Facts checked on 27 October 2026. Published by MDG Services on 29 October 2026.
One page for each customer
An udhar khata (udhar ka hisab) only works if each customer has his own page and every line is written when the fuel goes in. A credit line needs the columns below.
What every credit line shows
| Column | What to write |
|---|---|
| Date and time | When the truck filled |
| Truck | The number plate |
| Fuel and litres | Diesel or petrol, and how many litres |
| Rupees given | The value of the fill |
| Who filled | The nozzle man |
| Slip number or photo | Something you can point to later |
| Balance | The line above, plus this fill |
What every payment line shows
The amount, how it was paid (cash, UPI, bank, cheque), the UTR (the bank's transaction number) or cheque number, the date, and which bill it clears. Then the new balance.
Never overwrite
Strike a wrong line through and write the correct one below it, with a reason. The old line stays, so anyone reading the page can see what changed.
An example page
Example: a made-up business with made-up figures. It is not a real customer.
The page of a made-up customer, Sharma Roadlines. The 12 October line was written against the wrong truck, so it is struck out (shown as a minus) and written again.
| Date | Entry | Truck | Fuel | Given (Rs) | Received (Rs) | Balance (Rs) |
|---|---|---|---|---|---|---|
| 2 Oct | Fill, slip 114 | UP00 SH 1005 | Diesel 200 L | 18,000 | 18,000 | |
| 5 Oct | Fill, slip 121 | UP00 SH 1005 | Diesel 150 L | 13,500 | 31,500 | |
| 9 Oct | Payment, UPI | 20,000 | 11,500 | |||
| 12 Oct | Fill, slip 130 | UP00 SH 1006 | Diesel 100 L | 9,000 | 20,500 | |
| 12 Oct | Struck out, wrong truck | UP00 SH 1006 | Diesel 100 L | -9,000 | 11,500 | |
| 12 Oct | Fill, slip 130 | UP00 SH 1005 | Diesel 100 L | 9,000 | 20,500 |
At month end, copy the page and give the customer a statement.
How a shared book changes it
On paper, the page stays with you. In Khata Kavach the transporter's phone shows each line as soon as it is online: the fill you entered, who filled, and the slip number and photo if the nozzle man added them. A correction appears as a struck-out line plus a new one, as above. The nozzle man types what was filled, and the owner's screen shows credit given, money received and what is still owed. See how a wrong entry is corrected and what the customer sees.
Questions people ask
01Udhar khata kaise likhe? (How do I write an udhar khata?)
Draw one page per customer with columns for date, entry, truck number, fuel and litres, rupees given, rupees received and balance. Write each fill when it happens, not at night.
02Can I keep an udhar khata in Excel (udhar khata excel sheet)?
Yes. Use the same columns, or download the free udhar khata format, which works out each customer's balance for you.
03What is the udhar khata format?
One page per customer, with columns for date, entry, truck number, fuel and litres, rupees given, rupees received and balance. The table below shows it, with a made-up example.
04Udhar ka hisab kaise rakhe?
Give each customer a page, write each fill when it happens, never overwrite, and keep a running balance. A shared book such as Khata Kavach does the same on a phone.
05How do I carry over the balance from my old book?
Write the old balance as the first line of the customer's new page and carry on from there. When you add a transporter, Khata Kavach has an optional box for the balance from the paper book.
06Can the customer see the khata in Khata Kavach?
Yes. The Transporter app shows every line, newest first, with who filled, and the slip number and photo if the nozzle man added them.
Related pages
About Khata Kavach (advertisement)
Khata Kavach is a shared credit book for petrol pumps, from MDG Services. The transporter asks before each truck fills, your nozzle man sees the limit before he fills, and both of you see every fill, payment and bill. It never lends or holds money.