FAQ

Home Frequently Asked Questions

  • What kind of businesses can use Khata Billing App for accounting?

    Khata Billing is a business accounting application to manage your business digitally. It can be used for any small and micro scale businesses. All kinds of retail, wholesale, distributors business can use Khata Billing App to manage their businesses hassle-free.

  • Khata Billing is available for free or not ?

    Yes, it is available for free and you can use limited features in free version . if u want to use all features then you need to go with premium plan.

  • What are the modes of payment for purchasing Khata Billing?

    We accept online payments through credit/debit card, netbanking, and wallets such as Freecharge, PayZapp, Airtel Money, Ola Money, PhonePe, YesPay etc.

  • I'm a Manufacturer. Can I use Khata Billing?

    Yes, manufacturing business can use Khata Billing App to manage their business to a certain extent, however certain features for manufacturing industry is still in making. Call us on 99296 90296 if you have any queries on this.

  • Where can I find the pricing details?

    "You can either visit our website Khatabilling or click on "Buy Now" and make payment to use premium features"

frequently asked questions

Khata Billing – Frequently Asked Questions

🏢 General Usage & Business Types
Yes! Khata Billing offers a free plan that includes essential features like:
  • Basic invoice creation
  • Inventory management
  • Customer and supplier management
  • Basic reporting
However, if you want access to advanced features like removing watermarks from invoices, advanced reporting, bulk imports, and premium invoice themes, you'll need to upgrade to our premium plan. This allows you to try the software risk-free before deciding to upgrade.
No, Khata Billing requires a stable internet connection to function. It's a cloud-based web application, which means:
  • Your data is stored securely in the cloud
  • You can access it from any device with internet
  • Automatic backups are maintained
  • Updates are applied automatically
This cloud-based approach ensures your data is always safe and accessible from anywhere, but does require internet connectivity.
Absolutely! Since Khata Billing is cloud-based, you can access it from anywhere in the world as long as you have:
  • A stable internet connection
  • A web browser (Chrome, Firefox, Safari, etc.)
  • Or our mobile app
Your data will sync across all devices, making it perfect for businesses with international operations or owners who travel frequently.
🏭 Manufacturing Businesses
Yes, manufacturing businesses can use Khata Billing, but with some limitations. Currently, the app handles:
  • Basic inventory management (raw materials and finished goods)
  • Purchase and sales tracking
  • Customer and supplier management
  • Financial reporting
However, advanced manufacturing features like Bill of Materials (BOM), production planning, and work-in-progress tracking are still being developed.

If you're a manufacturer interested in using Khata Billing, please call us at 99296 90296 to discuss your specific requirements and understand current limitations.
💳 Payments & Subscriptio
We accept a wide variety of payment methods to make it convenient for you:
  • Credit/Debit Cards (Visa, Mastercard, RuPay, etc.)
  • Net Banking (all major banks)
  • Digital Wallets: PhonePe, Google Pay, Paytm
  • Other wallets: Freecharge, PayZapp, Airtel Money, Ola Money, YesPay
All payments are processed securely through encrypted payment gateways to ensure your financial information remains safe.
You can find detailed pricing information in two ways:
  • Visit our website: Go to app.khatabilling.com and check the pricing section.
  • Within the app: Click on the "Buy Now" button in your dashboard or settings to view current pricing and make a payment.
Our pricing is transparent with no hidden fees. You can upgrade or downgrade your plan anytime based on your business needs.
If you've made a payment but don’t see premium features activated, try these steps:
  1. Log out completely from your account
  2. Log back in – this refreshes your account status
  3. Wait 5–10 minutes for the system to process the payment
Still not working? Contact our support with:
  • Screenshot of your payment confirmation
  • Your registered email or mobile number
Our team will manually activate your premium features within 24 hours.
👤 Account & Login
Refunds are provided in specific situations only:
  • Technical issues that we are unable to resolve after genuine effort
  • Payment errors such as duplicate charges
Refunds are not applicable for:
  • Features that weren’t promised
  • Change of mind after purchasing
  • Business needs that don't align with Khata Billing's offerings
That’s why we provide a comprehensive free plan so you can evaluate before upgrading.
If you're having trouble logging in, follow these steps:
  1. Use "Forgot Password" – Click the "Forgot Password" link on the login page
  2. Enter your registered email/mobile number
  3. Check your email (including spam/promotions folder) for reset instructions
  4. Create a new password following the link in the email
If you're still having issues:
  • Contact our support team with your registered mobile/email ID
  • We’ll verify your account and help you regain access
  • Never share your login credentials with anyone
This is a common issue with several possible solutions:
  • Check your spam/promotions folder – emails sometimes get filtered
  • Try using a desktop browser like Chrome instead of mobile
  • Wait 5–10 minutes – sometimes there's a delay in email delivery
  • Check if you're using the correct email – the one you registered with
If none of these work:
  • Contact our support team with a screenshot of the issue
  • Provide your registered email/mobile number
  • We’ll manually send you reset instructions
Currently, account deletion is not available through the app interface. However, we can help you:
  • Reset your business details if you want to start fresh
  • Clear specific data (like invoices, customers, etc.)
  • Export your data before making changes
Contact our support team if you need any of these services. Some actions are irreversible, so we’ll confirm with you before proceeding.
💾 Backup & Data Security
Creating regular backups is essential for data security. Here's how:
  1. Go to Settings in your dashboard
  2. Click on "Backup & Restore"
  3. Click "Generate Backup"
  4. Download the backup file to your computer
  5. Store it safely on multiple devices/cloud storage
Best practices:
  • Create backups weekly or before major updates
  • Store backups in multiple locations
  • Test backups occasionally to ensure they work
Yes, but restoration requires special handling:
  • Contact our support team with your backup file
  • We’ll manually restore your data to avoid overwriting current records
  • This process usually takes 24–48 hours
  • We'll confirm all details with you before proceeding
Important: Restoration replaces your current data, so ensure you have a recent backup before continuing.
🛡️ Data Security & Backup
Yes, your data is safe. We follow industry best practices:
  • Secure cloud hosting with enterprise-level protection
  • Regular automatic backups of all user data
  • End-to-end encrypted data transmission
  • Strict access controls to prevent unauthorized access
  • 24/7 monitoring of systems to detect any threats
We also recommend downloading your own backups regularly for added safety.
📱 Mobile App & Accessibility
Yes, we have a mobile app currently in beta version:
  • Available for download on app stores
  • Best for viewing reports, checking invoices and inventory
  • Not recommended for critical data entry
  • Full version with complete features is coming soon
For now, we recommend using the web version for business operations.
You can use the app for:
  • Viewing reports and business statistics
  • Checking past invoices and inventory
  • Looking up party details
However, for:
  • Creating new invoices
  • Adding new customers
  • Recording payments
please use the desktop or mobile browser version for full reliability.
🧾 Invoicing & Billing
To enable manual invoice numbering:
  1. Go to Settings → Invoice Settings
  2. Find the "Invoice Numbering" option
  3. Select "Manual Entry"
  4. Save your changes
You can now type custom invoice numbers for each new invoice. Keep a record to avoid duplicates.
Yes, here's how to enable GST-specific invoice themes:
  1. Go to Settings → Invoice Themes
  2. Choose a GST-enabled theme like “GST Classic”
  3. Save your selection
Your invoice will now display:
  • CGST and SGST for intra-state sales
  • IGST for inter-state sales
  • Total tax amounts clearly listed
Make sure your GSTIN is properly set under Company Settings.
📥 Data Import & Export
Currently, the import feature supports:
  • ✅ Supported: Item name, code, sale price, units, descriptions
  • ❌ Not yet supported: Categories, wholesale prices, multiple price levels
Workaround:
  1. Import item basic info first
  2. Manually add categories after import
  3. Edit each item to add wholesale price individually
Your feedback is valuable and has been shared with our technical team.
Currently, bulk import is available for:
  • ✅ Items/Products
  • ✅ Customers
  • ✅ Suppliers
❌ Not yet available:
  • Purchases
  • Sales
  • Incomes
  • Expenses
These features are in development and will be available in future updates.
This requires a two-step process:
  1. Import customer data (name, phone, address)
  2. Manually add opening balances:
    • Go to “Payments IN” for customer balances
    • Go to “Payments OUT” for supplier balances
    • Set appropriate start date and enter the balance
Alternative: Create an "Opening Balance" invoice for each customer and mark it as paid.
Yes, to export individual party data:
  1. Go to Reports → Party Ledger Report
  2. Select the party name
  3. Choose your date range
  4. Generate the report and click Export to download as Excel or PDF
Included data:
  • Invoices
  • Payment history
  • Outstanding balances
  • Transaction-wise breakup
Note: Bulk export for all parties is not available yet.
💰 Payments & Financial Management
To view or manage wallet balances:
  1. Go to "Parties" (Customers/Suppliers)
  2. Click the "View" (eye icon) for a party
  3. Open the "Wallet" tab
  4. You can:
    • View current balance
    • See all wallet transactions
    • Delete or add entries
Note: Be cautious when deleting wallet entries—it affects the balance immediately and cannot be undone.
Currently, there's no direct field for opening balance in party creation.

Recommended approach:
  • Create the party with basic details
  • Use one of the following methods:
    • Create an opening invoice dated to business start date
    • Add a payment entry via "Payments IN" or "Payments OUT"
    • Use the Wallet tab to record balance
Always use your business start date for accuracy in reports.
To delete an incorrect payment:
  1. Go to "Payments IN" or "Payments OUT"
  2. Find the payment entry
  3. Click the Delete icon
  4. Confirm the deletion
Important warnings:
  • Party balance will be affected immediately
  • Deletion is permanent and cannot be undone
  • Edit instead if the entry just needs correction
👥 User Management & Multi-Company
Currently, one account supports only one business.

For multiple businesses:
  1. Create a separate account for each business
  2. Use a different email for each account
  3. Each requires its own subscription
Benefits of separate accounts:
  • Clear separation of financial data
  • Business-specific settings
  • Independent reporting and compliance
Currently, only single-user access is supported.

Limitations:
  • Only one person can log in at a time
  • No staff roles or permission control
Upcoming features (planned):
  • Multi-user access
  • Role-based permissions
  • Activity logs per user
This is one of our most requested features and is in active development.
Absolutely! We welcome feature suggestions.

Steps:
  1. Send your request to our support team via email
  2. Include your business use case and examples
How we prioritize:
  • Popularity among users
  • Technical feasibility
  • Business impact
  • Development effort required
Many of our best features came from user suggestions—your input helps shape the future of Khata Billing.
📦 Inventory & Stock Management
Stock management in Khata Billing is fully automated once properly set up:

Initial Setup:
  1. Add opening stock when creating each item
  2. Set the correct unit (pieces, KG, liters, etc.)
  3. Enter accurate opening quantities
Automatic Updates:
  • Purchase entries → Stock increases automatically
  • Sales entries → Stock decreases automatically
  • Return entries → Stock adjusts accordingly
  • Current stock = Opening stock + Purchases - Sales ± Returns
Important: The system only works correctly if you consistently record all transactions through the app.
Several issues can cause stock discrepancies:

Common causes:
  1. Missing opening stock when items were created
  2. Transactions recorded outside the app (not reflected in system)
  3. Manual stock adjustments that weren't recorded
  4. Incorrect units (mixing pieces with KG, etc.)
  5. Returns not properly recorded
How to fix:
  1. Check all transactions for the affected items
  2. Verify opening stock was set correctly
  3. Look for manual adjustments in item history
  4. Ensure consistent units across all transactions
  5. Contact support if discrepancies persist
You must create separate entries for each transaction:

  1. Create a purchase entry for the items you bought
  2. Create a sale entry for the items you sold
  3. Use appropriate dates for each transaction
Important: A single invoice cannot be both a purchase and a sale.

Example scenario:
If you buy 100 items and immediately sell 50:
  • Purchase entry: +100 items
  • Sale entry: -50 items
  • Final stock: 50 items
Yes! This is perfect for businesses dealing with commodities:

Steps:
  1. Set appropriate units when creating items:
    • KG for weight-based items (rice, flour, etc.)
    • LTR for liquids (oil, milk, etc.)
    • MTR for length-based items (fabric, wire, etc.)
  2. Use decimal quantities in transactions:
    • 2.5 KG of rice
    • 1.25 liters of oil
    • 0.75 meters of fabric
  3. Pricing per unit is automatically calculated
  4. Stock tracking works with fractional quantities
🏪 POS (Point of Sale) System
Yes! The POS system is currently enabled and free for all users for a limited time. This includes:
  • Fast billing interface
  • Barcode scanning capability
  • Quick customer selection
  • Multiple payment methods
  • Instant invoice generation
Take advantage of this free access to test the POS system for your business needs.
Using the POS system is straightforward:

  1. Access POS: Go to "POS" from your main menu
  2. Add items:
    • Search and select items manually
    • Scan barcodes if available
    • Enter quantities
  3. Select customer: Choose from existing customers or create new
  4. Review total: Check items and total amount
  5. Process payment: Click "Pay" and select payment method
  6. Complete transaction: Submit and generate invoice
Pro tips:
  • Use barcode scanning for faster item selection
  • Save frequently sold items for quick access
  • Train staff on the POS interface for efficient operations
Yes! Barcode scanning is fully integrated with the POS system:

  1. Ensure items have barcodes: Add barcode numbers to your items
  2. Use a barcode scanner: Connect a USB barcode scanner to your device
  3. Scan in POS: When adding items, scan the barcode instead of typing
  4. Auto-populate: Item details and price fill automatically
Setting up barcodes:
  • Add barcode numbers to items in your inventory
  • Print barcode labels using our barcode generation feature
  • Test scanning before using with customers
⚙️ Technical Support & Troubleshooting
This is a security feature to prevent system abuse:

Trigger: Making too many requests within 1 minute
Duration: Access is blocked for 1 minute
Purpose: Protects system performance for all users

How to avoid:
  • Don't refresh pages excessively
  • Wait between actions instead of rapid clicking
  • Use the app normally – this rarely affects regular usage
If it happens: Simply wait 1 minute and try again. The block is temporary and automatically lifts.
For security reasons, we do not provide remote access support. However, we offer comprehensive assistance:

  • Email support with detailed step-by-step guidance
  • Screenshot analysis – send us images of your issues
  • Screen recording review – record your issue and send the video
  • Phone support for urgent issues (call 99296 90296)
Best way to get help:
  1. Screenshot the issue clearly
  2. Describe what you were trying to do
  3. Include your account email/mobile for verification
  4. Send to our support email
We focus on developing common features that benefit all users rather than custom development.

Here’s our approach:
  • Standard features: We build features that work for most businesses
  • Feature requests: Submit your requirements through support
  • Evaluation process: We assess if features would benefit the wider user base
  • Implementation: Common requests may be included in future updates
What we don’t do:
  • Custom development for individual businesses
  • One-off modifications
  • Business-specific integrations
This approach keeps our costs low and benefits accessible to all users.
Currently supported languages:
  • English (primary support language)
  • Hindi (for Indian customers)
  • Gujarati (regional support)
Not available yet:
  • Native language support for other regions
  • Multi-language interface
  • Support in other regional languages
We’re working to expand language support based on user demand and geographic expansion.
📞 Contact Information
Phone Support: 99296 90296
Website: app.khatabilling.com
For urgent issues: Contact support with your registered email/mobile number

This FAQ is regularly updated. If you have questions not covered here, please contact our support team.