MunshiExpenses and bank entries belong in one evening routine because they are two answers about the same rupee: what it was for, and which pot it left. Munshi, made by DIGIT, keeps an Expense list, a Bank Book, a Cash Book and the customer khata as separate screens. Nothing is posted twice unless you tap twice. The guide that introduces categories and the idea of a daily expense habit is how to track business expenses. Read that for the “why”. Stay here for the combined shop routine: the bill, the bank, and the drawer, in one pass. How the three books differ is in cash book, khata and bank book.
Set the names once
Open Expense. Add the categories you will actually use: Rent, Electricity, Wages, Transport, Repairs. A category called “misc” becomes a junk drawer by the second week. You can rename later. Then open the bank side and tap Add bank account. Use the name you say out loud, “Meezan current” or “easypaisa”, not a code only you understood in January. One account per real balance. A personal savings account that also receives shop transfers will lie to you unless you truly run the shop through it and record every personal dip.
This is not a second business. If the workshop and the shop must not share customers, that split is up to five businesses. Expenses and bank accounts already stay inside the business you have open.
The four ways a rupee can leave
Decide which pot moved, then write every screen that pot touches. Munshi will not do the second tap.
- Notes from the drawer for a shop cost. Cash out so the evening count falls. An Expense in the right category so the month shows rent or tea. Example: Rs 18,000 rent handed to the landlord in cash. Both lines, same day.
- A transfer or a cheque from the bank for a shop cost. A Withdrawal on that bank account. The same Expense. No Cash out. The drawer never saw the money. Recording it as cash makes the drawer look short.
- Cash carried to the bank. Cash out of the drawer and a Deposit on the bank. No expense. You did not spend it. You moved it. Recording the deposit as Cash in would invent a sale.
- Cash brought back from the bank for change. Withdrawal on the bank and Cash in in the Cash Book. Again, not an expense and not a sale.
Say the sentence before you tap. “This is rent, and it left Meezan.” Then the withdrawal and the expense are obvious. “This is yesterday’s notes, going to Meezan.” Then cash out and deposit are obvious. The sentence stops the common mix-up.
Where the khata fits, and where it does not
A customer’s udhaar is not an expense and not a bank line. You gave and You got stay on the person. When they pay cash, You got plus Cash in. When they pay into your bank, You got plus a Deposit. You do not also mark an expense, because their payment is not a cost.
A supplier you have not paid is not yet an expense line you should invent in order to “show the bill”. The amount you owe is You got on the supplier, which moves the balance toward “You owe them”. When you pay from the drawer, You gave on the supplier and Cash out. When you pay from the bank, You gave and a Withdrawal. If you also want that payment inside an expense category such as goods you bought to sell, add the expense at the moment you pay, not a second time when you ordered. Paying twice in the books is as expensive as paying twice in life. The supplier screen itself is explained in the supplier khata. Munshi still does not manage stock, invoices or barcodes, so the note is “flour, 12 bags” if you need a memory, not a warehouse system.
The evening pass
Pick a time after the close of the cash drawer, which is its own routine in the daily cash book. Then do expenses and bank while the receipts are still in your pocket.
- Empty the pocket. Each receipt or transfer gets one expense if it was a cost.
- For each of those, ask which pot paid. Add the Cash out or the Withdrawal if you have not already.
- Open the bank account and add any deposit or withdrawal the SMS told you about that you have not typed. The bank screen is the one that should later match the statement you get from the bank. Munshi does not log into the bank.
- Look at Home. Expenses this month should move when you add a cost. The bank total should move when you add a deposit or a withdrawal. If a number did not move, the tap landed on the wrong screen.
A personal drawing, money you take home to live on, is Cash out or a withdrawal with a note “taken home”. Putting it in Rent inflates rent and flatters your idea of wages. Keep household spending out of shop categories. That single split does more for an honest month than a clever report.
What the report is allowed to say
Open Reports, choose the dates, and you can read an Expense report and Profit & Loss. The app’s own note on that profit figure is blunt: it is an estimate from what you recorded. Income is your Cash Book cash in. Expenses are your Expense entries. Anything not written in Munshi is not counted. Udhaar you have not collected is not cash in, so it is not inside that income number. A bank balance is not profit. Reading the page properly is the subject of the profit and loss guide. Use it after this routine has been honest for a month, not on the first evening.
You can share those reports as PDF or Excel. Read them before you send them to a partner. A backup, phone and optional Google Drive, sits under Settings, Backup & restore, and is described in Google Drive backups.
Munshi is free to download and ad-supported. Ads are marked Ad and are not shown while you add an entry, sign in, unlock the app or send a reminder. Names, phone numbers and amounts are not shared with advertisers. If you are comparing khata apps on whether they even have a bank book, start with Munshi and Easy Khata and Munshi and DigiKhata, then enter one real rent payment and one real deposit in Munshi and see if both screens agree with your pocket.