Add Customers & Maintain Ledger

Create customer profiles, record all transactions against their account, and use the digital ledger to track balances and payment history.

Step-by-step guide

1. 1

   Open the Customers section

   Tap Customers from the main menu. You will see a list of all existing customers sorted by outstanding balance. Customers with dues appear at the top so you can prioritise collection without any manual filtering.

2. 2

   Add a new customer

   Tap the "+" button and fill in the customer's name, mobile number, email address, and billing address. Add the GSTIN if they are a registered business customer — this is required for B2B GST invoices. All fields except name are optional.

3. 3

   Set opening balance if applicable

   If this customer had an existing balance before you started using Khata Tracker, enter it as an opening balance — either as "amount owed to you" (debit) or "amount you owe them" (credit). This ensures the ledger starts accurately.

4. 4

   Record a payment received

   When a customer pays you, open their profile and tap "Add Payment". Enter the amount, date, and payment mode (cash, UPI, cheque, bank transfer). The payment is applied to the oldest outstanding invoice first, reducing their balance.

5. 5

   View the customer ledger

   Tap "View Ledger" on any customer profile to see a chronological list of all invoices, payments, and credit notes — with a running balance after each entry. This is the same view you would see in a traditional khata (account book).

6. 6

   Share a ledger statement

   Tap "Share Statement" to generate a PDF ledger statement for any date range and send it to the customer. This is useful at month-end to reconcile accounts and prompt payment of outstanding dues.