Your khata holds your customers' balances, your sales and your profit. It deserves at least the care you give your cash drawer. Going digital does not make records unsafe, but it does change what you need to look after. This guide covers the practical steps: backups, passwords, who sees what and what to do if a phone goes missing.
Key points
- A daily cloud backup means a lost phone does not mean lost records
- Use a strong password and do not share your login
- Give staff only the modules they need
- Use the PIN lock so the app asks for a PIN before it opens
Backups: the safety net
On paper, a lost register is a lost khata. In eKhata your records are kept in the cloud and backed up daily, so if your phone is lost, broken or replaced, you log in on another device and everything is there. The app also has a backups screen where you can see and manage them.
It is the single biggest practical gain over a notebook.
Your login
Your account is created for you by the eKhata team, and you are asked to change the temporary password the first time you log in. Choose a password that is not a phone number or a birth year, and do not share it. If staff need access, give them their own login rather than yours.
- Change the temporary password at first login
- Do not reuse a password from another service
- Never share your own login with staff
Control what staff can see
A salesman needs to make bills. They do not need to see your reports or your supplier costs. You can create staff logins with permissions for each module, set to view, edit or none, so each person sees only what their job needs.
That keeps your reports and costs to yourself and also reduces the chance of an accidental change to something they should not touch.
The PIN lock on your device
eKhata can ask for a PIN before it opens on a device, once per session. If someone picks up your phone, they cannot simply open your khata. Choose a PIN that others cannot guess, and change it if you think it has been seen.
Look after the device
Most real risks are ordinary ones. Keep the phone's own screen lock on. Log out of shared computers. If a phone is lost, change your eKhata password from another device as soon as you can, and contact the team on WhatsApp for help.
Each business's records are kept separate from every other business, so your data is only visible to your own logins.