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KachaKacha

Business & Accounting-Firm Terms

Last updated: October 9, 2026

These terms (the “Business Terms”) govern Kacha for Business, Kacha for Accountants, Kacha for Stores and Kacha for Manufacturers (together, the “Business Services”) — every Kacha surface used through a business, accounting-firm, store or manufacturer account rather than as an individual shopper. They sit alongside, and add to, the consumer Terms of Service and Privacy Policy, which still apply. Where they conflict for a Business Service, these Business Terms control.

1. Who you are contracting with, and who this covers

The same entity split as the consumer Terms applies: if your organisation is registered or primarily operating in Kenya, your contract is with [Kacha Labs Limited]; if in Rwanda, with [Kacha Labs Rwanda Ltd]; otherwise it is with [Kacha Labs, Inc.].

“You” means the business, accounting firm, store or manufacturer that created the account, acting through the individuals it authorises (its owner, staff, and anyone it invites as a member). The individual who creates the account confirms they are authorised to bind the organisation to these Business Terms.

2. The Business Services

2.1 Kacha for Business

Lets a business invite staff to scan receipts into a shared workspace, review and approve what they scanned, reconcile M-Pesa transactions against receipts, and hand reconciled records to an accountant.

2.2 Kacha for Accountants

Lets an accounting firm bring its clients’ books onto Kacha, correct and classify a client’s receipts for tax purposes, and produce a filled copy of KRA’s own VAT3 workbook from that data for the firm to review and file.

2.3 Kacha for Stores

Lets a store claim and manage its listing, the products it sells, and how its receipts are recognised by the Service.

2.4 Kacha for Manufacturers

Gives a manufacturer or brand aggregated, de-identified analytics about how its products sell — built from receipts that individual Kacha shoppers chose to scan — such as spend observed and where products are purchased. These analytics never identify an individual shopper, and never include another business’s own internal receipts (see section 12 of the Privacy Policy).

3. Accounts, authority and members

  • You are responsible for everyone you invite into your organisation’s workspace, and for removing access when someone leaves.
  • An accounting firm using Kacha for Accountants confirms it is authorised by each client it adds to access and process that client’s records for the purposes in section 2.2. Kacha does not verify that authority and is entitled to rely on the firm’s confirmation.
  • A person’s business account is separate from any personal Kacha shopper account they hold — business activity and personal shopping are never merged.

4. Tax filings are not tax advice

Kacha fills KRA’s own VAT3 workbook mechanically from the receipt and transaction data in your workspace and whatever your firm or business adds to it. Kacha is not a licensed tax agent, does not review filings for correctness, and does not give tax, accounting, or legal advice.

  • You (and, where one is engaged, your accounting firm) are solely responsible for reviewing a filing before it is submitted to KRA, for the accuracy of every figure in it, and for filing on time.
  • Marking a period as filed freezes a snapshot of the exact workbook produced at that moment, kept so a later re-download cannot differ from what was actually filed — this is a record-keeping feature, not a guarantee that the filing was correct or accepted by KRA.
  • Kacha is not liable for a missed deadline, a rejected filing, a penalty, or any other consequence of a filing made or not made through the Service.

5. Data roles and confidentiality

For data your organisation puts into a Business Service, your organisation (or, for a client an accounting firm represents, the client) is the controller, and Kacha processes that data on your instructions to provide the Business Service — the same role Kacha plays for the sub-processors described in the Privacy Policy. Kacha treats your organisation’s receipts, financial records, and filings as confidential, and does not use them for the aggregated manufacturer analytics in section 2.4 (see section 12 of the Privacy Policy).

6. Retention for business and filing records

Accounting and tax records are commonly required by law to be kept for a set number of years after the period they relate to. Where that applies, Kacha retains the related records (including frozen filing snapshots) for the period the law requires, even after your account or a staff member’s personal account is deleted. This sits alongside, and does not shorten, the deletion commitments in the Privacy Policy for a person’s own personal data.

7. Fees

The Business Services are currently provided free of charge. If we introduce fees for any Business Service, we will tell affected organisations in advance and agree pricing before charging.

8. Suspension and termination

We may suspend or close a Business Service account for breach of these terms, non-payment of agreed fees, or suspected fraud or misuse. You may close your organisation’s account at any time by contacting us; this does not shorten the retention described in section 6.

9. Liability

To the maximum extent permitted by law, Kacha’s total liability to your organisation for any claim arising from a Business Service is limited to the fees your organisation paid Kacha for that Business Service in the 12 months before the claim (or, while the Business Services are free of charge, to nil). Kacha is not liable for indirect, incidental, special or consequential damages, including lost profits, lost data, or any tax penalty. Nothing in this section limits liability that cannot be limited by law.

10. Governing law and disputes

If your organisation is in Kenya: these terms are governed by the laws of the Republic of Kenya, and the courts of Nairobi, Kenya have jurisdiction.

If your organisation is in Rwanda: these terms are governed by the laws of the Republic of Rwanda, and the courts of Kigali, Rwanda have jurisdiction.

Otherwise: these terms are governed by the laws of the State of Maryland, United States, and you submit to the state or federal courts located in the State of Maryland.

11. Changes to these terms

We may update these Business Terms. We will notify organisation admins of a significant change in advance. Continuing to use a Business Service after a change takes effect means your organisation accepts it.

12. Contact

Questions about these Business Terms? Email [email protected].