KKhataZone
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For kirana, grocery & provision stores

Kirana & grocery store billing software that keeps the khata too

Most of the day is people who pay and go; the rest is the regulars who take things on credit and settle at the end of the month. KhataZone bills the first in a few taps with nobody's name on it, and keeps the second on a proper ledger, bill by bill and payment by payment, instead of in a notebook under the counter.

  • A cash sale bills to the counter's walk-in — nothing to pick, no name to ask
  • Your phone's camera scans the packets: three of the same pack, quantity three
  • Pick a regular and the bill goes on their khata, with a running balance
  • Pick the lot on the bill: it bills within the MRP printed on it, and is refused once expired
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Free plan available · No card required to start · Works on phone and desktop

What a kirana counter actually runs into

The khata is a notebook only you can read

Regulars buy on udhaar and pay on the first of the month, and the record of who owes what is a notebook in your handwriting. In KhataZone a regular is a customer saved once and found by the mobile number you already know them by. On your phone, picking them on the bill switches payment to Credit — tap Cash or UPI if they paid now — and the bill lands on their own ledger, which lists every bill and every payment with a running balance, ready to print or save as a PDF the day they say the total is wrong.

Nobody settles a khata to the paisa

They hand over ₹2,000 against ₹2,340, or ₹500 now and the rest after salary day. Record a receipt for whatever came in and it clears their oldest bills first; what it does not cover stays open on the ledger, and anything more than they owe is kept as an advance. Save & Share then opens WhatsApp to their number with the amount received and the date, so the payment is on record on both sides instead of on a chit that gets lost.

A basket of packets, and three of them are the same

Open KhataZone on your phone and its camera is the scanner — no counter PC or scanner gun needed. Hold up three packets of the same biscuit one after another and the line reads three, not thirty from one packet held still in front of the lens, and loose dal by the kilo goes on the same bill. Where the camera cannot be used, Type instead takes the code by hand, and a scanner gun at a desktop works with the full bill form.

Last month's packets and this month's, at two MRPs

A price revision leaves old stock and new stock on the same shelf at two printed prices. Book each lot in on the purchase bill by its batch number, with the MRP printed on it, and when the counter picks a batch its MRP sets the rate, so the old packets go out at the old price. A shop that sells at the printed price can switch on Bill at printed MRP: the rate you type is the MRP with the GST already inside it, and a percentage discount comes off that. Rounding to the rupee never takes a bill past its MRPs either — a ₹22.50 packet on its own goes out at ₹22, not ₹23.

The date on the pack gets read first by the customer

Biscuits, namkeen, ghee, oil and the baby food on the top shelf all carry an expiry date. Record it with the batch as the stock comes in, and the batch list on the bill puts the lot that expires first at the top, while Expiring soon lists what runs out within 30, 60, 90 or 180 days — time to move it to the front, or send it back to the distributor on a debit note. A batch already past its date is refused on the bill, by item, batch and date; only the sale is stopped, so it can still be returned.

The order that comes in on the phone

A regular rings or sends a list, you pack it, and the delivery boy leaves with the bag. Bill it on your phone and the Bill done screen opens WhatsApp to the number saved on that customer with the bill's link — or to a number you type for a walk-in, used for that one message and saved to nobody — or shares the PDF. It opens the chat with the message ready; you press send.

The distributor's bill, every week

Stock comes from a couple of distributors and the cash-and-carry, each with a bill of their own. Enter it as a purchase bill against that supplier — quantity and rate and, with Batch & expiry switched on, each lot's batch, expiry and printed MRP; buy the same batch again and its expiry and MRP fill themselves in. The stock goes up, what you owe that supplier builds on their account, and paying part of it is a payment against that account rather than a figure in the back of the khata.

How a kirana gets going

  1. 1

    Put the shelf in

    Import your item list from a CSV — name, barcode, MRP, HSN and GST rate — and see exactly what will change before anything is saved, or add packets one at a time. If you sell at the printed price, switch on Bill at printed MRP in Settings.

  2. 2

    Book the distributor's bill in

    Enter each purchase bill against its supplier, with Batch & expiry on for the stock that carries a date. Stock rises, the supplier's balance builds, and every lot arrives with its own MRP to bill at.

  3. 3

    Bill the counter

    Scan or search, leave it as a walk-in or pick the regular, tap Cash, UPI, Card or Credit, and issue. A regular nobody has saved yet is added from the bill itself, with the number you searched for already filled in.

  4. 4

    Settle the khata

    At the end of the month, open a regular's ledger statement for what they bought and what they paid. Record what they hand over as a receipt — the oldest bills clear first — and send it to them on WhatsApp.

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Made for the kirana counter

The phone is the scanner

The camera reads a pack's barcode onto the quick bill, one more each time the same pack comes past, and switches off the moment the scanner closes.

A khata with a ledger behind it

Credit bills post to the customer's own ledger: every bill and payment, a running balance, and a statement to print, save as PDF or open in Excel.

MRP by the lot

Each batch keeps the MRP it was bought at, and picking it sets the rate. With Bill at printed MRP, the rate you type is the MRP, GST inside.

Expiry you can see coming

Batches listed soonest-to-expire on the bill, an Expiring soon list for the next 30 to 180 days, and no sale of a picked lot past its date.

WhatsApp, walk-in or regular

From the Bill done screen to the number saved on the customer, or to one typed for a walk-in and kept by nobody. The PDF goes through the phone's share sheet.

The phone that bills is the phone that rings

A half-scanned basket is kept on the phone as you key it, so taking an order call or switching apps does not lose the bill. It waits for up to a day.

Frequently asked questions

Can I keep a credit khata (udhaar) for my regular customers?
Yes. Save the regular once, with their mobile number, and bill them on Credit: each bill goes onto their own ledger, and the ledger statement lists every bill and payment with the running balance, to print, save as a PDF or download for Excel. When they pay, record a receipt — it settles their oldest bills first, and anything over what they owe stays with them as an advance. A credit bill needs the person who will pay it, so the walk-in counter customer cannot be put on credit.
A customer pays part of the bill now and the rest later. How do I enter that?
Issue the bill on Credit against their name, then tap Record payment on the Bill done screen and enter what they handed over. The rest stays due on that bill and on their ledger, and a later receipt settles it, oldest bills first.
Does it send payment reminders to my customers on WhatsApp?
Not by itself. The payment reminders KhataZone sends on its own go by email, and they are not on every plan — the plan table on the pricing page shows which ones include them. For a regular who only reads WhatsApp, open the bill from the Sales list on your phone and send it again from the Bill done screen: the message carries the bill's link and, if you have added your UPI ID, a line to pay what is still due.
Do I need a barcode scanner?
No. Open KhataZone on your phone and the quick bill uses the camera: point it at a pack's barcode and the item goes on the bill, and the same pack scanned again adds one more. If the camera cannot be used, Type instead takes the code by hand. A USB or Bluetooth scanner works too, on the full bill form at a desktop.
The same biscuit is on my shelf at two MRPs. Which price goes on the bill?
The one on the packet you are selling. Book each lot in by its batch number with the MRP printed on it, and when you pick the batch on the bill, its MRP sets the rate. A rate typed by hand above the MRP will not issue unless the line carries the pack's real MRP or a recorded reason.
Will it stop me selling a packet past its expiry date?
Yes, when the bill names the batch, for stock booked in with its expiry. The date travels with the batch from the purchase bill, and a sales bill carrying a batch that has already expired is refused, naming the item, the batch and the date. A packet billed without picking its batch (a quick camera scan, say) is not checked, so pick the lot for dated stock. Returning that stock to the distributor on a debit note is not blocked, and Expiring soon shows what is coming up within 30, 60, 90 or 180 days.
My shop is not registered under GST. Can I still use KhataZone?
Yes. Leave the GSTIN out of your business details and your bills go out as a plain Invoice, with no GST charged and no GST columns. When you register, add the GSTIN: bills from that day carry GST as a Tax Invoice, and the ones issued before it stay exactly as they were.

Start billing in the next ten minutes

Create your account, add your business details once, and raise your first GST invoice today. No card required.

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