Workflow guide
Digital khata / udhaar book: how Tiram tracks customer dues automatically
Quick answer
Tiram replaces the paper khata or udhaar notebook with a running per-customer credit ledger — every invoice, payment, and credit note posts automatically to a customer's balance, visible to any staff member at any counter. It's included on every Tiram plan, including Silver.
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Automatic customer credit ledger, aging, and defaulter tracking — included on every plan. 30-day free trial, no card needed.
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Paper khata vs Tiram's digital khata
| Paper khata / notebook | Tiram digital khata | |
|---|---|---|
Who can see a balance | Whoever holds the notebook | Any staff member, any counter |
Running balance | Manual arithmetic, error-prone | Calculated automatically on every entry |
If it's lost or illegible | Balance history is gone | Nothing to lose — it's stored data |
Aging visibility | None, usually | 0–30/31–60/61–90/90+ buckets built in |
Cost | Free (notebook) | Included on every plan, Silver included |
Workflow step
Why the paper khata breaks down as a business grows
A notebook ledger works for one counter and one owner who remembers every regular customer's balance. It breaks the moment a second counter opens, a staff member covers a shift, or the notebook itself is misplaced — none of which are rare events for a growing Indian retail or distribution business. The debt is real either way; what's fragile is only the record of it.
Workflow step
How Tiram's customer ledger works
Every customer has a Credit ledger — a chronological feed of invoice-issued, payment-received, and credit-note entries, each showing the change (Δ) and the resulting running balance. An invoice adds to the balance the moment it's issued; a payment or a credit note (for a return or an adjustment) subtracts from it. Nobody re-totals anything by hand — the balance shown on a customer's profile is always current, and any staff member opening that customer at any counter sees the same number.
Workflow step
Reading a customer's status: Current, Watch, Defaulter, On hold
Tiram labels every customer with a status derived from their aging: Current means dues are recent and healthy, Watch flags a balance that's starting to age, Defaulter marks a customer with significantly overdue amounts, and On hold is a manual flag a shop can set to pause further credit sales to a specific customer. These labels turn a single outstanding number into an at-a-glance risk signal, visible from the customer list without opening each profile.
Workflow step
Setting a credit limit
A customer's profile can carry a credit limit and a credit-hold flag, so a shop can decide in advance how much unsecured credit a given customer is allowed to carry before new credit sales are blocked or flagged for review — useful for a distributor extending khata to dozens of retail customers with very different trust levels.
Workflow step
Exporting a customer statement
Any customer's ledger can be exported as a period-wise statement — useful for a reconciliation call with the customer, or for handing a CA a clean record of a specific account.
Workflow step
Which Tiram plan includes the digital khata / customer ledger?
The customer credit ledger, aging visibility, and status labels are included on every Tiram plan — Silver, Gold, and Platinum — on both the cloud app and the offline Windows/Mac desktop app. There is no upgrade required to replace a paper khata notebook.
Quick answers
- What is a digital khata app?
- A digital khata app replaces a paper udhaar notebook with an automatic, per-customer running credit ledger — every invoice, payment, and credit note updates the balance instantly and is visible to any staff member.
- Can I track customer udhaar or pending dues on billing software?
- Yes. Tiram's customer ledger tracks every invoice, payment, and credit note against a running balance automatically, with aging buckets and a status label (Current, Watch, Defaulter, On hold) per customer.
- Is digital khata available in Tamil?
- Yes. Tiram's full interface, including the customer ledger, is available in Tamil as well as English.
- Does the digital khata replace a paper notebook completely?
- Yes — every entry a paper khata would record (a sale on credit, a payment received, a return adjustment) has a matching entry in Tiram's customer ledger, with an automatically maintained running balance.
FAQs
- Where do I see a customer's outstanding balance and history in Tiram?
- Open Customers, select a customer, and their profile shows the current outstanding balance, aging buckets, and a full Credit ledger of every invoice, payment, and credit note affecting that balance.
- Does the balance update automatically when I record a payment?
- Yes. Recording a payment posts immediately to the customer's Credit ledger and reduces their running balance — no manual recalculation.
- What does 'Defaulter' status mean?
- It's an automatically applied label for a customer whose outstanding dues have aged significantly past normal terms, so staff can see the risk at a glance from the customer list, not just from an individual profile.
- Can I stop extending credit to a specific customer?
- Yes. A customer can be put on hold, or given a credit limit, so new credit sales are blocked or flagged once that limit is reached.
- Which plan includes the digital khata / customer ledger feature?
- All of them — Silver, Gold, and Platinum. It's core billing functionality, not a paid add-on.
- Does the customer ledger work the same on the offline desktop app?
- Yes, identically — the customer ledger isn't gated by platform, only available on every plan on both the cloud and offline desktop app.
Related reading
Replace the khata notebook with a running ledger that never gets lost
Automatic customer credit ledger, aging, and defaulter tracking — included on every plan. 30-day free trial, no card needed.
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