Facts checked on 27 October 2026. Published by MDG Services on 20 October 2026.
Two ways to keep an udhar khata properly: an Excel sheet that does the sums, or a printed page for a register.
Download the format
Excel sheet: works out each transporter's balance and credit left.
Udhar khata Excel sheet, English headings (.xlsx, 192 KB)
Udhar khata Excel sheet, Hindi headings (.xlsx, 195 KB)
Printable page: A4, one page for each transporter.
What the sheet has
| Tab | What you type | What it works out |
|---|---|---|
| Transporters | Name, phone, credit limit, credit days (for your reference), balance from the old book | Total udhar given, total received, balance now, credit left |
| Khata | Date, transporter (picked from the list), truck number, fuel and litres, udhar given or money received, how paid, UTR or cheque number, slip or bill number, who filled, note | The transporter's balance after every line |
| How to use | Nothing | Short steps and what the colours mean |
Yellow cells are for typing; grey cells work out by themselves. On the Transporters tab a row turns red when the balance is over the limit, and orange when less than a fifth of the limit is left. On the Khata tab the balance turns red on a line that took the transporter over. The colours follow the limit only, not late payments.
A box at the top of the Transporters tab counts Khata lines whose transporter is not on the list, so a misspelt name is caught instead of quietly dropping out of a balance. The sheet holds 200 transporters and 3,000 lines. The rows in italics are a made-up example: delete them, or type over every cell including the Note.
How to use it
- Add each transporter on the Transporters tab, with their limit and the balance from your old book. To pick a limit, use the credit limit calculator.
- Write every credit fill and every payment on the Khata tab the day it happens. Pick the transporter from the list.
- Never type over an old line. Cancel it with the same amount as a minus figure in the same column and the reason in Note, then write the right one.
- Each morning, look at the Transporters tab: red and orange rows first, and the name-check box.
- Each month, filter the Khata tab by a transporter's name and send him the lines and the balance.
What each line should show, and why: how to keep an udhar khata.
The printable page
One page per transporter, A4 across: date, truck number, fuel and litres, udhar given, money received, how paid with the UTR or cheque number, slip or bill number, who filled, balance and the transporter's sign. Start from the balance brought forward, write each line when the fuel goes in, and carry the balance down. Strike a wrong line through and leave it out of the balance.
What a sheet cannot do
A sheet or a register is your own record. The transporter sees it only when you send it, and nothing stops a fill over the limit unless someone checks. Khata Kavach keeps the same lines in a shared book: by default the transporter sends a request before each truck fills, the nozzle man sees a light for the limit, and both sides see each line as soon as the phone is online. See a paper khata or an app.
Questions people ask
01Udhar khata excel sheet kaise banaye?
Use two tabs: one row per transporter with the limit and the old balance, and one row per fill or payment with the transporter's name. Or download this one, where formulas already work out each balance and the credit left.
02Does the sheet work in Google Sheets or on a phone?
It uses plain formulas that Excel and Google Sheets both handle, and it opens in most phone spreadsheet apps. If Excel shows a yellow Protected View bar, press Enable Editing so the grey columns fill in. A quick preview may show them empty or as zeros.
03How do I correct a wrong line?
Never type over it. Add a new line with the same amount as a minus figure in the same column (Udhar given for a wrong fill, Money received for a wrong payment), write why in Note, then write the right line. The balance corrects itself and the history stays.
04Can my transporter see this khata?
Only when you send it. Each month, filter the Khata tab by their name and share the lines and the balance.
05Do I have to give my email or phone to download it?
No. The links download the files straight away. Change them and use them as you like.
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.