LedgerSeva — User Manual

01

Introduction

LedgerSeva is a complete business management platform built specifically for E-Seva and Common Service Centre (CSC) operators. It brings together customer service, accounting, staff management, and reporting into one place, so a centre owner can run receipts, payments, AEPS/DMT cash transactions, loans, and government-service bookkeeping without juggling separate registers or spreadsheets.

This manual walks through every module of the application using real screenshots from a live LedgerSeva instance. Use the guided sidebar to jump directly to any section — your progress is tracked as you scroll.

Who this manual is for

Super Admin

Full access to every module, including staff accounts, permissions, backups, and licensing.

Admin

Day-to-day operational access, with permissions and Super Admin actions restricted.

Staff

Front-desk operator access, focused on receipts, payments, and customer service.

02

Signing In

LedgerSeva does not allow self-registration — accounts are created only by an administrator from the Office Management module. To sign in, enter the username or email and password provided by your administrator.

Two-Factor Login (Email OTP)

After a correct username and password, LedgerSeva sends a 6-digit one-time code to the account's registered email address. This code must be entered within 10 minutes to complete sign-in. This two-factor step applies to every login, for every role, with no exceptions — it cannot be disabled.

The one-time password verification screen

To protect against brute-force attempts, LedgerSeva automatically locks an account for 15 minutes after 5 consecutive failed password attempts. If you're locked out, simply wait for the lockout period to end — no administrator action is required.

03

Dashboard

The Dashboard is the first screen you see after signing in. It gives an at-a-glance summary of the centre's activity for the day and the month, along with quick-action shortcuts to the most common tasks.

What's shown here

Stat cards — Receipts Today, Payments Today, Receipts This Month, Payments This Month, Total Customers, and Active Services.
Quick Actions — one-click shortcuts to Enter Receipt, Enter Payment, Create Service, Create Customer, Download Reports, User Manual, and Raise Ticket.
Recent Transactions — the latest vouchers recorded across the centre.
Receipts vs Payments and Top Services by Income — visual charts for the current month.

04

Receipts & Payments

This is the core transaction module — every rupee a customer pays for a government service, and every expense the centre pays out, is recorded here as a voucher.

Recording a Receipt

1

Click New Receipt.

2

Search for the customer by name or mobile — or add one instantly if they're new.

3

Search the service catalog and add one or more service lines.

4

Choose Cash or Bank as the payment mode, then save — a voucher number is generated automatically.

Income vs. Commission

Each service line carries two components — your Income (what the centre earns) and the Commission (the pass-through portion, such as a government fee), which together make up the line total.

Voucher numbers follow a fixed pattern — receipts as RC-000001, payments as PY-000001 — assigned automatically and never editable, so your audit trail stays clean.

A third option — Credit — lets a customer take the service now and pay later. See Credit Sales & Receivables for the full flow.

05

Credit Sales & Receivables

Sometimes a customer takes the service now but pays later. Instead of forcing every receipt into Cash or Bank, LedgerSeva lets you mark it Credit — the sale is still recorded and the income still booked immediately, but the money owed sits in Accounts Receivable until the customer actually pays.

Recording a Credit Sale

1

Start a New Receipt exactly as usual — pick the customer, add service lines.

2

Under Payment Mode, choose Credit instead of Cash or Bank.

3

The form shows the customer's remaining credit limit right there, and blocks the save if this sale would push them over it.

Credit selected as the payment mode, with the remaining limit shown

A customer can only be sold on credit once an Admin or Super Admin has set a Credit Limit above ₹0 on their record — see Setting a Credit Limit below. This is a deliberate opt-in, not a default.

Credit Vouchers in the Register

Credit-mode vouchers are badged in the Receipts & Payments register so you can see at a glance what's outstanding — Open (nothing paid yet), Partial (some paid), or Settled (fully paid).

Credit vouchers badged Open in the register, with the amount still due

Collecting Payment Later

When the customer comes back to pay, just start a New Receipt and search for them as normal — if they have an outstanding balance, a banner appears right inside the form.

The outstanding-credit banner shown when a customer with unpaid vouchers is selected

Click Settle now to expand a panel listing every open voucher for that customer. Each one can be paid off fully or partially — untick a voucher to skip it, or edit the amount for a partial payment — then pick Cash or Bank for where the money actually lands.

Settling two open vouchers at once, partially or in full, against Cash or Bank

A single settlement can pay off several open vouchers at once, and a single voucher can be paid off across several separate settlements over time — LedgerSeva tracks the running balance on each one independently.

Setting a Credit Limit

Open a customer's own page from the Customers module. A Super Admin or Admin can set or change the Credit Limit there directly — the same page also shows their current outstanding balance and a table of every open credit voucher.

A customer's page showing outstanding credit, editable credit limit, and open vouchers

Receivables Report

Reports → Receivables gives two views of what's owed: a Running Balance (every credit sale and settlement in a date range, with a running total — for one customer or all combined), and an As On Date snapshot of every customer's outstanding balance as of a chosen day, including how long each amount has been outstanding.

06

Cash Movement (AEPS / DMT)

Cash Movement is a dedicated module for AEPS (Aadhaar Enabled Payment System) and DMT (Domestic Money Transfer) services — the cash-in/cash-out transactions common at CSC centres. It solves a bookkeeping problem generic accounting tools get wrong: only your commission should count as income, while the much larger principal amount being moved is a pure transfer between accounts, not turnover.

Recording a Transaction

1

Click Record Cash Movement and choose the service (AEPS, DMT, etc.).

2

Search for or add the customer.

3

Pick the From Account (decreases) and To Account (increases) — e.g. cash out of the till into your provider wallet.

4

Enter the principal amount, then your commission separately, and save.

Only commission is booked as income — a ₹50,000 cash withdrawal with a ₹40 commission shows up correctly as ₹40 of income, not ₹50,000 of turnover, keeping your Profit & Loss statement accurate.

07

Services Master

Services Master is where every service your centre offers is catalogued — from certificates and licenses to bill payments — each with a default income and commission amount, and mapped to a specific ledger in your Chart of Accounts.

Structure

Services are organised in a two-level hierarchy: Major Groups containing Minor Groups, which in turn contain individual Services — each with a name, a unique code, default income/commission amounts, and a toggle for whether staff can edit those amounts at entry time.

1

Create a Major Group (e.g. "Certificates") and, inside it, a Minor Group (e.g. "Income Certificate").

2

Add individual Services under the Minor Group, each with its own code and default income/commission.

3

Decide per-service whether Staff can override the default amount when entering a receipt, or whether it stays fixed.

Cash Movement Master

A separate, simpler list lives alongside the main catalog specifically for Cash Movement — just service names (e.g. AEPS Withdrawal, DMT Transfer) with no pricing attached, since those transactions use variable amounts entered per transaction.

Super Admins can download an Excel template, fill in many services at once, and bulk-import them in one shot — handy when first setting up the system or onboarding a large service list. Existing services can also be edited or deleted individually at any time, with deletion blocked if the service already has transactions recorded against it.

08

Customers

Every individual or business that transacts with the centre is tracked here, with a running history of receipts and income generated from that customer.

Adding Customers

Customers can be added directly from this page, or "quick-added" on the fly from within the Receipts & Payments or Cash Movement forms simply by typing a mobile number — if no match is found, you're prompted for a name and Individual/Business status, and the record is created instantly.

Customer Detail

Clicking any customer opens their detail page — full contact information alongside a complete transaction history for that customer, so a quick lookup answers "what has this person paid, and for what" without digging through the main register. This is also where a Super Admin or Admin sets the customer's Credit Limit and reviews any open credit vouchers — see Credit Sales & Receivables.

The search box on the Customers list matches on both name and mobile number, so front-desk staff can pull up a record instantly with whichever detail the customer gives.

09

Accounting

The Accounting module holds your Chart of Accounts and every Cash/Bank account the centre operates, forming the backbone of all financial reporting. It's split into two tabs: Bank / Cash Accounts and Chart of Accounts.

Bank / Cash Accounts

Every physical account the centre uses — the till, bank accounts, and provider wallets — is registered here, shown as a portrait card with its current opening balance and Debit/Credit type. The default system Cash account always exists and cannot be deleted; every other account is fully managed by the Super Admin.

1

Click Add Bank Account and choose Bank or Cash (till / petty cash).

2

For a bank account, enter the bank name and account number.

3

Enter the opening balance and whether it opens as Debit or Credit, then save.

The Super Admin can edit any account's opening balance later, or delete an account outright — deletion is blocked automatically if the account already has transactions against it, to protect your books.

Chart of Accounts

A Tally-style structure — Direct Income, Indirect Income, Direct Expenses, Indirect Expenses, Current Assets, Current Liabilities, Fixed Assets, Long Term Liabilities, Cash & Bank, and Business Capital — each holding the ledgers relevant to your business.

1

Click Add Ledger and choose which group it belongs to.

2

Name the ledger and set its opening balance and Debit/Credit type.

3

Save — the ledger is immediately available when recording receipts, payments, and other vouchers.

System ledgers (the ones LedgerSeva creates automatically, like Cash Movement Commission Income) are protected from renaming or deletion so core reports never break; ledgers you create yourself stay fully editable, including their opening balance.

10

Loans

Tracks money the centre lends out or borrows — separate from day-to-day service income, but still fully reflected in your accounts as a contra entry rather than revenue.

Recording a Loan

1

Choose whether the loan is Given or Taken.

2

Enter the party name and, optionally, link it to a Customer record.

3

Enter the principal amount, an optional interest rate, and the account used.

Opening an individual loan lets you record repayments against it over time. Once the outstanding balance reaches zero, the loan is automatically marked Closed.

11

Office Management

Office Management is where the Super Admin controls staff access — creating accounts, assigning roles, configuring exactly what each role is permitted to do, and white-labelling the app's branding. The page is organised into four tabs: Users, Roles & Permissions, Audit Log, and (Super Admin only) Branding.

Users tab

Lists every account at the centre with their role and status. From here a Super Admin or Admin can create a new user, change an existing user's role, deactivate an account, or reset a user's password on their behalf.

1

Click Add User, enter their name, username/email, and choose a role.

2

A random temporary password is generated automatically and emailed to the new user — nobody sets it manually.

3

The user signs in with that temporary password and is forced to set their own new password before reaching any other screen.

Admin can reset the password of any Staff or Admin account, but never the Super Admin's — that reset is deliberately locked to the Super Admin alone.

Roles & Permissions tab

A permissions matrix lets the Super Admin control, module-by-module, exactly what the Admin and Staff roles can see and do — each module can be toggled between no access, view-only, or full access. This is the mechanism behind the default role behaviour below.

Super Admin

Unrestricted access to every module, including permissions themselves — this role's own access can never be restricted.

Admin

Broad operational access by default — cannot modify role permissions or reset the Super Admin's password, regardless of what's granted elsewhere.

Staff

Front-desk access, limited by default to Dashboard, Receipts & Payments, Cash Movement, Customers, and Support.

Audit Log tab

A running, read-only history of sensitive actions across the centre — logins, user and permission changes, branding updates, deletions, and backup/restore events — each entry stamped with who did it and when, so nothing important happens without a trace.

Branding

The Super Admin can white-label the interface with the centre's own identity, replacing the default LedgerSeva mark shown in the sidebar and top bar.

1

Upload a Sidebar Logo — a transparent PNG or SVG, recommended size 240 × 80px (a wide rectangle), max 2MB. It renders on a white rounded box at the top of the sidebar.

2

Set the Display Text (up to 80 characters) — shown alongside the logo, e.g. "Powered by Your Company Name".

3

Save — the change applies immediately across the sidebar and top bar for every user at the centre.

Leaving the logo blank keeps the default LedgerSeva logo. A dedicated remove button clears an uploaded logo and reverts to the default at any time, without needing to re-upload anything.

12

Business Details

Stores the centre's own business profile information — used for reference and, where relevant, printed on reports and documents. Staff see this page read-only; only Admin and Super Admin can edit it.

Fields tracked

Business identity — Business Name, Owner/Proprietor Name, Phone, Email, Established Date.
Address — Address Line, City, State, Pincode.
Tax — GST Number (optional, for centres that are GST-registered).

This information is separate from License Info — Business Details describes the centre itself, while License Info tracks the LedgerSeva subscription/licensing relationship.

13

Reports

A dedicated reporting centre for exporting your data as Excel workbooks — everything from a simple receipts register to a full Profit & Loss statement.

Available Reports

Receipts & Payments Register — all vouchers in a date range, optionally filtered by type.
Customer Ledger — full transaction history for one customer.
Ledger Statement — opening, movements, and closing balance for one ledger over a date range.
Trial Balance — the balance of every ledger as of a chosen date.
Profit & Loss — income and expense ledgers only, correctly excluding Cash Movement principal.
Day Book — a daily summary of receipts versus payments with running totals.
Service-wise Income Summary — income and commission collected per service.
Account Transactions — every voucher through one specific Cash/Bank account.
Receivables — Running Balance or As On Date views of Credit-sale money owed by customers; see Credit Sales & Receivables.

Generating a Report

1

Pick the report type from the list.

2

Choose a date range (and, where relevant, a specific customer, ledger, or account) to scope it.

3

Click Export — an Excel (.xlsx) workbook downloads instantly, formatted and ready to share or archive.

14

Useful Links

A simple, centralised place to store and quickly access web links your team uses regularly — government portals, supplier sites, or internal resources — so the whole team works from the same bookmarks instead of everyone keeping their own.

Adding a Link

1

Click Add Link.

2

Enter a Title and an optional short Description.

3

Paste the URL and pick a Category to group it with related links.

Links are grouped by category on the page, so related resources — e.g. all government portals — stay together and stay easy to scan.

15

License Info

Tracks the centre's own licensing details and any associated invoices — a Super Admin function for editing, with Admin having view-only access and Staff having none.

License details

Customer Name, Business Name, GST Number, Purchase Date, and Expiry Date — a snapshot of the centre's licensing relationship, independent of the day-to-day Business Details page.

Invoices

Below the license details sits a running table of invoices, each tagged as either License Fee or VAS Payment, with an invoice number, date, amount, and an optional link to the invoice document.

1

Click Add Invoice (Super Admin only).

2

Choose the invoice type, then enter the invoice number, date, and amount.

3

Optionally attach a link to the invoice document, then save — it appears instantly at the top of the table.

16

Backup & Restore

Gives you full ownership of your business data through encrypted, downloadable backups — independent of LedgerSeva's own hosting.

Exporting a Backup

Choose a passphrase (minimum 8 characters) and export an encrypted .seva file containing all customers, services, accounting data, transactions, and loans. User accounts and roles are never included.

The passphrase is never stored anywhere — if you lose it, the backup file cannot be opened, so keep it somewhere safe.

Restoring a Backup

Restoring completely replaces all current business data with the contents of the backup file — this cannot be undone, which is why the form requires typing RESTORE to confirm. Deliberately restricted to the Super Admin only, given how destructive it is.

Offline Viewer

A standalone, self-contained HTML page lets anyone view a .seva backup's transactions with filters, with no login and no server required.

17

Support

A simple, always-visible place to reach the LedgerSeva team directly — by email or WhatsApp — without hunting for contact details elsewhere. Available to every role.

Email Support

Send a query to support@ledgerseva.in any time; the team typically responds within a business day.

WhatsApp Support

Message the support number directly for faster, conversational help.

There is no self-service ticket queue to check back on — just describe the issue over email or WhatsApp and the team opens and tracks it on your behalf.

18

My Profile

Every user can update their own display name and change their password from this page — accessible from the user menu in the top-right corner.

ledgerseva.in/profile

My Profile

Changing your password requires entering your current password first. The new password must be at least 8 characters and match its confirmation field.

19

Security Notes

2FA

Every login — regardless of role — requires both a password and a one-time email code. This cannot be disabled.

Lockout

5 consecutive failed password attempts locks an account for 15 minutes.

Forced Reset

New accounts and password resets always require setting a new password on first login.

Permission Boundaries

The Admin role can manage most day-to-day operations, but is deliberately blocked from changing role permissions, resetting the Super Admin's password, or modifying Support/License Info content — these stay Super-Admin-exclusive regardless of what permissions are granted elsewhere.

Data Ownership

Encrypted, exportable backups mean your business data is never locked into the platform — you can export, inspect offline, and restore it independently at any time.