How Khanta Works

Create your account with your phone number, set a PIN, then name your shop and pick a business type. Choose English or Nigerian Pidgin before Khanta walks you through adding your first few products and a short tour.

• Enter your phone number, then enter the verification code sent to you
• Choose a four-digit PIN to protect your account
• Name your shop and pick a business type
• Choose English or Nigerian Pidgin for the app's language
• Add your first few products and set how you count each one (bag, cup, piece)
• Take the quick in-app tour, then review the trial terms to finish

Joining a shop that already exists? Use the join link on the first screen with the code from Settings, then Add a device on the owner's phone. Lost access to your phone? Use Recover account with your phone number and recovery code instead of starting over.

From Home, tap “Show it, say it” to open the camera and point it at a shelf or product; no camera handy, tap “Add it by typing instead” on the same screen. Catalog also supports a spreadsheet import and barcode scanning for anything already packaged.

• From Home, tap the “Show it, say it” card to capture a product with your camera
• No camera? Tap “Add it by typing instead” on the same screen
• In the product form, set “How do you count it” (e.g. bag, cup, piece) to control the unit ratio, such as 1 bag = 40 derica
• From Catalog, tap Import to upload a CSV of up to 5,000 rows at once
• From a product's menu in Catalog, open Barcode to scan an existing code, or generate and print a new one for loose goods
• Turn on “Control expiry by lot” in a product's own settings for anything perishable or regulated

For a product without a barcode, open its Barcode screen, tap “Generate a barcode”, then “Print / Save PDF” to print the label.

Once a product's expiry-by-lot is turned on, track what's coming due from “Inventory expiry” on Home. Expired stock is blocked from sale automatically, not just flagged.

• From Home, tap “Inventory expiry” to open Expiry control
• Review the “Expired” and “Expiring within 90 days” sections separately, each lot showing its number, quantity, unit and date
• Tap a lot to jump straight into Catalog with that product and lot pre-selected
• Watch for alerts starting 30 days out, with further ones at 7 days, on the expiry day, and after expiry

Expired stock can't be sold, Khanta blocks it rather than just warning you. Sales also use unexpired, released lots first automatically.

From Home, tap “New sale” to open Sell. Search, scan, or say what you're selling (“sell two rice”), then record how the customer paid. Sales save on your device and sync when your connection is available.

• From Home, tap “New sale”
• Use “Find or scan an item to add”, tap the scan icon, or say it out loud to add items
• Choose a payment method: Cash, Transfer, Split, or Credit
• For Split, enter the cash amount and the transfer amount separately
• For Credit, fill in who it's for, when to remind them, and optional installments
• Share an itemized receipt with your customer afterward
• Offline sales show “Saved on this device, awaiting sync”; retry a stuck one from History

Find the original sale and reverse it from there, a return is never a brand-new transaction. One over your approval limit is held for a manager or the owner to approve.

• From Home, tap “Process a return” to find the receipt
• On the sale, tap “Return” next to the item and enter the quantity, capped at what was actually sold
• Add a reason so the return stays traceable
• Choose whether the item goes back to sellable stock, or is marked damaged and won't
• For a non-credit sale, pick how the refund was paid, with a transfer reference if it was by transfer
• Confirm the return

Returned-to-stock items go back into available inventory immediately; damaged ones don't, but the customer's credit is reversed either way.

Open the Credit tab to see “Total owed to you” and every customer's running balance. Filter by Overdue, Due soon, or Paid up. WhatsApp reminders require the store owner to connect that store's account in Settings first.

• From the Credit tab, tap “Add a customer” and enter a name and optional phone number
• Filter the list by Overdue, Due soon, or Paid up
• Tap “Remind on WhatsApp” after the store owner connects this store's WhatsApp account in Settings → Shop
• Messages come from this store's connected account; Khanta does not use a shared sender number
• Then open Reminder settings to choose how often to send reminders and set a custom message
• Record a payment against a customer to update their balance; partial payments log as their own entry, not a silent edit
• Report theft, fire or flood with “Report an incident”, or batch-remove lost stock with “Write off stock lost”, both from the Credit tab

Without a connected WhatsApp account, reminders are not sent automatically. The store contact number is not the sender connection. To connect it, the store owner opens Settings → Shop → WhatsApp pairing and chooses Use phone number instead. Enter the WhatsApp account's number and tap Get pairing code. On that phone, open WhatsApp → Linked devices → Link with phone number instead and enter the code shown in Khanta. We recommend code pairing because it works when Khanta and WhatsApp are on the same phone. Keep Khanta open until it says connected. QR pairing is also available if Khanta is open on a second screen: choose Show QR code and scan it from WhatsApp → Linked devices → Link a device.

From Home, tap “Restock planner” to see what to reorder, grouped into Order now, Coming up, and Learning. Suppliers and purchase records are a tap away from Catalog, and Stock Take is its own Home shortcut for owners.

• From Home, tap “Restock planner” to review Order now / Coming up / Learning
• Search an item by typing or saying it, or switch between List and Grid view
• From Catalog, open Suppliers to add a name and phone number, and see each one's “Balance due”
• Record each purchase with quantity, cost and supplier so margin stays accurate
• Owners: from Home, tap “Stock take” to scan or manually enter counts, then “Submit Stock Take”

Shift tracking is per product, turn it on in Catalog for whatever you want custody-checked, then start and end shifts from Home. Each handover walks the held items one by one, or lets you bulk-confirm when nothing's off.

• In Catalog, turn on “Track shift handovers” for any product you want included in custody checks
• Set a PIN in Settings first, you can't start or end a shift without one
• From Home, tap “Shift”, then “Start shift” to confirm the inventory you're taking custody of
• Confirm items one by one, or tap “Confirm N items” to bulk-confirm, with “Go one by one instead” if you'd rather check each
• Asked to share your location for the shift? Tap “Not now” any time, it's always optional
• At handover, tap “End shift” and confirm inventory again; a shortfall prompts you to explain why

No items tracked yet? The Shift screen itself links straight to Catalog so you can turn tracking on without hunting for the setting.

In Settings, the Team section shows who's “working now” and lets you switch between staff. Add a PIN per person, invite new staff, and pair devices, all from the same screen.

• From Settings, open Team and tap Add sales staff to create a new staff profile
• Tap the lock icon next to a name to “Set a PIN” or “Change PIN”; staff can reset a forgotten one themselves with “Forgot PIN”
• Toggle “Make this person a manager” on the add-staff form to grant manager access
• Tap “Remove” to deactivate access; removed staff move to a “Removed staff” list with a “Restore” option
• To pair a new device, tap “Add a device”, choose who the code is for from the dropdown (“Another of my own devices” or “A new staff member”), then on their phone: open the app, tap “Have a code from your shop owner?”, and enter it
• Check “Staff activity” and “Stock accuracy by staff” further down the Team section to see who's recording what
• From Settings, open “Live team map” for an opt-in view of where staff are, or “My location history” to see your own trail

If a busy season normally throws off your variance tolerance, use “Declare a seasonal period” in Settings, see “Manage shifts and custody” for how handovers themselves work.

Tap the bell icon for a quick “Recent activity” dropdown, or open the full inbox for everything with filters and read/unread state. Settings lets you choose which channel each alert type uses, and set quiet hours.

• Tap the bell icon in the header for a quick “Recent activity” dropdown
• Open the full inbox to filter by All or Unread, and sort Newest or Oldest
• Tap a notification to mark it read, or use “Mark as read” on an unread row; each one shows which channel it actually went out on (Push, WhatsApp, SMS, Inbox)
• From the inbox, tap the gear icon, then open Settings and Notifications
• Choose Push, WhatsApp or Inbox per alert type (restock alerts, payment overdue, trial ending, and more), and set quiet hours or a temporary mute
• WhatsApp delivery requires the store owner to connect that store's account in Settings → Shop; messages use that account, not a shared Khanta number
• Owners: schedule a recurring operations report by frequency, time and recipients, with “Preview” and “Send test to me” before it goes live

WhatsApp notifications need the store owner's account connected in Settings → Shop. Choose Use phone number instead, enter the WhatsApp account's number, and tap Get pairing code. On that WhatsApp account, open Linked devices → Link with phone number instead and enter the code shown in Khanta. We recommend code pairing because it works on one phone; leave Khanta open until it confirms connected. QR pairing is an alternative when Khanta is open on a second screen. Until connected, use the in-app inbox or push notifications where enabled.

Open “Financial reports” for profit and loss, balance sheet, VAT and trial balance, where available on your plan. Daily cash counts live on their own “Daily reconciliation” screen, and an invited accountant sees the same reports in the “Auditor view”.

• Open “Financial reports” for Profit & loss (toggle Week/Month/Year), Balance sheet (“Balanced” / “Out of balance”), VAT, VAT return, Income tax, and Trial balance
• Open “Daily reconciliation” separately to compare Sales total, Cash and Transfer tender, Credit sales, Refunds and Purchases against your counted cash, and download the CSV
• Check “Reconciliation & anomalies” for stock drift and negative-margin sales
• Sort Catalog by “Best sellers” or “Recently added” to see what's moving
• From Settings, tap “Invite an auditor”, enter their name and phone; they get the same reports in the “Auditor view”

When your connection drops, supported activity saves on your device and syncs later; Home shows a banner if too much piles up. Owners with multiple locations switch between stores from Settings, and billing lives in its own Settings row.

• Saved items show “Saved on this device, awaiting sync”; retry a stuck one from History with “Retry” or “Retry now”, or “Discard” it
• Home shows a banner once 15 or more items are waiting to sync
• From Settings, open Stores and tap a store to switch. Each store has its own catalog, staff and credit book
• Tap “Add another store”, name it, then “Save & switch”
• View “All stores, combined report” for totals across every store, where included on your plan
• Pair a staff member's device from Settings by opening Add a device, then use a temporary code
• Manage your subscription from Settings under Billing and Plan

Open a support ticket from Settings whenever something's wrong, pick a category, describe it, and reply right there as it's worked on.

• From Settings, tap “Contact support”
• Tap “+ New” to start a ticket, or reopen one from your list, each shows its status: Open, In progress, Waiting on you, Resolved or Closed
• Pick a category: Billing, Integration, Bug, Login, or Other
• Describe what's happening, then tap “Send”
• Reply on the same ticket as it's worked, nothing needs starting over in a new conversation

Your draft isn't lost if you navigate away mid-ticket, it's saved locally until you come back to send it.