How to Digitise Your Kirana Khata Without Any App
Move from a paper khata to Google Sheets in one afternoon — without buying any software.
June 2026 · By Rajni Sharma
Why paper khata fails at scale
A paper khata works for 20 customers. At 100+, pages fill up, names get repeated, amounts get overwritten, and at the end of the month you can't tell who owes what. One torn page means lost money.
What your digital khata needs
Customer name and phone number, date of credit entry, amount, running balance, payment received with date. That's five columns in a Google Sheet — nothing more.
Setting it up in 30 minutes
Open a new Google Sheet. Make columns: Date, Customer Name, Phone, Description, Debit (they took), Credit (they paid), Balance. The balance column auto-calculates with a simple formula: =previous balance + debit − credit.
Sending payment reminders on WhatsApp
With the phone number in the sheet, you can tap once to open a WhatsApp chat. Pre-write a reminder template (e.g. 'Namaste [Name], aapka ₹[amount] outstanding hai — please clear karo'). One tap, done.
AgenticVani Kirana CRM
The Kirana CRM has a ready-built khata ledger with automatic running balance, bulk monthly statements and WhatsApp reminder templates — for ₹499 one-time. Much faster than building from scratch.
Everything here comes ready-made inside AgenticVani — one-time ₹499, no monthly fee.
See Kirana CRM →