Where the khata notebook goes wrong
Khata software keeps each customer's credit (udhaar) as part of billing, so every credit sale and every payment updates their balance on its own. In a notebook, a busy hour means entries are skipped, written on the wrong page or never crossed off when the customer pays.
A kirana store in Thrissur may have a hundred families on credit. The owner knows most balances, the staff do not, and nobody can say quickly who has not paid for three months. Credit given freely at the counter by a new staff member is how a shop's working money slowly disappears.
What Cartix Prime does with customer credit
Balance at the counter
Pick the customer on the bill and Cartix Prime shows their current balance and credit limit before you finish. Put the whole bill on credit, or split it: part cash, part UPI, the rest on khata.
Credit limits that hold the bill
Set a credit limit for each customer. On every plan, a bill that would take a customer past their limit stops at the counter until someone allowed to approve it gives the OK there. The owner chooses who that is through roles and permissions. On Gold, the request can also go to the owner's or a manager's phone, so a cashier can get approval when the owner is not in the shop.
Payments and reminders
Record payments against the customer's balance as cash, UPI or card. Send payment reminders on WhatsApp in one press, on every plan. With your UPI id set in Bill design, the reminder carries a link to pay the amount straight away. A printed bill can carry a UPI QR code for the amount due, so the customer can pay from the slip. See bills on WhatsApp for all the ways messages can go.
The Ageing report: who owes how long
The Ageing report lists who owes money and for how long, so you can see the customers whose balance has been sitting for months, not only those who owe the most. It is the list to work from when you decide whom to call first.
How it works at the counter
- Add your credit customers with their mobile number and a credit limit. You can import the customer list from Excel.
- At the bill, pick the customer. Their balance and limit show on screen.
- Choose credit, or split the payment with part on credit.
- If the bill goes past the limit, it waits until an allowed person gives the OK.
- When the customer pays, record it against their balance.
- Once a week, open the Ageing report and send WhatsApp reminders to those overdue.
Notebook, separate khata app, or khata in billing
| Notebook | Separate khata app | Khata in Cartix Prime | |
|---|---|---|---|
| Credit entry | Written by hand | Typed again after the bill | Made with the bill |
| Balance at the counter | Turn pages | Open another app | On the billing screen |
| Credit limit | Memory | Depends on the app | Bill stops until someone allowed OKs it |
| Who owes how long | Count by hand | Depends on the app | Ageing report |
The guide how to manage customer credit (udhaar) has practical rules for setting limits and collecting dues, whatever software you use.
Who it suits
- Kirana and provision stores with monthly-credit families. See kirana store billing software.
- Pharmacies with regular patients who settle at month end.
- Hardware and building-material shops giving credit to contractors.
- Distributors collecting from retailers on a route; on Gold, van sale includes collections.
On Platinum, a customer portal lets customers see their own bills and khata and pay what they owe, signing in with a PIN sent on WhatsApp.
A few habits that keep credit under control
- Give every credit customer a limit, even a generous one. A limit turns "just this once" into a decision someone makes on purpose.
- Decide who may approve. Give the OK permission to the owner and one trusted person, not to every cashier.
- Look at the Ageing report every week, not only at month end. Dues are easier to collect while they are recent.
- Remind early and politely. A short WhatsApp message with the balance works better than a phone call after three months.
Which plan has credit and khata
Customer credit with limits, the balance at the counter, WhatsApp reminders as links and split payment are on every Cartix Prime plan, from Starter at ₹2,499 a year for one computer and one phone, or ₹599 phone only, before 18% GST. Approvals on the owner's phone come with Gold, and the customer portal with Platinum. Every new shop gets 7 days of Silver free, no card needed. See the pricing page.
Questions people ask
What is khata software?
Khata software keeps the credit (udhaar) you give each customer, records their payments and shows what they owe. In Cartix Prime, the khata is part of billing, so a credit bill updates the customer’s balance as it is made.
Can I set a credit limit for each customer?
Yes, on every plan. If a bill would take a customer past their limit, it stops at the counter until someone allowed gives the OK. On Gold, the approval request can also go to the owner’s or a manager’s phone.
Can I send udhaar payment reminders on WhatsApp?
Yes. Cartix Prime sends payment reminders on WhatsApp with one press on every plan, with a UPI link to pay when your UPI id is set. A printed bill can also carry a UPI QR code for the amount due, so the customer can scan and pay.
How do I see which customers owe money for the longest?
Open the Ageing report. It lists who owes how much and for how long, so you can follow up on old dues first rather than only the biggest balances.
Can customers check their own balance?
On Platinum, the customer portal lets customers see their bills, khata and points and pay what they owe. They sign in with a PIN sent on WhatsApp.
Can I move my existing customers into Cartix Prime?
Yes. You can import customers from Excel, and columns from Tally, Busy, Marg or Vasy exports are recognised. Once they are in, check each credit customer’s balance against your notebook before you start billing on credit.