Free Online Cashbook & Digital Khata App

What an online cashbook is for

A cashbook is the simplest form of bookkeeping: every time money comes in or goes out, you write down who, how much, what for and how it was paid. Many small shops, market traders, freelancers and community groups keep this on paper, which is known in South Asia as a khata. The CYBEX Cash Book is the same idea on a web page. You can open it on a phone or computer, and the totals update as you add entries.

It is not accounting software. It does not produce invoices or manage stock, and it does not replace a bookkeeper or an accounting package for VAT and tax returns. It is for people who mainly want to know where the cash went and what the balance is today.

Features

• Summary at a glance: net balance, total money in and total money out.
• Simple entries: money given or received, with party name, payment head (category), amount, payment method and remarks.
• Payment methods: cash, bank or Raast transfer, EasyPaisa or NayaPay, and cheque.
• Statements: filter by date range, payment head and payment mode, then export to PDF or Excel.
• Your own categories: create custom payment heads such as rent, salary or sales.
• Multiple cashbooks: keep a separate book for each shop, project or branch.
• Branded vouchers: add your logo, business name, email and phone or WhatsApp number, then share the voucher on WhatsApp or download it as a PDF.
• Team roles: invite people as Admin, Operator or Viewer.

A worked example

A family runs a small import shop and a market stall. They create two cashbooks, one for each, and set up payment heads for stock, rent, transport and wages. The owner enters a supplier payment made by bank transfer, then a cash sale at the stall. At the end of the month they filter the statement for “Rent” and “Transport”, export it to Excel and send it to their accountant. A Viewer login lets a relative check the balance without being able to change entries. This is an illustration of the workflow, not a client case.

Who it is for

• Small shops, wholesalers and online sellers who need a daily cash record.
• Freelancers and home businesses.
• Community groups, welfare organisations and project teams tracking shared money.
• Training institutes and small organisations that want a lightweight ledger.
• Businesses and families in the UK and Europe with Pakistan-linked operations who track payments made through Pakistani channels.

Price, currency and limits

The cashbook is free to use. Custom work, such as a pounds or euro version, extra fields or a link to your other systems, is quoted separately, with small changes usually starting from £150 and larger ones agreed after we see what you need.

At present amounts are shown in Pakistani rupees (PKR), and the payment methods include Pakistani options such as Raast, EasyPaisa and NayaPay. If you need pounds or euros, ask us about custom features. We would rather say this plainly than let you find out after signing up. The tool is a simple cash and payment tracker, not full accounting software.

How it compares

Keeping a clean cashbook

A cashbook is only as useful as the habits behind it. A few simple rules make the statements reliable:

• Record on the day. Entries made from memory a week later are where most errors creep in.
• Keep payment heads short and consistent. Ten clear heads such as Rent, Wages, Stock and Transport are easier to report on than forty overlapping ones.
• Use one cashbook per business or project. Mixing a shop and a household in one book makes balances meaningless.
• Check against reality weekly. Count the cash in the till and compare it with the net balance, and compare bank entries with your bank statement.
• Use the right role for each person. Give staff the Operator role to add entries, and give an accountant or relative the Viewer role so they can read without changing anything.
• Export a monthly statement. A PDF or Excel copy each month is a simple backup and a useful record for your accountant.

Frequently Asked Questions

What is an online cashbook?

A web app where you record money received and paid, so you can see balances and statements without paper.

Is it free?

You can create a free account. No paid plans are listed at the moment.

What is a digital khata?

An electronic version of the paper ledger many small shops use to track who paid what.

Can I use it in the UK or Europe?

Yes, in any browser, but amounts are currently shown in PKR. Contact us if you need another currency.

How do I add an entry?

Record money given or received with the party name, payment head, amount, payment method and remarks.

Which payment methods are supported?

Cash, bank or Raast, EasyPaisa or NayaPay, and cheque.

What are payment heads?

Categories such as rent, salary or sales that you can create yourself.

Can I keep more than one cashbook?

Yes, for example one per shop, branch or project.

Can I export statements?

Yes, to PDF or Excel, after filtering by date, payment head and payment mode.

Can I add my logo to vouchers?

Yes, along with your business name, email and phone or WhatsApp number.

Can staff use it?

Yes, with Admin, Operator or Viewer roles.

Can it replace accounting software?

No. It tracks cash and payments but does not do invoicing, stock or tax returns.

CYBEX IT Solutions Ltd · Company No. 15580066 · 95C Belgrove Road, Welling, DA16 3PG, UK · Registered in England & Wales. See also our IT solutions.