No more manual re-typing
A morning's stack of forty bills gets read and drafted automatically, freeing the hour that used to go into typing vendor names, dates, and amounts by hand into a spreadsheet.
Coming soonBookkeeping Preparation Assistant
Extract line items from documents
The owner no longer types out every item, date, vendor, and amount from a receipt by hand — Khata reads it and fills the fields.
Works with
What it does
How Khata handles this
An OCR and document-understanding model reads each captured receipt or invoice and extracts vendor name, date, line items, tax amounts, and total, presenting them for the owner's one-tap confirmation. Anything the model is unsure about is flagged for manual review rather than silently guessed.
A trader who has just captured a stack of forty supplier bills still faces the slower job: typing out each vendor name, date, item, and tax amount into a spreadsheet by hand, squinting at a faded stamp or a handwritten total that could be a seven or a one. An hour of typing for a single morning's bills is a familiar, unpaid tax on running a small business.
OCR line item extraction reads each captured bill and pulls out the vendor, date, line items, tax amounts, and total, presenting them for a one-tap confirmation instead of manual typing. Anything the model isn't confident about gets flagged for a human to check rather than quietly guessed at, and every confirmed entry keeps its link back to the original image, so a fast read never becomes an unverifiable one for the CA later.
Where extract line items from documents happens
Khata runs this directly on the platforms your customers already use — no separate app for them to install.
- QuickBooks
- Xero
- Google Sheets
- Zoho
How it works
Step by step
- 01
Model reads the captured document
An OCR and document-understanding model scans each captured receipt or invoice and pulls out the vendor name, date, line items, tax amounts, and total, presenting all of it as a draft entry rather than a finished one ready to post.
- 02
Low-confidence reads get flagged
Anything the model isn't confident about — a smudged total, an unfamiliar vendor name, a handwritten figure — is routed to a review queue instead of being filled in silently as though it were already certain and correct.
- 03
Owner confirms with one tap
The extracted fields display next to the original image for a quick visual check, and the owner accepts or corrects each one before it becomes part of the books, rather than letting it enter automatically without review.
- 04
Confirmed entry keeps its source link
Once confirmed, the entry stays permanently linked back to the source image it came from, so a later question about a specific figure can be checked against the actual document in seconds, rather than relying on memory or guesswork.
Why it matters
What you get out of it
Uncertain reads get checked
A smudged total or an unfamiliar vendor name is flagged for review rather than silently guessed at, which is exactly where a fast OCR read could otherwise go quietly wrong.
Figures trace to source
A confirmed line item stays linked to the original image, so a question about a number six months later is answered by opening the actual bill, not by relying on memory.
The detail
What to know before you rely on it
Extraction produces a draft, and only a draft, until the owner confirms it. This distinction matters more in Indian small-retail settings than it might elsewhere: a blurry photo of a crumpled thermal-paper receipt, a handwritten vegetable-market chit, or a faded carbon-copy invoice are all common inputs, and OCR error rates rise sharply on exactly this kind of source material. Khata never auto-posts an unconfirmed read as a final ledger entry — the model's job is to save typing, not to make a silent decision that a smudged four was actually a nine.
Confidence scoring is what makes the review step useful rather than performative. A clean, printed invoice is likely to extract cleanly and need only a glance; a handwritten chit is far more likely to need correction, and the system flags that difference rather than presenting both with equal, false certainty. Vendor name variants — the same supplier as "Sharma Traders" and "M/s Sharma" on different bills — can fragment one vendor's history if nothing reconciles the spelling.
What this capability changes for a CA reviewing the books is the starting point. Instead of opening a spreadsheet full of manually typed figures with no way to check them against anything, they see confirmed entries that already carry a link to the bill they came from. Extraction speeds up the owner's side of the work; it does not remove the CA's role in deciding what any of those figures actually mean for the return being prepared, now or later.
Industry use cases
Where this earns its keep
12 industries where Khata applies this directly.
Khata organizes spare-parts purchase bills and service-invoice GST data into a return-ready summary, so a dealer or garage owner's CA can file GSTR-1/3B without re-keying from paper bills.
A car service center owner photographs a stack of spare-parts supplier invoices at month-end, Khata extracts the HSN codes and tax amounts from each, and the owner's CA opens the shared workspace to review the compiled purchase summary before filing.
See the automotive playbookKhata prepares TDS worksheets on vendor and contractor payments alongside the GST purchase-matching report, so a distributor's CA has both compliance threads ready in one place each month.
A wholesale distributor pays several transport contractors during the month, and Khata flags which payments likely crossed the TDS threshold for Section 194C, compiling a worksheet the CA reviews before determining the actual deduction and filing.
See the b2b sales playbookKhata tracks product inventory purchases and retail sales together so a salon-and-retail combo business has a correct closing stock valuation feeding into its draft P&L.
A beauty product retailer sells both services and boxed skincare products, and Khata separates the two revenue streams in the ledger while calculating a consistent closing valuation for the unsold stock ahead of the CA's year-end review.
See the beauty and cosmetics playbookKhata organizes subscription and course-fee receipts alongside vendor payments to instructors, preparing a clean revenue and expense summary for a CA to review each quarter.
An online tutoring business receives course-fee payments through multiple gateways during the month, and Khata reconciles each gateway payout against recorded receivables so the CA sees one consolidated income summary instead of three separate statements.
See the education playbookKhata captures client invoices and business expenses in one simple ledger so an independent consultant has GST and income records organized without hiring a full-time bookkeeper.
A freelance designer invoices three clients in a month and photographs a handful of software-subscription receipts, and Khata compiles both sides into a period summary the freelancer forwards to their CA before the quarterly GST filing.
See the freelancers and consultants playbookKhata reconciles patient-billing receipts and supplier purchases (medical supplies, equipment) into a clean ledger, respecting that patient PII in billing records needs the same access control as any other financial document.
A physiotherapy clinic owner uploads a batch of supplier invoices for consumables, and Khata extracts amounts and HSN codes while keeping patient names on any attached billing documents restricted to the clinic's own staff and CA, not broadly visible in reports.
See the health and wellness playbookKhata handles multi-branch stock valuation and e-way bill data preparation for a home-decor retailer shipping larger items across state lines.
A furniture retailer with showrooms in two states ships a large order that crosses the e-way bill value threshold, and Khata pre-fills the consignment and HSN details from the invoice so the dispatch team only needs to generate the bill itself on the government portal.
See the home decor and furnishing playbookKhata prepares TDS worksheets for payments to freelance creators and vendors, and organizes retainer-invoice records, for an agency's CA to finalize each month.
A marketing agency pays several freelance video editors as contractors during a campaign, and Khata's TDS worksheet flags the professional-fee payments likely requiring deduction under Section 194J for the CA's review before the agency deducts and deposits tax.
See the marketing agencies playbookKhata consolidates multi-GSTIN books across a real-estate firm's project entities while keeping each project's return-ready summary properly separated for its own filing.
A real-estate broker running two project-specific entities under separate GSTINs views a consolidated cash-position dashboard for planning, while their CA still receives two entirely separate GST summaries, one per GSTIN, for filing.
See the real estate playbookKhata values daily-changing food and beverage stock for the books and reconciles POS settlement receipts against the bank statement each day.
A restaurant owner's UPI and card settlements land in the bank account a day after the sale, and Khata's reconciliation queue matches each day's POS batch total against the corresponding bank credit, flagging any settlement that hasn't landed within the expected window.
See the restaurants and food playbookKhata tracks retail product inventory alongside service revenue and prepares a combined GST summary reflecting both goods and services HSN/SAC codes.
A spa sells packaged skincare products in addition to treatments, and Khata applies the correct HSN code to product line items and the correct SAC code to service line items on the same invoice, keeping the tax split accurate for the CA's review.
See the spas and salons playbookKhata organizes multi-vendor purchase bills (transport, accommodation, package suppliers) and prepares the GSTR-2A/2B purchase-matching report so a travel agent's ITC claims are backed by verified supplier filings.
A travel agency books hotel and transport packages from several vendors for a client tour, and Khata's purchase-matching report shows which of those vendor invoices are already reflected in GSTR-2B, letting the CA hold back ITC claims on the ones that aren't yet visible.
See the travel and tourism playbookMore from Khata
Everything else it handles
Capture receipts by photo or email
A business owner stops losing paper receipts because every bill is captured the moment it's created, from a phone camera, a forwarded email, or a bulk upload.
Learn moreDraft gst-ready sales invoices
The business creates invoices that already carry the correct GSTIN, HSN/SAC code, and tax split so nothing needs re-keying at return time.
Learn moreMaintain the day-to-day ledger
Every sale, purchase, payment, and receipt lands in a proper double-entry ledger instead of a loose spreadsheet or paper khata.
Learn moreKeep a tamper-proof change log
Every edit to the books is permanently recorded with who changed what and when, satisfying the statutory requirement companies already face.
Learn moreAuto-sort expenses into categories
Expenses land in the right category (rent, salaries, supplies, utilities) automatically instead of the owner deciding from scratch every time.
Learn moreMatch bank transactions to books
The owner can see at a glance which bank transactions already match a recorded invoice or expense, and which ones still need attention.
Learn moreQuestions
Straight answers.
Can I trust the extracted numbers without checking them myself?
Confirm each one before it enters the books rather than assuming it's correct. Khata flags anything the model is unsure about — a smudged total or an unfamiliar vendor name — for a closer look, but even a confident-looking read is a draft until you tap to confirm it, precisely so an OCR misread never becomes a silent, uncorrected error sitting in your ledger.
What happens if the OCR misreads a handwritten receipt?
A handwritten or heavily creased receipt is exactly the kind of source where OCR is more likely to misread a figure, which is why extraction never auto-posts anything unconfirmed. You see the extracted fields next to the original image, so a misread total or date is easy to catch and correct before it enters the books, rather than only after.
Why does the same supplier sometimes show up under slightly different names?
OCR reads exactly what's printed or written on each bill, and the same vendor can appear as "Sharma Traders" on one invoice and "M/s Sharma" on another if the supplier itself isn't consistent about it. Reconciling these variants under one vendor record keeps that supplier's full expense history in one place rather than split across near-identical entries that look separate but genuinely aren't.
Does extraction decide the GST amount on a purchase, or just read what's printed?
It reads what's printed on the bill — the tax amount the supplier already charged — rather than calculating or deciding a GST figure independently on its own judgement. If the supplier's invoice itself is wrong or unclear, that's a question for your CA to resolve directly with the supplier, not something extraction is built to correct, guess at, or override silently on its own.
The rest of your stack
It plugs into what you already run.
Khata connects to your tools
No rip-and-replace — extract line items from documents works alongside the systems already running your business.
- Razorpay
- Stripe
- Paytm
- PhonePe
- Adobe Acrobat Reader
- Google Drive
- Dropbox
- Shopify
- Amazon
Coming soon