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Is a khata entry proof? What to keep and what to get signed

Short answer

A khata entry is a record you made yourself, so on its own it does not settle who owes what. Records kept on a phone or computer can be used as evidence, normally with a certificate BSA 2023, s.63. What helps most is what the transporter has seen or signed: a bill he received, a signed slip, a written confirmation of the balance Limitation Act 1963, s.18, payments with UTR or cheque numbers, and photos.

MDG Services makes Khata Kavach, so this page comes from the maker of one of the apps it may mention. It is general information, not legal, tax or financial advice. Facts about other apps are taken from their own websites and app listings on the date shown and can change, so check them there before you decide.

Facts checked on 27 October 2026. Published by MDG Services on 3 November 2026.

What an entry can and cannot do

This page is for a petrol pump and its regular customers, transporters and fleet owners, who take diesel on credit.

A khata entry is your own record. Books of account and records kept on a phone or computer can be used as evidence. But a line you wrote yourself does not settle who owes what. The transporter can say his truck never took that diesel.

A record kept on a phone or server normally goes to court with a certificate attached BSA 2023, s.63. Whether a given record is accepted is for the court to decide.

What helps, and what to keep

Keep thisWhy it helps
A bill the transporter received, and the WhatsApp message it went inShows the amount and period were sent to him
A signed fill slip, from the driver or the transporter's personShows who took the diesel
A dated balance confirmation, signed by the transporter on paperShows he accepts the amount. Signed before the time limit ends, it starts the 3 years afresh Limitation Act 1963, s.18
Payment records with UTR or cheque numberShow what was paid, and against which bill
Photos of the slip and the vehicle's number plateShow what was given, which truck took it, and when

The 3 years are explained in the time limit to recover dues.

What is not settled

  • A tap or a chat. Whether a transporter's confirmation in an app or on WhatsApp counts as "in writing and signed" is not settled. It may help as evidence. For the time limit, a signed paper is the careful choice.
  • A khata alone. Whether it counts as a written contract for a faster suit is not settled. See the legal steps.
  • The certificate. Who signs it, and what it holds: ask an advocate.

Keep the record clean

Every credit fill needs the date, time, transporter, vehicle number, fuel, litres, rupees, who served and a slip number. Never overwrite: strike out the wrong line and add a new one with the reason. See how to keep a khata and how to settle a disputed fill.

In Khata Kavach, each fill is one line, with a photo if the nozzle man added one. As soon as the phone is online, the transporter sees the same line in his own app. A correction is a new line, so both sides can see what changed.

General information, not legal advice. For your own case, speak to an advocate or a chartered accountant.

Questions people ask

01Is a khata app entry accepted in court?

Any app entry is a record you made, so alone it is one piece of evidence at most. The court decides how much it counts. It carries most weight beside a bill or a signed slip.

02What if the transporter never signed anything?

Lean on what you have: the bill you sent, payments with UTR or cheque numbers, photos and messages. Then ask for a signed confirmation of the balance now. Do not wait for a dispute.

03Can WhatsApp chats be used as evidence?

A chat on a phone is an electronic record, so the same certificate rule normally applies BSA 2023, s.63. Keep the chat, with its dates, next to the bill it talks about. Whether a chat counts as a signed acknowledgment is not settled.

Related pages

How to keep an udhar khata: a format to copy, on paper or phoneKeep your pump's udhar ka hisab properly: the columns every credit fill and payment line needs, a made-up example page, and how a shared book changes it.
A customer disputes a credit fill: how to settle it calmlyA transporter says "we took 180 litres, not 200". Five steps to settle a disputed credit fill from the record, and how to stop the next one.
An optional photo with a credit fill: what it is and what it doesIn Khata Kavach, the nozzle man can add one photo to a credit fill. Both the pump and the transporter see it on the fill's line. Here is how it works.
Udhar vasuli ke upay: seven steps for a petrol pump to ask for its udhar and keep the transporterUdhar vasuli ke upay for a petrol pump with regular transporters who take diesel on credit: seven steps from checking your record to legal steps, and what never to do.

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.

Set up my pump in the appCall 1800‑891‑3496

About this page. This page is general information published by MDG Services, a brand of VRUOOM PRIVATE LIMITED (CIN U29194HR2021PTC098450), the company that makes Khata Kavach. It is free to read and needs no sign-up.

We make one of the apps. Where a page compares Khata Kavach with another app or another way of keeping credit, remember that we make Khata Kavach. We compare like with like, use only facts the other company publishes, and say plainly where another app does more.

Other companies' names. Khatabook, OkCredit, Vyapar, myBillBook and every other product or company named here belong to their owners. We name them only to say which product a fact is about. We have no connection with them, and they have not seen or approved these pages.

Facts about other apps. Facts about other apps come from their own websites, help pages and app store listings, on the date shown as "facts checked on". Apps change their features and prices often. Check the app's own website before you decide, and tell us if anything here is out of date: we will correct it.

Not legal, tax or financial advice. Pages about getting paid, notices, interest, courts or tax explain the general position in India on the date shown. Laws and rules change, and every case is different. For your own case, speak to an advocate or a chartered accountant.

Examples are made up. The pumps, transporters, vehicles and amounts in examples are made up, and so is the data on the app screens shown. No example describes a real customer or a real result.

What Khata Kavach is. Khata Kavach records credit fills, bills and payments between a petrol pump and its customers. It never lends money and never holds anyone's money: it is not a bank, a lender or a payment service. A Khata Kavach bill is not a GST tax invoice.

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