iCMS KRA: What It Is, How to Log In and How to Lodge a Customs Declaration

Updated 18 October 2026

The Integrated Customs Management System (iCMS) is the Kenya Revenue Authority’s electronic platform for clearing cargo. Importers, exporters, clearing agents, shipping lines and other parties use it to lodge Import Declaration Forms, manifests, security bonds, cargo declarations and exemptions. This guide explains what iCMS does, who gets access, how to log in and the steps to capture and register a declaration.

iCMS at a Glance

What iCMS Replaced and Why It Matters

Before iCMS, Kenyan customs ran on the older Simba system. KRA’s public notice on the rollout said cargo clearance documents for goods expected to arrive or leave from 7 July 2019 would go through iCMS. These were Import Declaration Forms (IDFs), sea manifests, security bonds, cargo declarations and exemptions. Sea manifests are sent system to system 48 hours before a vessel arrives or departs. House manifests must carry the courier or consolidator PIN, and cargo handlers receive electronic customs release messages because manual releases were stopped. For anyone in the import trade, this means almost every step now leaves a record in iCMS.

Who Uses iCMS

• Licensed customs agents lodge declarations and IDFs for their clients. See our guide on how to get a clearing and forwarding licence.
• Importers and exporters can follow their documents and bonds.
• Shipping lines and consolidators submit manifests.
• Banks and insurers confirm security bonds through the linked KenSwitch system.

How to Get iCMS Access

1. Have a KRA PIN. Every party in the clearance process is identified by PIN.
2. Get licensed if you will clear for others. Customs agents pay a KSh 15,000 iCMS access fee after their licence is approved.
3. Train. KRA says users who have not been trained should contact the Kenya School of Revenue Administration at kesratraining@kra.go.ke. Its rollout notice also listed tpstraining@kra.go.ke for training requests.
4. Receive your user account. After training, KRA creates your iCMS username and password.

How to Log In to iCMS

1. Open icms.kra.go.ke in your browser.
2. Type your iCMS username.
3. Type your iCMS password.
4. Solve the arithmetic question shown on the page.
5. Click OK to open your dashboard.

If you forget your password, use the Forgot password link on the login page. If your account is locked, contact KRA customs support rather than creating a new account.

How to Capture and Register a Declaration

The steps below follow the flow used for an Import Declaration Form. Other declaration types use similar screens.

1. Open the Clearance module from the home page and close the broadcast message.
2. Choose Declaration, then Capture. The capture window opens.
3. Fill in the Header. Every field marked with an asterisk is mandatory.
4. Complete the Items segment. Work through the tabs: Details, Procedure, Containers, Attachment, Additional, Packages, Assessment, System and Reduction. The tariff book is built in, so typing an item description pulls up the tariff code.
5. Upload documents such as the proforma invoice, giving the certificate type and reference number.
6. Fill in the General segment, including the Declaration Value (DV1) details, and save. The FOB value in the General segment must equal the total FOB of all items.
7. Click Register. The system assigns a 16 character declaration number and the status changes to Created.
8. Check the status. If everything is correct, an IDF becomes Approved. If the goods need pre-import permits, it shows Pending Approval.
9. Search and print. Use the Search tab with the registration number and print the approved document, which carries a watermark.

Common iCMS Problems

Related Changes for Importers

Customs rules keep changing. From 26 October 2026, transit and some local cargo must use electronic seals under the RECTS system. Our KRA e-seals and RECTS guide explains who is affected. For your own taxes, see our tax calculators.

Frequently Asked Questions

What is the iCMS login address?

icms.kra.go.ke. You need a username and password from KRA and must answer a simple arithmetic question.

How do I get an iCMS account?

Complete KRA customs training and KRA creates your user account. Licensed customs agents also pay a KSh 15,000 access fee.

Can an importer use iCMS without an agent?

Registered parties can access iCMS, but most importers lodge declarations through a licensed customs agent.

How long is an iCMS declaration number?

16 characters. The status shows Created after registration.

Why is my IDF pending approval?

The goods usually need a permit from another government agency before the IDF can be approved.