending, and re-issue or re-send the confirmed version once the sync completes, so their input VAT deduction is not delayed.