Udhaar khata software that keeps every customer's balance exact

1How a credit sale is recorded

At the counter, choose the customer, add the items and open the payment sheet. Enter what the customer pays now, which may be nothing, and set a due date for the rest. Save, and the bill and the balance are created together. Example: Fatima Bibi takes Rs 4,200 of goods and pays Rs 1,200 in cash. Her khata shows Rs 3,000 due, with the bill, the date and the cashier's name attached.

2One page for each customer

A customer's page shows their current balance, next due date, every credit bill and every payment they have made. Opening balances can be entered when you first move from paper, so existing udhaar is not lost on the way. Their phone number is stored with them, so you always know how to reach them.

3Recording a payment

When a customer pays, choose Receive Payment, pick the customer, enter the amount and how they paid: cash, bank, JazzCash or Easypaisa. The balance falls by that amount and the money is added to the right account. If a promised mobile-wallet payment never actually arrives, you can mark it as unpaid so the khata and the account reflect reality.

4Who to call this week

Credit that is due today appears in the notification list, and the customer dues report ranks balances with their due dates. The app does not send messages to customers by itself, but it tells you exactly who to call or message, which is the part that usually gets forgotten. Wording for polite reminders is in our udhaar management guide.

5Honest and visible records

Every credit bill, payment and correction is saved, and corrections are added as new entries rather than rubbing out old ones. When a customer disputes a figure, you can show them the dates and amounts that make up their balance, which usually ends the disagreement politely.

6Moving from the paper khata

You do not have to copy the whole notebook in one evening. Start with the customers who owe you the most, entering each current balance as an opening balance. Add the rest as they buy. Keep the paper khata for a month as a cross-check, comparing a few customers each week, and stop when the two always agree. Many shops find that discrepancies in the first fortnight reveal old mistakes in the paper record, which is a useful discovery rather than a problem.

Tell regular customers what you are doing. A short, friendly explanation, that you now keep exact records on the phone and can show them their account whenever they like, is usually welcomed.

★Get started in four steps

1. Add your credit customersCreate each one with a phone number and today's balance.
2. Choose the customer at every credit saleEnter any part-payment and a due date.
3. Record payments as they arriveUse Receive Payment and pick how they paid.
4. Check dues every weekOpen the customer dues report and the alerts.

!Good to know before you start