The problem with a paper khata
Credit (udhaar) is where most petrol pumps lose money without noticing. Slips go missing, a vehicle number is written wrong, a payment is noted in one book but not the other, and at the end of the month the customer disputes the balance. Chasing a ₹2 lakh balance with a hand-written list does not work.
The Petronix khatabook keeps a separate ledger for every credit customer, with each entry linked to the vehicle, the driver, the slip number and the DU sheet it came from.
What you can record in the khatabook
- Fuel on credit – litres, rate and amount for petrol, diesel and other fuels, entered by the filler during the shift or added later from the DU sheet.
- Products on credit – lubricants and other items, with or without fuel on the same bill.
- Vehicle, driver and slip – every entry carries the vehicle number, driver name and slip number so the customer can match it with their own records.
- Payments received – cash or bank receipts, which reduce the balance and appear in the cash book.
- Opening and closing balance – carry forward old balances when you start, and see the closing balance for any date.
Credit limits and reminders
Set a credit limit for each account. When a customer reaches 80% of the limit the filler sees a warning before adding more credit, so the owner can ask for a payment before the balance grows further. This keeps balances under control without the owner having to check every slip.
Statements your customers will accept
Generate a statement for any date range with every bill, payment and running balance. Statements can be grouped vehicle-wise for fleet owners, exported to PDF or Excel, and shared on WhatsApp in one tap. Customer names are stored in capitals so ledgers stay consistent.
- Date-wise ledger with running balance
- Vehicle-wise grouping for transporters
- Total litres per account, not only the rupee amount
- Filter by customer, fuel, vehicle or date
Connected to the rest of the pump
Because khata entries are made from the DU sheet, the credit amount is part of the filler’s shift total, so cash shortages are not hidden inside credit. Stock is reduced only once, whether the litres were sold for cash or on credit. Payments received flow into the cash book automatically.
BPCL dealers can also track per-litre commission on khata accounts; see software for BPCL petrol pumps.
Frequently asked questions
Can I add old balances from my paper khata?
Yes. Add each customer with their opening balance and start recording new entries from today.
Can a filler see all customer balances?
Fillers can add credit entries during their shift, but full ledgers and statements are only visible to the owner and staff you allow.
Can I send the statement on WhatsApp?
Yes. Statements are generated as PDF and can be shared on WhatsApp, email or printed.
Does it support product-only credit bills?
Yes. You can record lubricants or other products on credit with or without fuel on the same entry.