My Khata | User Manual

1. Overview

My Khata is designed for individuals and small businesses who want a simple way to maintain day-to-day debit and credit records without using complicated accounting software. The main ledger data is stored on the phone and can be backed up locally or to Google Drive.

Simple & mobile-first Designed for quick use on Android phones in portrait or landscape mode.

Contact integration Create an account from your phone contacts or enter the details manually.

Multiple languages App labels support English, Hindi, Bengali and Gujarati.

Protected access Optional phone security lock using fingerprint, face, PIN, pattern or password.

2. First-time setup

Choose your preferred language.
English is available by default. Hindi, Bengali and Gujarati can also be selected. The language can be changed later from Settings.

Enter your name.
Your name is used when My Khata prepares transaction messages for sharing.

Add your phone number if you want.
Phone number is optional. If entered, it is stored as part of your My Khata profile.

Continue to My Khata.
No online My Khata account registration is required. You can start creating ledger accounts immediately.

Why does My Khata ask for your name?
When you share a transaction, the recipient should know who the transaction came from. My Khata uses the name entered during setup instead of a fixed sender name.

3. Home screen

The Home screen gives you a quick view of all accounts and your overall position.

You will receive Total amount currently receivable across your accounts.

You will pay Total amount currently payable across your accounts.

Search Search accounts by name or phone number.

Add Account Create a new ledger account from Contacts or manually.

Understanding account balances

Status	Meaning
To receive	The account currently owes money to you.
To pay	You currently owe money to the account.
Settled	The current account balance is zero.

4. Creating and managing accounts

Create from Contacts

Tap Add Account on the Home screen.

Select Choose from Contacts.

Search by contact name or phone number.

Select the contact. My Khata fills the available name, phone number and contact image where available.

Review the details and save the account.

Create manually

If the person is not in your Contacts, enter the account name and mobile number manually. The account name is used throughout the ledger, reports and WhatsApp messages.

Tip: Use a clear name that you will recognize later, especially if you manage many accounts.

5. Recording Give / Receive transactions

Open an account to view its current balance and transaction history.

You Gave Use this when you give money or value to the selected account.

You Received Use this when you receive money or value from the selected account.

Add a transaction

Open the required account.

Tap You Gave or You Received.

Enter the amount.

Choose the transaction date if required.

Add a short one-line note such as Advance, Grocery, Payment returned or Loan repayment.

Save the transaction.

The account balance and Home screen totals are recalculated automatically after each entry.

6. WhatsApp sharing

My Khata can prepare transaction information for sharing through WhatsApp. The message uses the name saved in your My Khata profile.

Message language

Before sharing, you can choose the WhatsApp message language: English, Hindi, Bengali or Gujarati. This selection affects the generated message only; it does not change your ledger data.

What the message includes

Transaction amount in full Indian currency format, for example ₹57,589.
Whether the recipient paid, received or owes an amount.
Your saved profile name.
The transaction note, where entered.
Current account balance.
A small My Khata message and the app website link.

Example:
You received ₹10,000 from Sumant today.
Note: Advance

Sent via My Khata - a simple and safe way to manage everyday debit and credit transactions.

7. Balance sheet and PDF statements

Use the PDF / Balance Sheet option from the Home screen to prepare a statement for a selected date range. Statements are useful for reviewing records or sharing transaction details.

Tap the PDF / Balance Sheet icon on the Home screen.

Select the required date range.

Choose the account or report option available on the screen.

Create the PDF statement.

Use Android Share to send it through WhatsApp, email, Drive or another installed app.

8. Backup and Restore

My Khata follows a local-first backup approach. When a scheduled backup is due, the app first creates a backup on the phone and then attempts to upload it to Google Drive if Drive is connected.

Google Drive connection

Open Settings.

Find Google Drive and tap Connect.

Select your Google account and approve the requested access.

My Khata stores its Drive backups in the visible MyDrive / MyKhata folder.

Scheduled backup

Available options are:

Option	Behaviour
None	No scheduled backup.
Daily	Backup is scheduled approximately once per day when Android allows the background task to run.
Weekly	Backup becomes due approximately once per week.
Monthly	Backup becomes due approximately once per month.

When Google Drive is unavailable

If Drive is disconnected, the internet is unavailable, or a Drive upload fails, My Khata keeps the local backup instead of losing the backup attempt.

Scheduled backup warning: If a scheduled Google Drive backup fails, My Khata shows a warning when you open the app on the next calendar day. The warning is shown at most once per day while the problem remains unresolved.

Backup retention

My Khata keeps backup files from the last 7 calendar days. Older local and Google Drive backup files are cleaned automatically during backup/list refresh.

Restore

In Settings, use Restore Backup to choose a valid My Khata backup from the phone, Files, WhatsApp downloads or supported cloud storage.

Important: Restoring a backup replaces the current My Khata database with the selected backup. Make sure you select the correct backup file.

9. App Lock

My Khata can use the security already configured on your Android phone. You do not need to create a separate My Khata PIN.

Fingerprint
Face authentication where supported by the phone
Device PIN
Pattern
Device password

Open Settings.

Turn on App Lock.

Confirm using your phone's security.

When My Khata is opened or resumed, authentication may be requested before the ledger is displayed.

10. Language

My Khata currently provides app-label support for:

English
Hindi
Bengali
Gujarati

Your own account names, phone numbers and transaction notes are not automatically translated. Only supported app labels and generated message templates are translated.

11. Keeping My Khata updated

When My Khata is installed through Google Play, the app checks Google Play for a newer version when the app starts. If an update is available, Google Play's in-app update experience may ask you to update.

Update checks depend on Google Play services and normally apply to versions installed through Google Play. A manually installed debug APK may not receive the Play in-app update prompt.

12. Amount validation and limits

Validation	Current limit
Single Give / Receive transaction	Maximum ₹20,00,000
Account balance	Must remain below ₹1,00,00,000
Amount format	Positive numeric amount, with up to 2 decimal places.

Invalid, zero, negative or incorrectly formatted amounts are rejected before saving.

13. Settings

Settings provides access to the main app configuration:

Profile Update your name and optional phone number.

Language Switch between the supported app languages.

App Lock Enable or disable phone-based security authentication.

Google Drive Connect Drive, perform a backup and review backup status.

Backup Schedule Select None, Daily, Weekly or Monthly.

Restore Select an existing My Khata backup and restore your data.

14. Frequently Asked Questions

Do I need to register an online account?

No. My Khata asks for your name and optionally your phone number so shared transaction information can identify the sender correctly.

Is a phone number mandatory?

No. Phone number is optional during first-time setup and Profile editing.

Does My Khata require internet for normal ledger entries?

No. Core account and transaction functions are designed to work on the phone. Internet is required for features such as Google Drive upload and Google Play update checks.

What happens if a scheduled Drive backup fails?

The local backup is retained. On the following day, My Khata can notify you when the app is opened so you can check the Drive connection or take a manual backup.

Where are Google Drive backups stored?

In the My Khata folder created in your Google Drive, shown as MyDrive / MyKhata.

How many backups are retained?

Backup files from the last 7 calendar days are retained; older backups are removed automatically.

Can I share the PDF through WhatsApp?

Yes. After generating a PDF statement, use Android's Share option and select WhatsApp.

Why does the update prompt not appear on my test APK?

Google Play in-app updates normally require the app to be installed through Google Play rather than manually installed as a debug APK.

15. Help and Support

If you need assistance, have feedback or want to report a problem, please contact us through the support page.

Contact Support s3r.co.in/apps My Khata on Google Play