Free customer ledger software
Udhaar khata app for your shop — customer ledger and payment tracking
Every udhaar bill goes into the customer's khata on its own. Track what each customer owes and for how long, record payments against bills, and share the statement on WhatsApp or as a PDF. A khata book for your shop that also handles GST billing. The Free plan shows the current month; Pro keeps every month and adds statement PDFs.
- No credit card required
- Free: 10 customers, unlimited on Pro
- Aging reports included
Complete customer account management
From recording the sale to collecting the payment, every part of a customer's account in one place.
Party-wise ledger
Automatic ledger entries from invoices, receipts, credit notes and debit notes. See the complete transaction history with a running balance.
Statement for any period
All time, this month, last month, this quarter or this year — or pick your own from and to dates. Opening and closing balances follow the period. The Free plan shows the current month; other periods are Pro.
Download, print or share
Download the statement as a PDF or print it (Pro), or share it with the customer on WhatsApp when you follow up on a payment.
Aging analysis
Outstanding amounts grouped by how overdue they are — not yet due, 0–30, 31–60, 61–90 and over 90 days. Spot risky accounts early.
Outstanding reports
Customer-wise outstanding and receivables aging reports. Export to CSV or PDF for your own analysis or for your CA (Pro).
Payment receipts
Record cash, UPI or bank payments against the customer’s invoices. The ledger and the outstanding balance update as soon as you save. Separate receipts are part of Pro; on Free, a payment is recorded on the invoice itself.
How customer ledger works in VyapRise
No manual bookkeeping needed. Ledgers are updated automatically as you transact.
- 01
Add customers (parties)
Add your customers with name, address, phone, GSTIN and credit period, plus any opening balance from your old khata. Import existing customers from Excel or CSV.
- 02
Create invoices and receipts
Every invoice and payment receipt (Pro) automatically creates ledger entries. No manual double-entry bookkeeping needed.
- 03
Track and collect
View outstanding balances, check the aging report, share the statement on WhatsApp, and record incoming payments as receipts (Pro) or, on Free, on the invoice itself.
Why every business needs a digital customer ledger system
A customer ledger (also known as a party ledger or debtor's account) is a detailed financial record of all business transactions between you and a specific client. It tracks every invoice issued, payment received, credit note, and debit note, providing a running balance of how much that customer owes your business at any given moment.
For Indian wholesalers, distributors, manufacturers, and B2B traders, managing credit is a double-edged sword. While offering credit (udhār) increases sales, poor follow-ups lead to bad debts and cash flow bottlenecks. A digital customer ledger eliminates manual error, keeps due dates in view, and shows how long each rupee has been outstanding — the figure behind Days Sales Outstanding (DSO), the measure of how quickly credit sales turn into cash.
Debtors aging analysis: how to categorize and collect receivables
An aging report groups your outstanding receivables based on the number of days the invoice has remained unpaid. Here is a recommended collection strategy for each aging bucket:
| Aging bucket | Risk profile | Recommended business action | In VyapRise |
|---|---|---|---|
| 0–30 days | Low / healthy | Standard soft reminder sent on the due date via WhatsApp. | Share the invoice or statement on WhatsApp |
| 31–60 days | Moderate | Send a polite follow-up along with the Statement of Account (SOA). | Download the ledger statement as a PDF (Pro) |
| 61–90 days | High | Telephonic follow-up by accounts team. Temporarily pause further credit sales. | Check the balance and ageing before the next sale |
| 90+ days | Severe / bad debt risk | Final legal notice. Demand interest on delayed payments if covered in contract terms. | Print the full statement for the period (Pro) |
Single entry (paper) vs double entry (digital) bookkeeping
Many small businesses still use traditional paper red books (bahi-khata) or simple spreadsheets. Here is why upgrading to a digital ledger system like VyapRise matters as you grow:
| Comparison | Paper khata book / spreadsheets | VyapRise digital ledger |
|---|---|---|
| Data accuracy | High risk of math errors and missed entries. | Double entry — every invoice and receipt posts both sides, and totals are calculated, not added by hand. |
| Matching payments | Hours of matching deposits to invoices manually. | Each receipt (Pro) is allocated against the customer's open invoices. |
| Customer sharing | Must photocopy or dictate entries over the phone. | Download the PDF statement (Pro) and attach it in WhatsApp; a click-to-chat message carries the balance. |
| Audit ready | CAs struggle to verify manual ledger sheets. | Statements and reports export as PDF or CSV for your CA (Pro). |
How credit limits protect your cash flow
A credit limit is the maximum amount of credit you extend to a customer. In VyapRise you set a credit limit on the customer, and when a new invoice would take them past it, the invoice form shows a warning with the outstanding, the bill and the limit. By default it is a soft limit: the bill still saves and the decision stays yours. If you prefer, Settings › Invoice › Credit control can require the owner's approval for a bill that goes past the limit. Set a credit period on each customer so every invoice gets a due date, and before raising a new invoice for a slow-paying account, open the ledger and check the outstanding balance and how old it is. It is the simplest way to avoid sending more stock to customers who have not paid for the last lot.
Using VyapRise as an udhaar khata app for your shop
In most shops the udhaar (credit) of regular customers lives in a khata book under the counter. The trouble starts when the page is full, the total is added up wrong, or a customer says "I already paid". As a khata book for your shop, VyapRise keeps the same account digitally, with the bill and the payment behind every line.
- Udhaar goes in on its own. Make the bill to the customer and leave it unpaid — the amount appears in their khata. No second entry in a register.
- Payments come off the right bill. When a customer pays ₹500 in cash or UPI, record it on the bill — or, on Pro, as a receipt allocated to the bill it is for. The balance updates as soon as you save.
- You see who owes the longest. Outstanding is grouped by age, so the ₹2,000 pending for 90 days stands out from the ₹5,000 billed last week.
- The customer sees the same page. Share the statement on WhatsApp or as a PDF (Pro), with every bill and payment listed.
- Old udhaar is not lost. Enter the opening balance from your paper khata; payments against it are recorded on a receipt (Pro) as "Old invoices (not in VyapRise)".
One thing to know: due and overdue reminders appear inside VyapRise, in the notification bell. Nothing is sent to the customer automatically by SMS or WhatsApp — you choose when to send the statement. Automatic payment-reminder emails are part of Pro. For a step-by-step guide in Hinglish, read udhaar ka hisaab kaise rakhe, and see the GST bill banane ka software page for billing from your phone.
Frequently asked questions
How the customer ledger works, what it costs, and how to follow up on payments.
What is a customer ledger?
A customer ledger (also called a party ledger or debtor account) is a detailed record of all financial transactions with a specific customer. It tracks every invoice, payment, credit note, and debit note, giving you a running balance of how much each customer owes your business.
How does VyapRise track outstanding payments?
VyapRise automatically maintains customer ledgers from your invoices and payment receipts. View each customer's outstanding balance instantly, see how overdue it is in the receivables aging report (0–30, 31–60, 61–90 and over 90 days), and share the ledger statement with the customer on WhatsApp. On the Free plan the ledger and ageing show the current month; Pro shows any period.
Is VyapRise customer ledger software free?
Yes, to start. The Free plan, free forever, keeps ledgers for up to 10 customers, with payments recorded on each invoice, and shows the current month. Separate receipts, more customers, any period and statement PDFs are part of Pro. No card is needed to sign up.
Can I use VyapRise as a digital khata book?
Yes. VyapRise works as a digital replacement for your paper khata book. Track every customer's transactions (suppliers' too, with purchase bills on Pro), view outstanding amounts at a glance, and open your ledger from any device — desktop, tablet, or mobile. No more lost pages or totals added up wrong.
Is there an udhaar khata app for my shop that works on a phone?
VyapRise runs in the phone's browser rather than as a Play Store app — there is no Android or iPhone app to download. Open app.vyaprise.com, sign in, and use "Add to home screen" to get an icon that opens it like an app. The same khata is on the shop computer too. It needs an internet connection; there is no offline mode.
How do I move old udhaar from my paper khata book?
Enter each customer's opening balance — the amount they owe on the day you start. When they later pay part of that old udhaar, record a receipt (Pro) and allocate it to "Old invoices (not in VyapRise)". The opening balance comes down, and new bills made in VyapRise are tracked bill by bill from then on.
Can I send payment reminders to customers?
Yes — by sending them their statement. Open the customer's ledger statement and share it on WhatsApp, or (on Pro) download it as a PDF to send however you prefer. It lists every invoice and receipt with the balance outstanding, so the customer sees exactly what is due and why. On the Pro plan, VyapRise can also email payment reminders to customers automatically.
Guides on this topic
Plain-language explainers, in English and Hindi.
- Udhaar Ka Hisaab Kaise Rakhe: Dukan Ke Liye Khata GuideUdhaar ka hisaab rakhne ke liye har customer ka alag khata rakhiye, har udhaar bill aur har payment usi din likhiye, payment ko us bill ke against lagaiye jiska paisa aaya, har hafte ageing dekhiye ki kaunsa paisa kitne din se baaki hai, aur mahine mein ek baar customer ko uska statement WhatsApp par bhejiye.
- Payment Receipt vs GST Receipt Voucher: Format and RulesA payment receipt acknowledges money received against a sale already invoiced; GST prescribes no format for it and no tax arises from it. A receipt voucher is different: GST requires one under Rule 50 whenever you receive an advance before supplying, and for services the GST on that advance is payable in the month it is received.
- Cash Flow क्या है? इसके प्रकार और इसे मैनेज करने के टिप्सकैश फ्लो बिजनेस में आने वाले पैसे (Cash Inflow) और जाने वाले पैसे (Cash Outflow) का बहाव है, जो बताता है कि किसी खास समय पर बैंक अकाउंट और गल्ले में असल में कितनी नकदी है; प्रॉफिट से अलग, यह दिखाता है कि कमाया हुआ पैसा सच में हाथ में आया या नहीं।
- Revenue vs Profit में अंतर: मतलब, फॉर्मूला और उदाहरणरेवेन्यू वह कुल पैसा है जो बिजनेस माल बेचकर या सर्विस देकर कमाता है, जबकि प्रॉफिट वह पैसा है जो रेवेन्यू में से सारे खर्चे और टैक्स घटाने के बाद बचता है (Profit = Revenue − कुल खर्चे); इसलिए रेवेन्यू का बढ़ना हमेशा प्रॉफिट का बढ़ना नहीं होता।
Track every rupee, free
Maintain customer ledgers, share statements on WhatsApp, and never lose track of outstanding dues. Your digital khata book, with a Free plan forever.
No credit card required.