Facts checked on 27 October 2026. Published by MDG Services on 26 October 2026.
One page that tells a transporter on credit what he took, what he paid and what is still open. For a petrol pump whose regular customers take diesel on credit.
Download the statement
Excel sheet: works out the balance after every line and the closing balance.
Customer statement Excel sheet, English headings (.xlsx, 10 KB)
Customer statement Excel sheet, Hindi headings (.xlsx, 11 KB)
Printable page: A4, one page, to fill by hand.
What the statement has
| Part | What goes in it |
|---|---|
| Top | Your pump, the transporter, the statement date and the period it covers |
| Opening balance | What the transporter owed at the start of the period. For a second statement, the closing balance of the one before. |
| Each line | Date, bill or slip number, vehicle number, details (fuel and litres, or how paid and the UTR or cheque number), udhar given or money received, and the balance after the line |
| Closing balance | Opening balance + total udhar given − total money received |
| Foot | "Please check this statement and tell us within 7 days if anything looks wrong", and a signature line for you and for the transporter |
In the Excel sheet, yellow cells are for typing and grey cells work themselves out. It holds 50 lines; for a longer period, send a second statement that starts from the first one's closing balance. The rows in italics are a made-up example: delete them or type over every cell.
How to use it
- Fill the top: pump, transporter, period, opening balance.
- Write one line for every fill and every payment in the period, in date order.
- Check that the closing balance matches your own khata. If it does not, find the line before you send.
- Send it from your own WhatsApp, once a month and whenever you ask for payment. Attach the bills it covers.
- Ask the transporter to check it and to confirm it or tell you what looks wrong within 7 days. Keep the signed page or the reply with the statement.
If the transporter disagrees
Go line by line, not total against total. Match each line with its bill or slip, and its vehicle number. A wrong line is not rubbed out: add a new line with the same amount as a minus figure and the reason, then the right line. See a disputed fill for a made-up case and disputes at the nozzle.
Keeping the khata behind it
The statement is a copy of your khata for one transporter and one period. To keep the khata itself, use the udhar khata format, or see how to keep an udhar khata. To ask for what is still open, make a message with the reminder maker.
In Khata Kavach the transporter can open the same lines in his own app, and a numbered bill for a period goes from your own WhatsApp: see numbered bills.
Questions people ask
01What is a statement of account?
A list of what a transporter took and paid in a period, starting from the balance at the start and ending with the balance at the end. It is the one page you send a transporter on credit so both sides can check the same figures.
02Customer ledger statement format: what should it show?
The pump and transporter names, the period, the opening balance, each fill and payment with date, bill or slip number and vehicle, the balance after each line, and the closing balance. The table above has all of these.
03Outstanding statement format in Excel: how does the sheet work?
Type the opening balance, then one row for each fill (Udhar given) or payment (Money received). The grey Balance column adds the opening balance and all udhar given so far and takes off all money received so far.
04Udhar statement kab bheje?
Once a month, and again when you ask for payment. Send it from your own WhatsApp with the bills attached, and ask the transporter to check it within 7 days.
05Does 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 cells fill in.
06Do 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.