Business POS guides / Photography studio

POS for Photography studio in Kenya

Plan for fixed packages without image storage or booking workflows. Use this guide to decide how your counter should record products, stock and money before choosing your POS setup.

Start with the selling unit

Create clearly defined photo packages and fixed print sizes. Additional edits or copies can be separate service items.

Example catalogue for this business

These six examples illustrate the configurable preset. Prices are sample figures, not market quotations. Replace them with your actual catalogue and counted opening stock before trading.

A stock check you can rehearse

Suppose the opening count is 20 units of Passport photo set. Receiving 10 units and selling four should leave 26, before any recorded returns or adjustments. A physical count of 25 needs an explained adjustment; changing the selling price will not resolve the missing unit.

Check the cash separately from other payments

Illustrative till check: two Passport photo set units and one Studio session total KES 3,000 at the example prices. If the drawer opens with KES 1,000 and this is its only cash sale, expected closing cash is KES 4,000. An M-Pesa sale of the same amount does not increase physical drawer cash.

Barcode and receipt checks

Print distinct labels for Passport photo set and Studio session. Scan each into an empty basket and check the displayed product, unit and price. Scanning the first label twice should add two units of the first item, not one unit of each. A barcode identifies an item; it does not usually supply its batch expiry date.

A test receipt for two Passport photo set units and one Studio session should total KES 3,000 at the illustrative prices, before discounts. Check the unit labels, quantities and payment method against the basket. The cashier's display name belongs at the receipt footer; an unconnected sales receipt is not an eTIMS fiscal invoice.

What needs special attention

Shoot booking, image delivery, consent records and project deadlines are not managed by the preset.

Defined service units can be sold. Booking calendars, job cards, commissions and custody tracking are not included.

Customers, branches and offline work

A customer taking two Passport photo set units at the example price owes KES 500 if the whole sale is on credit. A later KES 250 collection leaves KES 250 outstanding. It is a repayment against the existing balance, not another product sale. The blocked partial-credit return workflow must not be bypassed.

If the main shop has 12 units of Passport photo set and a second branch has five, a sale of two at the second branch should leave three there and 12 at the main shop. Check the branch and selling counter before checkout. This example does not imply an inter-branch transfer or dispatch system.

Offline access requires an initial connected load and device preparation. Shared workspace offline changes are owner-only; staff access and synchronisation need connectivity. Back up and rehearse recovery on sample records. A separate independent business needs its own installation and database.

Licence price and installation

KES 4,999 one-off launch software licence for one business installation, including its branches and tills. Hardware, installation, hosting and support are charged separately. Future upgrades are subject to separately stated terms. Ask for a written quote stating the total and any applicable taxes before purchase.

Cash checkout and manually entered payment references are available. Automatic M-Pesa prompts, card processing and eTIMS submission are not connected in this release. These require their own provider setup and integration; a manually recorded reference is not payment verification.

Before you choose this preset

Ask for a demonstration using Passport photo set, Studio session and Photo print 6×4, rather than an unrelated generic product. Test one ordinary sale, an unknown barcode, a return and a closing count. Compare the demonstrated workflow with this business's specialist requirements before treating a preset as a complete industry system.

Try the sample POS demo →

Read the installation guide or ask about photography studio installation on WhatsApp.