Facts checked on 27 October 2026. Published by MDG Services on 9 November 2026.
Example: a made-up business with made-up figures. It is not a real customer.
The bill
Sharma Fuels, a made-up petrol pump, sells diesel at Rs 90 a litre to Gupta Transport, a made-up transport business with a credit limit of Rs 2,00,000. Gupta Transport still owes Rs 40,000 on an older Bill 3. From Day 1 to Day 15 it takes five fills:
| Day | Litres | Rupees |
|---|---|---|
| 1 | 300 | 27,000 |
| 4 | 250 | 22,500 |
| 8 | 400 | 36,000 |
| 11 | 200 | 18,000 |
| 14 | 350 | 31,500 |
| Total | 1,500 | 1,35,000 |
On Day 15 the owner makes a bill for those days. It becomes Bill 7: Rs 1,35,000. Sending it on WhatsApp opens the owner's own WhatsApp with the message ready, and the PDF, on the pump's letterhead, carries a UPI QR for the amount due, if the pump has added its UPI ID. It is a numbered bill, not a GST tax invoice. See numbered bills. Gupta Transport now owes Rs 1,75,000 (40,000 + 1,35,000), so Rs 25,000 of credit is left.
The part payment
Gupta Transport pays Rs 50,000 to Sharma Fuels by UPI. Khata Kavach does not see that payment, so the owner records it. Where the owner records it changes what each bill shows:
| Bill 3 | Bill 7 | Owed in all | Credit left | |
|---|---|---|---|---|
| Before the payment | 40,000 due | 1,35,000 due | 1,75,000 | 25,000 |
| Rs 50,000 on Bill 7 | 40,000 due | Part paid, 85,000 due | 1,25,000 | 75,000 |
| Rs 50,000, no bill chosen | Paid | Part paid, 1,25,000 due | 1,25,000 | 75,000 |
- On Bill 7. Money recorded against a bill clears that bill's fills first: 1,35,000 minus 50,000 leaves 85,000.
- No bill chosen. Recorded from the transporter's page, the money clears the oldest unpaid line first. Bill 3's 40,000 is paid in full, and the other 10,000 goes to the oldest line on Bill 7: 1,35,000 minus 10,000 leaves 1,25,000.
Either way the total owed is Rs 1,25,000 and the credit left is Rs 75,000: the Rs 50,000 received opened that much credit again. Only the bill it is counted against differs. If the transporter is paying a particular bill, record the money on that bill.
Questions people ask
01What does part paid mean on a bill?
Some money has been recorded against the bill and the rest is still due. A bill shows unpaid, part paid, paid or cancelled, and always shows how much is still due.
02Does Khata Kavach take or hold the transporter's money?
No. The transporter pays the pump directly, and the pump records it. Khata Kavach never lends and never holds money. When the pump has added a UPI ID, the transporter's app shows a button to pay by UPI, which opens his own UPI app.
03How do I record money against the right bill?
Open the bill and record the money received there. The amount starts at what is still due on that bill, and you can change it. Money recorded from the transporter's page is not tied to a bill.
04What if a transporter pays more than the bill?
The extra shows as an advance with the pump.
05Can I change a bill after sending it?
No. The owner cancels it with a reason, its fills go back to unbilled, and a new bill is made. The cancelled bill's number is not used again.
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.