How to Register an ICT Company in Zambia: A Step-by-Step Guide

Launching an Information and Communication Technology (ICT) venture in Zambia offers access to a rapidly expanding digital market, yet it also demands careful navigation of multiple regulators. This guide shows you—clearly and in logical order—how to move from idea to fully compliant, operational company.

1. Know the Rules Before You Begin

Zambia uses a dual-regulatory model:

• PACRA (Patents and Companies Registration Agency) handles business incorporation for all sectors.
  
• ICTAZ (Information and Communications Technology Association of Zambia) oversees professional and corporate practice in the ICT industry.
  

Every ICT company must first register with PACRA and then obtain corporate membership from ICTAZ to trade legally. Skipping either step invites fines or closure, so plan to satisfy both regulators from day one.

2. Choose the Best Business Structure

Structure	Who It Suits	Liability	Fast Facts
Sole Proprietorship	Solo developers, freelance tech consultants	Unlimited	Cheapest to set up but offers no personal asset protection
Limited Liability Company (LLC)	Start-ups aiming to scale, foreign investors	Limited to share capital	Zambia’s most popular choice; easier to raise funds
Partnership	Small teams of professionals with shared goals	Shared & unlimited	Partners file a single tax return but carry joint risk

Most founders pick an LLC because it separates personal and business assets and signals credibility to clients and funders.

3. Reserve Your Company Name (PACRA)

1. Search availability on the PACRA portal or at any counter.
   
2. Pay the name-clearance fee (currently K 90).
   
3. Reserve the name—it stays locked for 30 days, giving you time to file incorporation papers.
   

Tip: Keep two backup names ready; popular tech words (“digital,” “solutions,” “cloud”) get snapped up quickly.

4. Incorporate at PACRA

Key Forms & Documents

• Companies Form 3 – application for incorporation.
  
• Articles of Association – standard PACRA template or customised version (4 copies if customised).
  
• Director details – at least two directors, each 18 + , sound mind, and not bankrupt.
  
• Company secretary – mandatory for every LLC.
  
• Minimum share capital – K 15,000 (you may later increase it).
  

Fees & Timelines

• Filing fee: K 950 (walk-in) or slightly less via e-PACRA.
  
• Processing time: usually 24 hours once all documents are correct.
  
• Deliverables: Certificate of Incorporation, share capital certificate, and PACRA account login.
  

Use PACRA’s e-services whenever possible; you can upload signed PDFs and pay online, which speeds up approval.

5. Obtain Your Taxpayer Identification (ZRA)

After PACRA issues your certificate, the ZRA system auto-generates a TPIN for companies registered from 2020 onward. Check the email used on your PACRA form for login credentials; then:

1. Log in to the ZRA portal and update the company profile.
   
2. Register for relevant taxes:
   
   • Corporate Income Tax – mandatory.
     
   • PAYE – when your first employee is hired.
     
   • VAT – once turnover exceeds the statutory threshold.
     
3. Print your tax clearance certificate—many clients will ask for it before signing contracts.
   

6. Secure ICTAZ Corporate Membership

ICTAZ keeps a professional register to safeguard service quality across the nation’s tech sector. Follow this streamlined process:

1. Create an account at apps.ictaz.org.zm.
   
2. Select “Corporate” as the membership type and state your staff count.
   
3. Upload required documents:
   
   • PACRA Certificate of Incorporation.
     
   • Completed ICTAZ corporate application form.
     
   • A brief profile of your services.
     
4. Nominate a contact person for official communication.
   
5. Pay the membership fee (visible on the portal; fees are updated each January).
   
6. Receive confirmation with login credentials for the members’ dashboard.
   

ICTAZ typically approves complete applications within five working days. Keep your membership current; non-payment of annual subscriptions triggers automatic suspension.

7. Check Other Licences and Compliance Boxes

• Sector-specific permits – for telecoms or data-hosting enterprises, investigate whether a ZICTA (Zambia Information and Communications Technology Authority) licence is also required.
  
• OSSIS one-stop shop – this government portal links PACRA, ZRA, and NAPSA, letting you file returns and update records from a single dashboard.
  
• NAPSA social security – register every employee within 10 days of hiring.
  
• Local Council Trading Licence – some municipalities request it for physical offices.

8. Continuous Compliance Matters

• Annual returns – file with PACRA within three months of your financial year-end.
  
• ICTAZ CPD points – your technical staff must log continuing professional development hours each year.
  
• Tax filings – submit monthly PAYE and VAT, plus quarterly provisional income tax.
  
• Data protection – Zambia’s 2025 Cyber Security Act imposes strict data-handling duties; draft internal policies early.
  

9. Conclusion

Registering an ICT company in Zambia can feel daunting at first. Yet, by following a clear sequence—reserve the name, incorporate, register for taxes, obtain ICTAZ membership, and secure any sector-specific licences—you will avoid costly missteps and open your doors faster. Digitised portals such as e-PACRA, ZRA’s online services, and the ICTAZ membership platform now reduce paperwork and travel, letting founders focus on building innovative solutions for Zambia’s vibrant digital economy.

Commit to timely compliance, and your business will enjoy strong legal footing, credibility with clients, and easier access to finance as it scales.