How to pay Chinese suppliers from Kenya
To pay a Chinese supplier from Kenya, send US dollars by SWIFT from your company's account to the supplier's account in China or Hong Kong, and pay the balance only once the goods have a KEBS PVoC certificate of conformity and a bill of lading. On arrival, the Import Declaration Fee of 2.5% and the Railway Development Levy of 2% of customs value are added to duty and VAT. This guide covers the rules, the routes, the costs, the documents and the risks of paying through agents.
- Goods from China and Hong Kong covered by the PVoC program need a certificate of conformity from an appointed Zone 1 contractor before they ship, under the KEBS PVoC Manual Version 15 of 19 February 2026.
- Goods that arrive without a required certificate of conformity go to KEBS destination inspection at 0.6% of the approved customs value, minimum $300 and maximum $3,500.
- A consignment issued with a Non-Conformity Report is not allowed entry into Kenya.
- The Import Declaration Fee is 2.5% and the Railway Development Levy 2% of customs value, with reduced rates of 1.5% for qualifying manufacturers' raw materials.
- Only licensed customs agents can file a customs declaration in Kenya, and goods not declared within 21 days move to a fee-bearing customs warehouse.
- China's foreign exchange rules expect the payer and the beneficiary to be the parties to the contract, so a payment sent by an agent can be queried by the supplier's bank.
How to pay a Chinese supplier from Kenya: the short answer
A Kenyan business pays a Chinese supplier by bank transfer, usually in US dollars by SWIFT, to the supplier's account in China or Hong Kong. SWIFT is the international messaging network banks use for cross-border payments, and each bank has an 8 or 11 character SWIFT code. The payment itself is the simple part. What decides whether the goods clear in Mombasa, and what they cost on arrival, is the paperwork tied to it: the certificate of conformity issued in China, the Import Declaration Form and the levies charged on the customs value.
The usual sequence for an order from China is:
- Agree the price, the payment terms and the Incoterm with the supplier, and get a proforma invoice. An Incoterm is a standard trade term, such as FOB or CIF, that sets who pays freight and insurance.
- Pay the deposit by SWIFT from your company's account, quoting the proforma invoice number.
- Before shipment, make sure the goods are inspected and receive a certificate of conformity under the Kenya Bureau of Standards (KEBS) PVoC program.
- Pay the balance against a copy of the bill of lading and the certificate of conformity.
- Your licensed customs agent lodges the Import Declaration Form and the customs declaration, and you pay duties and levies before release.
This guide covers each step from the Kenyan side. For the supplier's side, such as how Chinese factories invoice and how to pay a Hong Kong account, see our general guide on how to pay suppliers in China.
Kenyan import rules that shape the payment
Kenya's import rules sit with three bodies: the Kenya Revenue Authority (KRA) for customs and levies, KEBS for product standards, and KenTrade, which runs the Kenya National Electronic Single Window System, the online platform where import documents are lodged with all government agencies. Germany Trade and Invest (GTAI), the German government's trade agency, summarizes the requirements as of April 2026.
| Requirement | What it means |
|---|---|
| KRA PIN and importer code | Both are quoted on every import |
| Unique Consignment Reference (UCR) | Issued by KenTrade for each consignment |
| Import Declaration Form (IDF) | Lodged with a deposit slip as part of the declaration |
| Who files the declaration | Only licensed customs agents, or an importer licensed as one |
| Filing system | Integrated Customs Management System (iCMS) through the single window |
| Deadline | Declaration within 21 days; goods then move to a fee-bearing customs warehouse, and may be auctioned after a further 30 days |
| Certificate of origin | Non-preferential certificate of origin mandatory since 1 July 2025 |
| Certificate of conformity | Required for goods covered by a conformity assessment program, such as PVoC |
Source: Germany Trade and Invest, Kenya customs declaration and accompanying documents (16 April 2026). As published on 29 October 2026.
For payment, the two that matter most are the certificate of conformity, which the supplier must arrange in China before the goods ship, and the levies on the customs value, which you pay in Kenya on top of the invoice.
PVoC: the certificate of conformity before shipment
PVoC stands for Pre-Export Verification of Conformity. It is the KEBS program that checks products against Kenyan standards in the exporting country, before shipment. The current rules are in the PVoC Programme Operations Manual, Version 15, dated 19 February 2026.
China, Hong Kong, Taiwan and Mongolia form Zone 1 of the program. Goods covered by PVoC from these places need a certificate of conformity (CoC) from an appointed PVoC contractor before they ship. The contractors for Zone 1 are ASTC, BV, CCIC, CHIC, Cotecna, Intertek, QISJ and TUV Rheinland. The CoC and the IDF are both submitted through the single window for KEBS clearance.
| Situation | What happens | Cost or consequence |
|---|---|---|
| Goods arrive with a valid CoC | Cleared on the documents, subject to checks | Inspection arranged with the PVoC contractor before shipment |
| Goods arrive without a required CoC | Destination inspection and testing by KEBS before release | 0.6% of the approved customs value, minimum $300, maximum $3,500 |
| Goods issued with a Non-Conformity Report (NCR) | Not allowed entry into Kenya | Goods cannot be imported |
Source: Kenya Bureau of Standards, PVoC Programme Operations Manual, Version 15 (19 February 2026). As published on 29 October 2026.
The CoC is the best protection you have before the balance leaves your account. Make the balance payment conditional on a copy of the CoC as well as the bill of lading. If the inspection finds the goods do not conform, you learn it in China, before you have paid in full, and not at the port in Mombasa.
How the money reaches a Chinese supplier
Most Chinese suppliers invoice in US dollars, and many sell through a Hong Kong trading company with a Hong Kong bank account. A Kenyan importer pays in one of the ways below. Whichever route you choose, pay the company named on the invoice, so the payment and the customs record match.
| Supplier asks for | How you pay from Kenya | What to check |
|---|---|---|
| USD to a Hong Kong company account | SWIFT transfer in USD from your dollar account, or with dollars bought from your bank | The Hong Kong company is the seller on the invoice |
| USD to a mainland China account | SWIFT transfer in USD | The supplier's bank checks the contract and invoice before it credits the funds |
| Chinese yuan (CNY) | Ask your bank whether it can send yuan and at what rate | Compare the total cost with the dollar route |
| Letter of credit | Your bank pays the supplier against compliant documents, such as the CoC and bill of lading | Documents must match the credit exactly |
| Documentary collection | Banks release the shipping documents to you against payment | The supplier carries more risk than under a credit |
Routes as described in this guide; supplier-side checks from PNC Bank's summary of China's goods trade foreign exchange rules. As published on 29 October 2026.
A letter of credit (LC) is a bank's written promise to pay the seller when it presents documents that comply with the credit. Listing the CoC among the required documents builds the PVoC check into the payment. Documentary collection sends the shipping documents through the banks, and you receive them only after you pay or accept a bill of exchange.
What the supplier's bank checks
China manages foreign exchange through the State Administration of Foreign Exchange (SAFE). As summarized by PNC Bank, the supplier must be on SAFE's list of companies with goods trade foreign exchange business, and its bank verifies receipts using documents such as the contract, invoice and customs declaration. The remitter and beneficiary must be the parties to the contract. A payment from a company that is not on the contract can be held while the supplier's bank asks questions.
What you pay on top of the invoice
The supplier's invoice is not the full cost. Two levies are charged on the customs value of almost every import, in addition to import duty and VAT. Customs value is the value customs uses to calculate duties, normally the cost of the goods plus freight and insurance.
| Charge | Standard rate | Reduced rate or note |
|---|---|---|
| Import Declaration Fee (IDF fee) | 2.5% of customs value | 1.5% for raw materials and intermediate products imported by manufacturers |
| Railway Development Levy (RDL) | 2% of customs value | 1.5% for manufacturers' raw material imports |
| KEBS destination inspection, if no CoC | 0.6% of approved customs value | Minimum $300, maximum $3,500 |
Sources: Miscellaneous Fees and Levies Act, 2016, as amended by the Finance Act 2025, summarized by Viva Africa Consulting; FNJ Associates, import duty in Kenya 2026; KEBS PVoC Programme Operations Manual, Version 15. As published on 29 October 2026. Confirm rates for the month of import with your customs agent.
On a consignment with a customs value of $20,000, the IDF fee is $500 and the RDL is $400, before import duty and VAT. A consignment that arrives without a required CoC adds at least $300 for destination inspection, plus the time the goods wait at the port.
Bank charges
Kenyan banks publish their own tariffs for outward transfers, letters of credit and collections; ask for yours before the first order, and ask for the exchange rate before you confirm any conversion from shillings. Send SWIFT payments with the charge code OUR, which means you pay all transfer fees and the supplier receives the full invoice amount. SHA shares the fees, so intermediary deductions come out of the amount, and BEN puts all fees on the supplier. A short payment delays shipment while the supplier queries the gap.
Documents that tie the payment to clearance
Your bank, the KRA, KEBS and the supplier's bank each match the same details: the invoice number, the supplier's name, the goods and the value. Keep them identical on every document.
| Stage | Document | Who provides it |
|---|---|---|
| Before ordering | Proforma invoice | Supplier |
| Each payment | SWIFT confirmation quoting the invoice number | Your bank |
| Before shipment | Certificate of conformity from a Zone 1 PVoC contractor, where the goods are covered | Supplier, through the contractor |
| After shipment | Commercial invoice in English, packing list, bill of lading or air waybill, certificate of origin | Supplier and carrier |
| Clearance | IDF with deposit slip, customs declaration, UCR, KRA PIN and importer code | Licensed customs agent |
| KEBS clearance | IDF, customs approved entry, bill of lading, invoice, packing list, CoC | Through the single window |
Sources: Germany Trade and Invest, Kenya customs declaration and accompanying documents; KEBS PVoC Programme Operations Manual, Version 15. As published on 29 October 2026.
GTAI notes that the commercial invoice should be in English and provided in triplicate. Ask the supplier for copies of the invoice, bill of lading and CoC before you pay the balance, and check that the shipper, consignee and goods match.
Agents and informal routes: what goes wrong
Some importers pay through an agent who collects shillings in Nairobi and pays the supplier from an account in China, sometimes as part of a consolidated shipment. The facts below are what an importer should weigh.
- The supplier's bank may query it. China's rules expect the payer to be the party on the contract. A transfer from an agent's account is a payment from a third party.
- The goods still need a CoC and an IDF. The way the supplier is paid does not change PVoC or customs. Goods without a required CoC go to destination inspection, and goods with an NCR are refused entry.
- The customs value must match the invoice. The IDF fee and RDL are charged on the customs value, so an invoice that does not match the real price creates a dispute at clearance.
- There is no trace. A SWIFT transfer from your own account carries a reference and can be traced through the banks. Cash handed to an agent cannot.
If an agent consolidates goods from several suppliers, ask which company appears as the shipper and the seller on the documents, and who holds the CoC for each product.
Where Helm fits
Helm is a financial technology company, not a bank. Accounts are held with regulated partner institutions. Helm does not currently provide USD account details to companies based in Kenya. The rest of this guide applies whichever bank or provider your company uses.
Where Helm can help today:
- Group companies outside Kenya. If your group buys through a trading company registered in a country Helm serves, such as the United Arab Emirates, that company can hold USD account details in its own name and pay Chinese suppliers by SWIFT from its own account.
- Stablecoins, only where the law allows. Kenya now regulates virtual asset service providers under the Virtual Asset Service Providers Act 2025. Take Kenyan legal advice before using USDC or USDT in any trade payment.
Your goods still need a CoC, an IDF and customs clearance in Kenya, whichever account pays the supplier. To ask whether Helm can serve your company, contact the team; pricing is agreed with each business before the account opens.
A checklist for paying a Chinese supplier from Kenya
- Get a proforma invoice and agree the Incoterm, so you know which costs sit in the customs value.
- Check whether the goods are covered by PVoC, and agree with the supplier who books the inspection with a Zone 1 contractor.
- Pay the deposit by SWIFT with charges set to OUR, quoting the invoice number.
- Pay the balance only against copies of the bill of lading and the CoC.
- Check the seller on the invoice and the beneficiary on the payment are the same company.
- Budget 2.5% IDF fee and 2% RDL on the customs value, plus duty and VAT.
- Give your customs agent the documents early so the declaration is filed within 21 days.
- Keep the SWIFT confirmations with the IDF, CoC and customs entry for each order.
For how other importers organize supplier payments, see the importers page.
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How do I pay a Chinese supplier from Kenya?
Send US dollars by SWIFT from your company's account to the supplier's account in China or Hong Kong, quoting the invoice number. Pay the balance against copies of the bill of lading and the PVoC certificate of conformity, then clear the goods through a licensed customs agent.
Do goods from China need a PVoC certificate for Kenya?
Goods covered by the KEBS PVoC program need a certificate of conformity before shipment. China, Hong Kong, Taiwan and Mongolia form Zone 1, served by appointed contractors including BV, CCIC, Cotecna, Intertek and TUV Rheinland.
What happens if goods arrive in Kenya without a certificate of conformity?
KEBS carries out destination inspection and testing before release, at 0.6% of the approved customs value, with a minimum of $300 and a maximum of $3,500. Goods issued with a Non-Conformity Report are not allowed into Kenya.
What is the Import Declaration Fee in Kenya?
The Import Declaration Fee is 2.5% of the customs value of imported goods, with a reduced rate of 1.5% for raw materials and intermediate products imported by manufacturers. Confirm the rate for the month of import with your customs agent.
What is the Railway Development Levy?
The Railway Development Levy is 2% of the customs value of goods imported for home use, funding the standard gauge railway. A reduced rate of 1.5% applies to manufacturers' raw material imports.
Who can file a customs declaration in Kenya?
Only licensed customs agents can file a customs declaration, or an importer that has obtained a license. The declaration is filed through iCMS and the single window within 21 days.
Should I pay a Chinese supplier in USD or yuan from Kenya?
Most Chinese suppliers invoice in US dollars. If the supplier offers a yuan price, ask your bank whether it can send yuan and at what rate, and compare the total cost with paying the dollar invoice in dollars.
Why does my Chinese supplier want payment to a Hong Kong account?
Many Chinese factories sell through a Hong Kong trading company that holds a Hong Kong bank account. Check that the Hong Kong company is the seller on the invoice, so the payment and the customs documents match.
When should I pay the balance to a Chinese supplier?
Pay the balance against copies of the bill of lading and, where the goods are covered by PVoC, the certificate of conformity. A letter of credit can list both as required documents.
References
- Kenya Bureau of Standards: PVoC Programme Operations Manual, Version 15 (19 February 2026)
- Germany Trade and Invest: Kenya customs declaration and accompanying documents (16 April 2026)
- Viva Africa Consulting: Miscellaneous Fees and Levies Act No. 29 of 2016, updated as per the Finance Act 2025
- FNJ Associates: Import duty in Kenya 2026, rates and levies
- PNC Bank: Navigating China's regulations on foreign exchange for goods trade
This guide is general information for businesses, not financial, legal or tax advice. Rules, fees and timings were checked against the sources listed on the review date and may change.