LimaPOS Guide: POS, Inventory and Accounting software for your business

Home  ›  LimaPOS Resources  ›  Guide

Start your 14-day free trial → See pricing

Section 1

What Is LimaPOS?

LimaPOS is a cloud-based business management platform that combines point of sale (POS), inventory management, customer management, supplier management, staff management and accounting in one application.

Instead of managing sales, stock and finances across different systems, businesses can manage these activities from one central platform. Every sale, purchase and stock movement updates the relevant business records, helping keep inventory and financial information consistent.

Your M-Pesa, your account. LimaPOS supports cash, M-Pesa STK Push and card payments from one checkout screen. Businesses can connect their own M-Pesa Till or Paybill, with payments going directly into their accounts rather than passing through LimaPOS.

Section 2

Who Is LimaPOS Built For?

LimaPOS supports different business types through configurations selected during registration. Its features can help businesses manage industry-specific operations.

Supermarkets and Mini-marts

Manage barcode checkout, inventory, low-stock alerts and supplier purchasing.

Restaurants

Manage table orders, kitchen display operations and split bills.

Bars and Nightclubs

Manage named customer tabs, rounds and repeat-order shortcuts.

Hotels

Manage rooms, bookings and charges posted to guest rooms.

Pharmacies and Liquor Stores

Track products, batches and expiry dates, and manage reorder requirements.

Hardware Stores

Manage products, stock levels, supplier purchasing and sales reporting.

Clothing and Electronics Shops

Handle retail checkout, inventory management and customer records.

Bookshops and Stationery Stores

Organise product catalogues, track sales and manage inventory.

Section 3

Key LimaPOS Features

LimaPOS brings essential business management functions together, allowing businesses to manage sales, inventory, customers, suppliers, employees and finances from one platform.

LimaPOS is designed to make everyday checkout faster and easier. Employees can search for products by name, scan barcodes, process different payment methods and print branded receipts from one checkout screen.

Key POS capabilities

• Multiple payment methods: Accept cash, M-Pesa STK Push and card payments.
• Split payments: Allow customers to pay using a combination of cash, M-Pesa and card.
• Refunds and voids: Process transactions while reversing the associated inventory and accounting entries.
• Offline selling: An already-open till can continue processing certain sales during an internet outage. Transactions synchronise when connectivity returns.
• Branded receipts: Print receipts displaying your business information.

These features help businesses serve customers efficiently while maintaining accurate sales and transaction records.

Keeping track of stock is essential for any retail or hospitality business. LimaPOS provides inventory management tools that help businesses monitor stock levels, identify fast-moving products and avoid unnecessary stock shortages.

Inventory is tracked separately for each branch, giving business owners better visibility into stock availability across their operations.

Inventory management features

• Real-time stock balances for individual branches.
• Low-stock alerts when products reach their reorder levels.
• Suggested reorder quantities to support purchasing decisions.
• Bulk product imports using CSV or Excel files.
• Batch and expiry tracking for perishable products.
• Supplier purchase orders and partial stock receiving.
• Automatic stock updates when goods are received.

By connecting sales and inventory, LimaPOS helps businesses maintain more accurate stock records and make informed purchasing decisions.

One of the key advantages of LimaPOS is its integrated double-entry accounting system.

Every sale, refund, purchase and stock movement is reflected in the accounting records. This reduces manual bookkeeping and helps businesses maintain consistent financial information.

Rather than relying on separate accounting software, business owners can manage important financial activities within the same platform used for sales and inventory.

LimaPOS provides access to

• Profit and loss statements.
• Balance sheets.
• Cash flow reports.
• Trial balances.
• VAT reports.
• Aged debtor reports.
• Fixed-asset registers, including depreciation and disposals.
• Loan amortisation schedules showing principal and interest.
• Customisable charts of accounts and manual journals.

Reports can be exported to CSV or PDF, and users can review the underlying accounting journals behind reported figures.

Building customer relationships is important for businesses that depend on repeat purchases.

LimaPOS includes a built-in customer loyalty system that allows businesses to reward returning customers through points earned and redeemed at checkout.

The platform also maintains customer profiles and purchase histories, helping businesses understand buying patterns and identify opportunities to improve customer retention.

Customer management and analytics

• Customer profiles and purchase histories.
• Loyalty points earned and redeemed at checkout.
• Top-selling product reports.
• Sales trends and performance.
• Sales performance by individual staff members.
• Branch-level sales comparisons.

These insights help business owners understand what is selling, identify strong-performing products and make better operational decisions.

Managing suppliers and purchasing activities can become complicated as a business grows.

LimaPOS connects supplier management, purchase orders, inventory and accounting within one system.

Businesses can create purchase orders, receive goods in full or in part, and record supplier payments. When stock is received, inventory quantities and cost prices are updated alongside the corresponding accounting records.

Key purchasing features

• Purchase order management.
• Partial and complete goods receiving.
• Supplier balances and payment terms.
• Automatic inventory updates when goods are received.
• Batch and expiry tracking for applicable products.

This helps businesses monitor supplier obligations, manage incoming stock and maintain more accurate purchasing records.

For businesses with multiple employees or locations, maintaining operational control is essential.

LimaPOS supports multi-branch management and role-based access, allowing business owners to control what different employees can access.

For example, managers can oversee business-wide operations, branch administrators can access their assigned locations, and cashiers can be restricted to point-of-sale activities.

Staff management and security features

• Customisable roles and page-level permissions.
• Branch-specific access restrictions.
• Shift opening and closing.
• Cash-up procedures and Z-reports.
• Audit logs showing who performed sensitive actions and when.
• Optional two-factor authentication.

These controls help businesses maintain accountability and manage daily operations more effectively.

Start your 14-day free trial → Chat on WhatsApp

Section 4

How LimaPOS Handles Payments

LimaPOS supports three primary payment methods: cash, M-Pesa and card payments.

For M-Pesa transactions, businesses connect their own Safaricom Till or Paybill. Payments are processed through the connected payment provider, with funds going directly into the business's account.

This allows businesses to manage different payment methods from one checkout screen without requiring customers to use separate payment processes.

LimaPOS also states that card and M-Pesa payment details are handled by the respective payment providers and that it does not store card numbers.

Section 5

LimaPOS Pricing and Subscription Plans

LimaPOS offers a 14-day free trial, allowing businesses to explore the platform before choosing a subscription. The available plans have different user limits and feature options to accommodate different business requirements.

14 days

Free Trial

• Point of Sale
• Inventory management
• Customer and supplier management
• Reports
• Accounting
• Asset register

Get started with the free trial Starter

Starter Plan

• Point of Sale
• Inventory management
• Customer management
• Supplier management
• Reports

Choose the Starter plan Standard

Standard Plan

• Point of Sale
• Inventory management
• Customer and supplier management
• Reports
• Accounting
• Asset register

Choose the Standard plan Pro

Pro Plan

• Point of Sale
• Inventory management
• Customer and supplier management
• Reports
• Accounting
• Asset register

Choose the Pro plan Custom

Custom Plan

May include:

• Tailored configuration
• Multiple branches
• Custom business requirements

Contact LimaPOS for a quote

All plans include core POS, inventory, customer loyalty and staff tools. Accounting and asset-register availability varies by subscription. Businesses requiring additional capacity or specific configurations can explore the custom plan.

Section 6

LimaPOS Compared With Spreadsheets and Traditional POS Systems

Many businesses start with spreadsheets or basic POS systems to manage sales and inventory. However, as operations grow, these tools can become difficult to maintain, particularly when accounting, purchasing and multiple branches are involved. LimaPOS brings these functions together in one platform, reducing the need to maintain separate systems.

Sales and Inventory

M-Pesa Payments

Accounting

Multi-Branch Management

Customer Loyalty

Supplier and Purchasing

The main advantage of LimaPOS is its integrated approach. Sales, inventory, suppliers, customers and accounting share the same system, helping business owners reduce manual work and maintain more consistent records.

Section 7

How to Get Started With LimaPOS

Getting started with LimaPOS involves a few straightforward steps.

Create your free account → Sign in

Section 8

Supported Devices and Offline Functionality

Still requires an active internet connection

• Customer lookups.
• Loyalty point redemption.
• M-Pesa STK Push transactions.

Section 9

Data Security, Privacy and Ownership

Business data is an important asset, particularly when it includes sales transactions, customer information and financial records. LimaPOS emphasises data ownership, access control and security, giving businesses control over their operational information.

Business-level data separation

Each business's records are scoped to its account.

Password protection

Passwords are stored using one-way bcrypt hashing.

Secure connections

HTTPS and secure, HTTP-only session cookies protect information in transit.

Access controls

Staff access is restricted according to assigned roles and branches.

Audit logging

Sensitive actions are recorded with information about who performed them and when.

Data backups

The platform states that it maintains daily backups.

Data encryption

The platform states that data is encrypted in transit and at rest.

LimaPOS also states that it does not sell, rent or share business data with advertisers or data brokers.

Businesses can export their sales, inventory, customer and financial records to CSV or PDF whenever needed. This gives business owners access to their information without having to submit a manual export request.

For questions about data or privacy, contact info@limapos.africa.

Section 10

Is LimaPOS Right for Your Business?

LimaPOS is designed for small and growing businesses that need more than a basic cash register or standalone inventory application.

It is particularly relevant for businesses looking to:

• Manage sales and inventory from one platform.
• Accept cash, M-Pesa and card payments.
• Track stock across multiple branches.
• Manage suppliers and purchasing activities.
• Reward returning customers through loyalty points.
• Automate accounting and financial reporting.
• Monitor employee and branch performance.
• Access business information from different devices.

For supermarkets, restaurants, bars, pharmacies, hotels and multi-branch retailers, combining these functions can reduce administrative work and improve visibility into daily business performance.

Rather than managing different applications for sales, inventory and bookkeeping, businesses can use LimaPOS as a central platform for managing their operations.

Section 11

Frequently Asked Questions About LimaPOS

Does LimaPOS support M-Pesa payments? Can I use LimaPOS without an internet connection? Can I manage multiple business branches? Does LimaPOS include accounting software? Can I import my existing inventory? What types of businesses can use LimaPOS? How much does LimaPOS cost? Can I cancel my LimaPOS subscription? Is my business data safe with LimaPOS? Does LimaPOS work on smartphones and tablets?

Start Your 14-Day Free Trial → Talk to our team