From notebook to phone
Digital Credit Book App for Shops | Zawid Accounts
A digital credit book app like Zawid Accounts does the job of the notebook behind the counter, on an Android phone. Each customer gets a page of their own, every charge and payment is saved with a date, a note and a currency, and the balance is calculated from those entries instead of tallied in the margin.
There is nothing wrong with a paper ledger, and plenty of shops have run on one for years. But as the customer list grows, it gets harder to see who owes what, cross-outs pile up and finding a name takes longer. Below is an honest comparison, plus a simple way to move your notebook to your phone with opening balances and no double entries.
Zawid Accounts · Content updated:
What changes with a digital credit book app
In a notebook you write the name and amount, then cross it out or scribble “paid 100” next to it, and add up the page at the end of the month. In Zawid the charge is one entry and the payment is another, so the original debt stays visible and the remaining balance shows right away.
When a customer asks how much they owe, you open their account, choose the period, review the statement and share it as a PDF, for example in WhatsApp, instead of snapping a photo of a page that shows other customers’ names.
| Feature | Paper notebook | Zawid Accounts |
|---|---|---|
| Working out the balance | Adding and subtracting by hand | Calculated from the debt and payment entries you saved |
| Partial payments | Cross-outs or notes beside the original amount | A separate payment entry, with the original debt still visible |
| Finding a customer | Flipping through pages | Search by name in the account list |
| Showing a customer their account | A photo of a page that may show other names | A PDF statement for that customer and the period you choose |
| Currencies | Mixed on the same page | Each balance kept in its own currency, no conversion |
| Payment promises | A note in the margin | Tracked in the Collection Center, never counted as money received |
| Loss or damage | Lose the notebook, lose the records | A manual backup you keep off the phone; without one, records can be lost with the phone |
| Internet | Not needed | Core recording works offline |
| Cost | A notebook and a pen | A Free plan with clear limits that may show ads; Pro is optional |
Moving your shop’s ledger book to the app
The cleanest approach is to pick one start date, bring everything before it over as balances, and record everything after it as new entries:
- Choose a start date, such as the first of the month, and total each customer’s balance in the notebook up to that day.
- Where you can, confirm the balance with the customer before moving it, especially for large or old accounts.
- Create an account for each customer in the right currency and enter the confirmed amount as the opening balance. A customer who owes 500 in the notebook starts with an opening balance of 500.
- From the start date on, record new charges and payments only in the app, and never re-enter the old amount as a new debt.
- Keep the old notebook for reference, and make a manual backup once the move is done.
Suppliers and currencies
If your notebook also tracks what you owe wholesalers, set them up as Supplier accounts so they stay apart from customer debts. If you deal in more than one currency, each balance stays in its own currency. Zawid does not convert at an exchange rate, so don’t add amounts in two currencies into one figure.
A simple routine after the switch
A digital ledger only helps if entries go in on time. A light routine covers most shops:
- Record a credit sale the moment the goods leave, with a short note on what the customer took.
- Record a payment when the money actually arrives, not when the customer promises it; promises belong in the Collection Center.
- At the end of the week, open the Collection Center to see accounts that need follow-up and upcoming promises, then decide yourself whom to contact.
- Make a manual backup regularly, say every weekend, and keep it somewhere private off the phone.
Who it suits, and the honest limits
It suits corner stores, small shops, repair shops and anyone who sells on credit to customers they know, as well as people tracking money they have lent. The core ledger is stored on your phone and works offline.
On the other hand, a digital credit book does not collect debts or send reminders on its own, and Zawid is not a tax tool or a POS system. For new users, the Free plan allows up to 50 active customers and suppliers combined, with no numeric cap on transactions, and it may show ads. Pro is optional if you need more accounts.
If you would rather start with a spreadsheet, the site offers a free Excel debt ledger template you can download.
Frequently asked questions
Is a digital credit book always better than paper?
Not always. With a handful of customers and rare credit sales, paper may be enough. The difference shows when accounts multiply, partial payments add up and you need to share a clear statement.
How do I move debts from my old notebook?
Pick a start date, enter each customer’s confirmed balance as the opening balance, then record new activity only in the app.
Do I have to re-enter every old transaction?
Usually not. The confirmed balance on your start date is enough, and you can keep the notebook for reference if a customer asks about older details.
What if I lose my phone?
Your ledger lives on the phone, and a subscription does not back it up. Make a manual backup regularly and keep it off the phone so you can restore on a new device. Current backups are not encrypted by default, so protect the file.
Can I use the Excel template instead of the app?
Yes. The Excel debt ledger template on the site suits people who prefer a sheet they fill in themselves on a computer. The app calculates balances from your entries on the phone and prepares a PDF statement for each customer when you need one.
Can a customer see their own account?
Yes, through a PDF statement that you review and then share with them. Zawid never sends statements automatically.