Frequently Asked Questions
Find answers to common questions about healthcare commerce on AfyaX
General Questions
AfyaX is a structured digital healthcare trade ecosystem designed to formalize, streamline, and de-risk pharmaceutical and medical supply transactions across the healthcare value chain.
At its core, AfyaX integrates:
- Healthcare-focused ERP layer - Inventory management and order lifecycle tracking
- B2B marketplace infrastructure - Connecting licensed buyers and sellers
- Escrow-based payments system - Funds secured until delivery confirmation
- Commission-driven growth architecture - Structured incentives for ecosystem expansion
- Traceable and compliance-aligned environment - Digital audit trails and PPB alignment
AfyaX is designed as a digital infrastructure layer for healthcare trade—not merely an application—enabling pharmacies, hospitals, wholesalers, manufacturers, and agents to transact within a secure, auditable, and financially protected environment.
AfyaX serves multiple stakeholders in the healthcare value chain:
Buyers
- Licensed pharmacies
- Hospitals and clinics
- Healthcare facilities
- Government health agencies
- NGOs and health-focused organizations
Sellers
- Pharmaceutical manufacturers
- Medical equipment suppliers
- Wholesalers and distributors
- Licensed importers
Additional Participants
- Agents: Facilitate onboarding and earn commission on transactions
- Regulatory bodies: Access to audit trails and compliance data
Note: All participants must undergo verification and meet licensing requirements before joining the ecosystem.
AfyaX features a comprehensive range of healthcare products from licensed suppliers:
Pharmaceuticals
- Prescription medications
- Over-the-counter drugs
- Vaccines and biologics
- Chronic disease medications
- Generic and branded pharmaceuticals
Medical Supplies
- Consumables and disposables
- Personal protective equipment (PPE)
- Wound care products
- Injection supplies
- Sterilization products
Medical Equipment
- Diagnostic equipment
- Patient monitoring devices
- Surgical instruments
- Hospital furniture
- Laboratory equipment
Specialized Categories
- Dental supplies
- Ophthalmic products
- Veterinary medicines
- Nutritional supplements
- Medical gases
For Healthcare Buyers
Healthcare buyers must provide the following documentation for verification:
Business Requirements
- Business registration certificate
- KRA PIN
- Business ownership documents
- Business address and location
Licensing Requirements
- PPB Facility Registration Number
- PPB License Number (active status)
- Superintendent/Health professional license
- Professional credentials of key personnel
Application Process:
- Submit online application with all required documents
- Our team reviews within 1-2 business days
- Receive verification email with next steps
- Complete location setup and user registration
- Access the AfyaX buyer portal and fund your wallet
The AfyaX wallet system provides controlled liquidity management:
Wallet Features
- Pre-fund your wallet before ordering
- Real-time balance visibility
- Funds remain under your control until escrow
- Transaction history and reporting
Funding Methods
- M-Pesa (instant)
- Bank transfer
- Card payments
- Corporate payment arrangements
How Wallet Funds Move:
- Available Balance: Funds ready for use
- Escrow Hold: Upon order placement, funds are locked
- Pending Release: During fulfillment, funds remain secured
- Settlement: After delivery confirmation, funds released to seller
Note: This system eliminates unsecured credit exposure and ensures payment assurance for all parties.
AfyaX provides end-to-end visibility throughout the fulfillment process:
Order Confirmed
Seller approves and prepares order
Dispatch
Goods shipped with tracking
Delivery Confirmation
Buyer confirms receipt
Tracking Features:
- Real-time order status updates
- Dispatch timestamps and tracking numbers
- Delivery confirmation workflow
- Email/SMS notifications at each stage
- Full audit trail accessible in your dashboard
Important: Delivery confirmation is the critical control event that triggers escrow release and settlement.
For Suppliers
Joining AfyaX as a supplier involves a structured verification process:
Submit Application
Complete online form with business details
Initial Verification
Team reviews application (1-2 days)
Submit Final Details
Provide additional documentation
Access Portal
Start uploading products
Required Documents:
- Certificate of incorporation/business registration
- Valid KRA PIN
- PPB Registration Number and License
- Active PPB License Status
- Licensed health professional credentials
- Business address and location details
AfyaX operates on a transparent, performance-based fee structure:
Transaction Commission
Percentage-based commission on successful transactions, deducted before settlement
No Hidden Fees
No listing fees, subscription costs, or monthly charges
What's Included in Your Fee:
- Full ERP and marketplace access
- Secure escrow payment processing
- Order management dashboard
- Customer support
- Marketing exposure to verified buyers
- Digital audit trails and compliance tools
Payment Processing: Standard payment processor fees (M-Pesa, card) apply separately and are industry-standard rates.
The AfyaX Seller Portal functions as both a marketplace interface and an ERP extension:
Product Management
Upload and manage product catalogues
Order Processing
Receive and fulfill orders
Settlement Visibility
Track payments and reconciliation
Key Features:
- Catalogue Management: Add, edit, and organize products with pricing
- Order Dashboard: Real-time order visibility and processing
- Inventory Tracking: Monitor stock levels and availability
- Payment Visibility: See escrow-held funds before fulfillment
- Settlement Reports: Track earnings and commission deductions
- Dispatch Confirmation: Update delivery status with tracking
Access: You'll receive login credentials after verification. The portal is designed for ease of use with minimal technical requirements.
Payments & Escrow
The escrow system is the cornerstone of AfyaX's risk management architecture:
Buyer funds wallet
Funds locked in escrow
Seller fulfills order
Release on confirmation
Key Principles:
- Pre-funded transactions: Funds must be available before order placement
- Conditional locking: Funds are held in escrow upon order
- Operational verification: Settlement only occurs after delivery confirmation
- Automated release: Funds are programmatically released when conditions met
- Dispute protection: Funds remain restricted during disputes
Payment follows a structured timeline tied to operational events:
Order Placed
Funds in EscrowDelivery Confirmed
Verification CompleteSettlement
Funds ReleasedTimeline Details:
- Settlement Trigger: Payment is released immediately upon delivery confirmation
- Processing Time: Funds appear in your wallet within 24-48 hours
- Withdrawal: Transfer to M-Pesa or bank account within 1-3 business days
- Commission Deduction: Platform fee automatically deducted before settlement
Note: All payment transitions are timestamped and recorded for audit purposes.
AfyaX has a structured dispute resolution process to ensure fairness:
Dispute Process:
- Escrow Restriction: Funds are temporarily frozen
- Administrative Review: Team reviews all transaction data
- Evidence Collection: Timestamps, confirmations, and logs are analyzed
- Resolution: Structured decision with documented outcome
Common Dispute Scenarios:
Non-delivery
Buyer hasn't received goods
Damaged/Incorrect Items
Product not as ordered
Compliance & Licensing
Pharmacy and Poisons Board (PPB) licensing requirements vary by participant type:
For Healthcare Facilities (Buyers):
- PPB Facility Registration Number
- Active PPB License
- Superintendent's Practice License
For Suppliers:
- PPB Registration Number (for the business)
- PPB License Number (active status)
- Licensed Health Professional within the company
- Product-specific licenses where applicable
Verification Process:
- Documents submitted during onboarding
- AfyaX team validates with PPB records
- Status confirmed within 1-2 business days
- Periodic reverification may be required
Compliance is embedded into AfyaX's core architecture:
Participant Verification
All users verified for licensing and credentials
Product Controls
Regulated products tagged with visibility restrictions
Audit Trails
Every action timestamped and recorded permanently
Compliance Features:
- Digital Audit Trails: Complete transaction history for regulatory review
- Role-Based Access: Structured permissions prevent misuse
- Product Tagging: Controlled visibility based on buyer credentials
- Transaction Monitoring: Automated flagging of unusual patterns
- Data Protection: Confidentiality controls and data segregation
AfyaX is designed to support regulatory reporting without requiring retroactive manual reconciliation.
Still Have Questions?
Our support team is ready to help with any additional questions about healthcare commerce on AfyaX.