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Made simple for shopkeepers, wholesalers and retailers.

How to use Khataflow

Eight small steps. Each one takes about a minute, on your phone or on a computer.

Read this page in your language: English हिन्दी ગુજરાતી
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Step 1

Add the people you deal with

Start with your parties: who buys from you, who you buy from, and your workers.

  1. 1 Open Contacts and press New Contact.
  2. 2 Type the name and the mobile number. That is enough to start.
  3. 3 If they already owe you money, or you owe them, type it in Opening Balance.

Example: Ramesh Saree House buys sarees from you. Surat Fabric Mills sells you fabric. Add both.

Step 2

Add what you sell and buy

Add each thing once: its name, its unit and its price. After that you only pick it from the list.

  1. 1 Open Items and press New Item.
  2. 2 Choose the unit: piece, metre, set or dozen.
  3. 3 Turn on Manage Stock to see how much is left.

Example: Georgette Saree (piece), Bandhani Dupatta (piece), Chiffon Fabric (metre), Silk Saree (piece).

Step 3

Make a bill when you sell

A bill records what you sold, to whom, and how much they have to pay you.

  1. 1 Open Sales, then Invoice, and press New Sale Invoice.
  2. 2 Pick the party, add the item, type the quantity and the rate.
  3. 3 Save. You can print the bill or send it on WhatsApp.

Example: You sold 50 Georgette Sarees to Ramesh Saree House at ₹850 each. The bill is ₹42,500 and it shows as money to receive.

Step 4

Write down money you receive or pay

When money comes in or goes out, record it. Then every party's balance is always right.

  1. 1 Open Payments and press New Payment.
  2. 2 Pick the party. Their pending bills appear: tick the bill.
  3. 3 Type the amount and choose cash or bank. Part payment is fine: the rest stays pending.

Example: Ramesh Saree House pays ₹30,000 today. The app shows ₹12,500 still to receive.

Step 5

Enter what you buy

Record the bills of what you buy. Your stock goes up, and the app remembers what you owe.

  1. 1 Open Purchases, then Invoice, and press New Purchase Invoice.
  2. 2 Type the supplier's bill number, pick the supplier and add the items.
  3. 3 Bought on credit? It shows as money to pay until you pay it.

Example: 200 metres of Chiffon fabric from Surat Fabric Mills at ₹180 a metre. Stock becomes 200 metres, and ₹36,000 is to pay.

Step 6

Goods sent back or taken back

When goods are returned, make a return entry. The stock and the balance correct themselves.

  1. 1 You send goods back to the supplier: Purchases, then Debit Note (Return).
  2. 2 A customer returns goods to you: Sales, then Credit Note (Return).
  3. 3 Pick the bill, or only the party, then the item and the quantity.

Example: 5 sarees had colour bleeding defects. Return them to Surat Fabric Mills: stock reduces by 5 and you owe ₹4,250 less.

Step 7

Expenses, workers and wages

Write your daily expenses and your workers' wages, so you know your real profit.

  1. 1 Electricity, rent, packing, transport: add them in Expenses.
  2. 2 Workers: add them in Salary and mark who was absent in Attendance. The month's wage is counted for you.
  3. 3 Gave money in advance? Add it in Advance Payment. It is taken off the wage later.

Example: Packing material ₹800 today. Mahesh was absent 2 days this month, so his wage is counted for 28 days.

Step 8

See where you stand

You never have to add up by hand. The reports are always ready.

  1. 1 Dashboard: how much you have to receive, and how much you have to pay.
  2. 2 Reports, then Contacts Receivable: who owes you, and how much.
  3. 3 Reports, then Stock: what is left. Profit & Loss: what you earned.

Example: Before calling a retailer, open Contacts Receivable to see exactly what they still owe you.

Good to know

  • Click anywhere on a row to open its details.
  • Change the language any time with the button at the top.
  • Every list has a Download button: PDF, Excel (CSV) or Print.
  • Made a mistake? Open the entry and press Edit or Delete. A deleted entry stays in the Recycle Bin for 90 days.
  • It works on a phone too. Open the same link and log in.
  • Bills and PDFs stay in English, so the other party and your accountant can read them.

Need help?

Message us. We will help you set it up.

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