Managing Petrol Pump Credit Customers and Udhar Dues

To manage petrol pump credit customers, record every credit sale against the customer and the nozzle at the time of sale, count it as part of the shift's collection, and keep each customer's balance as credit sales − payments received. Then remind customers regularly, and politely, with their exact balance. Most udhar problems come from slips that get lost, not from bad customers.

Why udhar goes wrong on paper

• The operator writes a slip but it never reaches the khata book.
• The same sale is written twice, once in the shift register and once in the khata, with different amounts.
• Payments are received in cash or UPI but not marked against the customer.
• Nobody knows the current balance without adding up pages.
• Reminders depend on memory, so old dues sit for months.

Each of these shows up in two places: the operator looks short at shift close, and your money stays stuck outside.

Credit sales are part of the shift

When an operator gives fuel on credit, the meter moves but no cash comes in. So the shift collection must include it:

Collected  = Cash + Online + Pending Dues
Difference = Expected Amount − Collected

Example: Expected Rs.64,946
Cash 40,000 + Online 14,946 + Pending Dues 10,000 = Rs.64,946
Difference = 0  → Settled

If the Rs.10,000 of credit is not entered, the same honest operator is shown as Rs.10,000 short. See the full math in how to calculate shift sales.

Keeping each customer's balance

For every credit customer, keep one running ledger. A simple example for a transport customer:

The balance is always credit sales − payments received. When this is one tap away, you can answer a customer's question on the spot instead of saying you will check the register.

Reminders on WhatsApp

Most customers pay when reminded with a clear amount. A short message works better than a phone call: it has the exact figure, and the customer can pay by UPI right away. Keep it polite, mention the balance and the pump name, and send it at a sensible hour.

How Fuel Pump Book handles Pending Dues

• Staff log in with their own phone number and password, and add Pending Due sales against their own nozzle at the time of sale.
• These entries show up automatically when you close the shift, as part of the collected amount.
• Each customer's balance is credit sales minus payments. You record payments when they come in.
• One tap opens WhatsApp with a reminder message ready to send. It is free and uses your own WhatsApp.

You can read more on the features page. For the bigger picture of daily accounts, see petrol pump daily hisab: paper vs app.