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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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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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.
The ledger also records when you chased: every WhatsApp payment reminder that reaches a customer writes a dated Reminder sent entry, moving no money but sitting alongside the invoices and payments it is chasing. Opening the customer answers "have we already asked, and when?" without anyone remembering.
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.
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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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