Learn how to use Khata Tracker
Step-by-step guides to help you set up, manage, and grow your business.
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All Guides(19)
Quick Setup: Get Your Business Live
Create your Khata Tracker account, configure your business profile, and start recording transactions in under 10 minutes.
Add Your First Products
Build your complete product catalog with pricing, tax rates, units, and opening stock so you can bill faster and track inventory accurately.
Invite Your Team & Set Roles
Add staff members to your Khata Tracker account and assign role-based permissions so each person can only access what their job requires.
Create & Share Your First Invoice
Generate a professional GST invoice in seconds, customise it with your branding, and share it with your customer via WhatsApp, email, or print.
Issue Credit Notes & Refunds
Learn how to raise a credit note against a sales invoice when goods are returned or a price correction is needed, and apply it to a future invoice.
Set Up Recurring Invoices
Automate monthly or periodic billing for subscription customers, retainers, and rent so you never have to manually create the same invoice again.
Track Stock In & Out
Understand how Khata Tracker automatically adjusts inventory levels as you record sales, purchases, and manual stock adjustments.
Set Up Low-Stock Alerts
Configure minimum stock thresholds for your products so you receive timely notifications before you run out of fast-moving inventory.
Manage Product Variants & Units
Set up product variants (size, colour, weight) and multiple units of measure so your catalog and billing always reflect real-world product complexity.
POS Quick Billing at Counter Speed
Ring up sales at lightning speed using the POS counter screen, barcode scanning, and fast payment collection for a smooth checkout experience.
Manage Cash Register & End-of-Day
Open the cash register with an opening float, track cash-in and cash-out throughout the day, and close the register with a full end-of-day summary.
Process Returns & Refunds at POS
Handle customer returns smoothly at the counter — reverse the sale, update stock, and process cash or credit refunds without disrupting your records.
Add Customers & Maintain Ledger
Create customer profiles, record all transactions against their account, and use the digital ledger to track balances and payment history.
Send Payment Reminders
Reduce overdue receivables by sending polite, professional payment reminders to customers with outstanding balances directly from the app.
Manage Suppliers & Purchase Orders
Add supplier profiles, record purchase invoices, and raise purchase orders to streamline your procurement and manage payables effectively.
Set Customer Credit Limits
Define credit limits for customers to control risk exposure, prevent over-extending credit, and get alerts when a customer exceeds their allowed balance.
View Your Profit & Loss Report
Understand your business profitability with the Profit & Loss report — see gross profit, operating expenses, and net profit for any time period.
Generate & Filter Sales Reports
Analyse your sales performance by product, customer, staff, or time period to identify your best sellers and highest-value relationships.
Export Reports to PDF & Excel
Export any report — sales, purchases, P&L, ledger statements, or GST summaries — to PDF or Excel and share them with your accountant or team.
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