The Pakistani Business Relationship
In Pakistan, business is built on relationships and trust. The neighbourhood kiranay wala extends credit to regular customers, the pharmacist keeps a tab for the family next door, and the wholesale market runs on handshake deals. ClearRing digitises these relationships without removing the warmth that makes them work.
The Customer Management and Khata Book modules are designed specifically for the Pakistani market — they handle credit ledgers, loyalty points, and complete purchase history for every customer.
The Customer List
Navigate to Customers in the sidebar. You'll see a searchable, filterable table of all your customers with:
- Name and tier (New, Regular, VIP)
- Phone number
- Total Spent — lifetime purchases
- Credit Balance — outstanding amount owed to you (highlighted in amber if non-zero)
- Loyalty Points — current unredeemed points shown in an indigo badge
Searching: Type any part of a name, phone number, or CNIC in the search bar for instant results.
Adding Customers
Click + Add Customer to create a new customer record:
| Field | Required | Notes | |-------|----------|-------| | Full Name | Yes | As it appears on receipts | | Phone Number | Yes | Used for SMS receipts and loyalty notifications | | CNIC | No | Optional for B2C; important for B2B credit tracking | | Address | No | Useful for delivery businesses | | Credit Limit | No | Maximum outstanding balance allowed | | Loyalty Tier | No | New / Regular / VIP — affects earn/redeem rates |
Customers can also be added at the POS terminal during checkout — the cashier taps "Add Customer" and enters the phone number. If the number matches an existing record, the account is linked automatically.
Attaching a Customer to a Sale
When the cashier starts a new sale, they can optionally link it to a customer account. This enables:
- Credit sales — the sale is marked as unpaid and recorded in the Khata book
- Loyalty points — points are credited to the customer's account automatically
- Purchase history — the sale appears on the customer's profile for future reference
To attach: click the Customer field at the top of the POS cart panel and search by name or phone.
Khata Book — Digital Credit Ledger
The Khata Book is ClearRing's most culturally relevant feature. It works exactly like the traditional paper khata — a per-customer ledger of credits and debits — but with the accuracy and searchability of a digital system.
Accessing the Khata Book
Navigate to Customers → Khata Book (or click the "Khata Book →" link from a customer's profile).
Khata Entries
Each customer's Khata shows:
| Entry Type | What it means | |------------|---------------| | Debit (Dr) | Customer owes you money — a credit sale was made | | Credit (Cr) | Customer paid — cash received against outstanding balance | | Running Balance | Current net amount owed |
Recording a Credit Sale
At the POS terminal, when you select a customer and choose "Credit / Khata" as the payment method, the sale amount is automatically added as a Debit entry in their Khata.
Recording a Payment
When a customer comes in to pay their outstanding balance:
- Go to Customers → Customer Profile → Khata
- Click + Record Payment
- Enter the amount received and payment method
- Confirm — a Credit entry is added and the balance reduces
Printing a Khata Statement
From the customer's Khata view, click Print Statement. This generates a dated PDF showing all debit and credit entries with the running balance — useful for settling disputes or reminding customers of their outstanding amount.
Loyalty Points Program
ClearRing's built-in loyalty program lets you reward customers automatically:
Configuration
Go to Settings → Loyalty to configure:
- Earn rate: e.g., 50 points per PKR 100 spent
- Redeem rate: e.g., 100 points = PKR 1 discount
- Minimum redemption: e.g., must have at least 500 points to redeem
- Expiry: optionally expire points after 6 or 12 months
How Points Work at POS
- Cashier attaches a customer to the sale
- After checkout, points are automatically calculated and added to the customer's account
- A notification (SMS or WhatsApp) is sent to the customer: "You earned 240 points! Total: 1,480 points."
Redeeming Points
At checkout, if a customer wants to use their points:
- Cashier confirms the customer's account is attached
- Clicks Redeem Points
- Enters the points to redeem (up to the customer's balance)
- The equivalent discount is applied to the cart
Customer Segments and Tiers
Assign customers to tiers to differentiate service and rewards:
| Tier | Typical Criteria | Benefits | |------|-----------------|---------| | New | First 3 purchases | Standard earn rate | | Regular | 4–20 lifetime purchases | 1.5× earn rate | | VIP | 20+ purchases or PKR 50,000+ spent | 2× earn rate, priority credit limit |
Tiers can be assigned manually or automated based on purchase thresholds — configure this under Settings → Loyalty → Tier Rules.
Customer Report
The Reports module includes a dedicated Customer Report that shows:
- New customers acquired per period
- Total credit outstanding
- Top customers by lifetime value
- Average purchase frequency
- Loyalty points issued vs. redeemed
SMS and WhatsApp Notifications
ClearRing can send automatic notifications to customers:
- Receipt on purchase — sent via SMS or WhatsApp after checkout
- Loyalty update — points earned or redeemed
- Khata reminder — weekly reminder if a customer has outstanding credit (configurable)
- Promotions — broadcast promotional messages to customer segments
Configure under Settings → Notifications → Customer Messaging.
Data Privacy and Security
All customer data in ClearRing is stored in compliance with Pakistan's personal data protection guidelines:
- Data is encrypted at rest and in transit
- Customer CNIC and phone numbers are masked in exports
- Role-based access ensures cashiers cannot view financial summaries; only managers and owners have full customer data access
Tips for Pakistani Businesses
- Always attach a customer at POS — even for small sales; the data compounds into valuable analytics
- Set credit limits per customer — prevents any single customer from accumulating unmanageable debt
- Send weekly Khata statements via WhatsApp — customers appreciate the transparency and it encourages timely payment
- Use VIP tier for your top 10% of customers — personalised service for high-value customers pays dividends in retention
- Run loyalty promotions during Ramadan and Eid — double-points campaigns drive basket size and repeat visits