Account Security & Data Safety
Your Billing Data,
Under Your Control
Your invoices, parties and payments are the heart of your business. Khata Billing shows you every phone and browser where your account is logged in, lets you sign any of them out from anywhere, and adds a second step to your login with an authenticator app. With Premium you also decide exactly what each staff member can open, limit their logins to your shop's internet, see who did what, and keep encrypted backups.
What You Can Do
Device and login controls are in Settings → Account Settings → Login & Security, on the web and in the Android/iPhone app.
- See every phone and browser logged in — device, browser or app, last IP and last active time
- Sign out any device from anywhere, or use "Logout from all devices"
- Sign out your other devices when you change your password
- Two-Factor Authentication with an authenticator app and 8 recovery codes
- Login locks for 15 minutes after 5 wrong passwords
- Staff permissions per module — View, Add, Edit, Delete (Premium)
- IP Restrictions so staff can log in only from your shop or office (Premium)
- Activity Log — who did what, when, and from which IP (Premium)
- Encrypted Backup & Restore of your business data (Premium)
- Clear All Data, protected by your password and an email code
Logged-in Devices
See and sign out any phone or browser
Two-Factor Login
6-digit code from an authenticator app
Staff Controls
Permissions, IP limits and activity log
Backup & Restore
Encrypted backup file you can download
How It Works
Five minutes to lock down your account.
Open Login & Security
Go to Settings → Account Settings and open the Login & Security tab. It is in the same place on the web and in the Android/iPhone app.
Turn on Two-Factor Authentication
Click Enable 2FA, scan the QR code with an authenticator app, enter the 6-digit code it shows and save your 8 recovery codes.
Check Logged-in Devices
Look at every phone and browser with its last IP and last active time. Click Sign out next to any device you do not use, or click Logout from all devices.
Set staff access (Premium)
On the Staff Management page, add staff, choose View, Add, Edit or Delete for each module under Permissions, and add your shop's IP address under IP Restrictions.
Take a backup (Premium)
On the web app, go to Settings → Backup & Restore, click Create Backup and download the backup file.
Who It Is For
Any business where more than one phone, computer or person touches the books.
Free vs Premium
Core account protection is free. Premium adds staff controls, backups and removes the device limit.
| Feature | Free (₹0) | Premium (₹1,499/year) |
|---|---|---|
| Logged-in Devices list (device, browser/app, last IP, last active) | Included in Free | Included |
| Sign out a device / Logout from all devices | Included in Free | Included |
| Devices the owner can be logged in on at once | 2 (phones and browsers together) | No limit |
| Two-Factor Authentication (owner login) | Included in Free | Included |
| 15-minute lock after 5 wrong passwords | Included in Free | Included |
| Clear All Data with email code | Included in Free | Included |
| Staff logins with module Permissions | Not available (Add Staff asks you to upgrade) | Up to 10 staff |
| Staff IP Restrictions and staff Activity Log | Needs staff logins (Premium) | Included |
| Backup & Restore (owner, web app) | Not available | Up to 5 backups kept |
Premium is ₹1,499/year — or ₹999/year with code SAVE500. The Free plan also includes up to 10 GST invoices a day (100 in any 30 days). See full pricing.
Good to Know
Limits and requirements, so there are no surprises.
- Free plan: the owner can be logged in on 2 devices at a time. A browser unused for 60 minutes is signed out automatically when you need the slot; a phone app login is not — sign it out from Logged-in Devices.
- The mobile app signs out after 30 days without use. A browser signs out after a period without use; the time is shown on the Logged-in Devices screen.
- Two-Factor Authentication protects the owner login only. Codes come from an authenticator app, not by SMS. Staff are controlled with Permissions and IP Restrictions.
- Forgot Password and Clear All Data send their codes to your account email, so keep a working email in Account Settings → Profile.
- IP Restrictions suit a shop or office with a fixed (static) internet connection; home and mobile data IPs change often. Range (CIDR) rules work for IPv4. The owner login is never IP-restricted.
- Backup & Restore is on the web app, for the owner only. Backups are made when you click Create Backup, not automatically. Up to 5 are kept — delete an old one to make a new one.
- A backup restores only into the same account and replaces your current data. Staff, payroll and warehouse records are not part of a backup.
- Clear All Data cannot be undone. Your login, plan and staff logins stay, but staff permissions and IP rules are cleared. If Premium expires, the 2-device limit applies again and staff can no longer log in.
Account Security — Common Questions
How many devices can I stay logged in on with the Free plan?
On the Free plan the owner login can be active on 2 devices at a time — phones and browsers together. Premium has no device limit. Staff logins are not counted in this limit.
What happens if I log in on a third device on the Free plan?
The login is stopped with a message. A browser that has not been used for 60 minutes is signed out automatically to make room. Otherwise, sign out a device under Settings → Account Settings → Login & Security → Logged-in Devices, or upgrade to Premium. If you no longer have those devices, use Forgot Password — it signs you out everywhere.
I lost my phone. How do I sign it out of Khata Billing?
Log in on any other device, open Login & Security → Logged-in Devices and click Sign out next to the phone. You can also click Logout from all devices, or reset your password with Forgot Password on the login page, which signs out every device.
Does Khata Billing support two-factor authentication (2FA)?
Yes, on the Free plan too. The account owner can turn on Two-Factor Authentication in Login & Security. After the password, every login asks for a 6-digit code from an authenticator app such as Google Authenticator, Microsoft Authenticator or Authy. You also get 8 one-time recovery codes in case you lose your phone.
Can I control what my staff can see and do?
Yes, with Premium. Each staff member gets their own login, and you choose View, Add, Edit or Delete for every module — for example invoices, items, parties, expenses, POS or KOT. Modules without View are hidden from their menu. You can also limit staff logins to your shop's IP address and check the Activity Log.
Can I take a backup of my billing data?
Yes, with Premium. Backup & Restore (owner only, web app) makes a backup when you click Create Backup — it is not scheduled automatically. The backup file is encrypted, can be downloaded, and up to 5 backups are kept in your account. A backup can only be restored into the same account, and restoring replaces your current data.
How do I delete all my business data?
The owner can use Account Settings → Danger Zone → Clear All Data. You enter your password, type your account email, tick the confirmation and enter a 6-digit code sent to that email. You can keep sample data or start completely empty. Your login and plan stay. This cannot be undone, so take a backup first if you have Premium.
What happens after too many wrong passwords?
After 5 wrong passwords, login for that mobile number — and from that network — is locked for 15 minutes. You can wait, or reset your password with Forgot Password.
Related Features
Keep Your Billing Account Safe — Free
Create your free account, turn on two-factor login and check your logged-in devices in minutes. No credit card needed.
Start Using Khata Billing — 100% Free
GST Billing · Inventory · POS · Payroll · Banking · GST Reports — all in one free app