Application guide
Your guide to using Thavana
From your first borrower to the day’s final collection—follow the steps for your role, with guidance for general lending and vehicle finance.
Demo login: 9999999999 / demo123
The everyday workflow
Set up team → Create lines → Register borrowers → Issue loans → Collect & share receipts → Close cash → Review reports
Owner
Sets up the company, manages the team, lending, settings, imports and billing.
Manager
Manages borrowers, lines and loans; reviews collections, closings and reports.
Collector
Registers borrowers, collects on assigned lines and submits daily cash closing.
Get started
Set up your company or try the public demo before entering your own records.
- 1Choose Start free trial on the home page. Enter your company name, owner name, mobile number and password, accept the terms, and create your account.
- 2Your company has its own login address. Save that address and share it with your team; each user signs in with their mobile number and password.
- 3On a phone, use the bottom navigation and More for additional screens. On a computer, use the sidebar. Switch between English and Tamil from the header.
- 4Begin with team members and lending lines, then add borrowers and create loans. The dashboard updates as you record activity.
Keep in mind: The demo uses mobile 9999999999 and password demo123. Demo data resets daily; use your own company account for your business records.
Add your team
Give managers and collectors separate accounts.
- 1Open More → Team, or Team in the sidebar. Add a name, mobile number, password and role.
- 2Use Manager for staff who manage lending and review reports. Use Collector for field staff who collect payments on assigned lines.
- 3Assign collectors when creating or editing lending lines. They see the loans on their own lines.
- 4Use Team to activate or deactivate staff and reset a manager or collector password. Deactivating a collector does not reassign their lines; reassign those lines separately.
Keep in mind: Team changes are disabled in the public demo. Only the company owner manages team accounts.
Create lending lines
A line groups loans by repayment frequency and collector.
- 1Open Lines → New line. Enter a recognisable name, such as Market daily or Vehicle monthly.
- 2Choose Daily, Weekly, Monthly or Monthly interest. Select a collector, or leave the line unassigned.
- 3Keep the line active and save. Create additional lines for other collectors or repayment frequencies.
- 4The loan inherits its repayment frequency from the line. You can edit the collector assignment later; the line type is locked after it has loans.
Keep in mind: For a vehicle EMI loan, start with a Monthly line. If New loan finds no active line, its New line button takes you through setup and back to lending.
Register a borrower
Keep contact, guarantor and optional photo details with each borrower.
- 1Open Borrowers → New borrower, or use the dashboard shortcut. Enter the borrower name and mobile number.
- 2Add optional address, area, alternate mobile, guarantor details, photo and notes. The Aadhaar field accepts only the last four digits.
- 3Keep the borrower active and save. Owners and managers can choose Save & create loan to continue directly to a new loan.
- 4While entering a loan, choose New borrower to add a borrower in the dialog. Saving selects that borrower and preserves the unfinished loan form.
Keep in mind: A mobile number must be unique within your company. Search for an existing borrower before creating a duplicate.
Create a general loan
Review the repayment schedule before issuing a loan.
- 1Open Loans → New loan and choose General loan. Select an active borrower and lending line.
- 2Enter principal, document charge, interest type, rate, rate period, number of installments and start date. Daily loans can skip Sundays.
- 3Use Flat for flat interest or Reducing for reducing-balance interest. A Monthly interest line uses interest-only monthly installments with principal due at the end.
- 4Review the preview: amount disbursed, total interest, total payable and installment dates. Rate period matters: Total, Per month and Per annum mean different things.
- 5Choose Create loan. The loan page shows the schedule, outstanding balance, payment history and collection actions.
Keep in mind: The first installment is due one repayment period after the start date. Enter the number of installments in Tenure, following the frequency shown beside the field.
Manage vehicle finance
Track the vehicle and its financing together.
- 1Open More → Vehicle finance → New vehicle loan, or the dashboard shortcut. Choose Vehicle finance in the new-loan form.
- 2Enter vehicle type, make and model. Add registration, chassis, engine, dealer and insurance expiry details when available.
- 3Enter the vehicle price and down payment. The financed amount is calculated automatically: a ₹1,00,000 vehicle with ₹20,000 down payment has ₹80,000 loan principal.
- 4Select the borrower and line, then enter interest and installment terms. Review the schedule and choose Create loan.
- 5Use Vehicle finance to search by borrower, mobile, loan or registration and filter by status. Open View loan & repayments to collect, view receipts or foreclose.
- 6From the loan page, use Edit vehicle details to update registration and insurance information. Financial terms and the repayment schedule are not changed by this edit.
Keep in mind: Down payment is paid toward the vehicle; it is not a loan collection in Thavana. Insurance expiry is displayed in the register, with an expired label for active loans.
Collect payments & share receipts
Record money received and keep a receipt for each collection.
- 1Open Collect to see loans due today or overdue. Search for the borrower or loan. You can also choose Collect payment on an active loan page.
- 2Check the dues and enter the actual amount received. Choose Cash, UPI or Bank and save the payment. GPS is optional and does not prevent saving.
- 3Choose View receipt after saving. Print it or use the WhatsApp share link; the link opens WhatsApp so you can review and send the message.
- 4When no payment is received, use Not paid to record a visit outcome. For Promised, choose the promised date.
- 5An owner or manager can reverse an incorrect collection from the loan payment history by entering a reason, then record the correct collection.
Keep in mind: Check the saved receipt before submitting again. Reversals remain in the payment history; excess payment becomes credit on the loan.
Close the collection day
Reconcile cash for each collector.
- 1Collectors open More → Close day. Review the expected cash for the day.
- 2Enter the actual cash declared and an optional note, then submit the closing. UPI and bank collections are not physical cash.
- 3Owners and managers open Cash closing to review pending collector-days and recent submissions.
- 4Check expected versus declared cash, investigate differences, and verify the submission.
Keep in mind: Cash expectations follow the collector assigned to the lending line. Keep line assignments accurate and review differences before verifying.
Read reports & statements
Use filters, Excel exports and print views to review your business.
- 1Open Reports and select daily collection, demand versus collection, overdue ageing, disbursements, profit & loss, daybook or borrower statement.
- 2Set the date or date range and the available borrower, collector or line filters, then apply them.
- 3Use Export to download Excel, or Print for the printable report. A borrower page also provides a Borrower statement shortcut.
- 4For early settlement, open an active loan and choose Foreclose. Review the quote, any discount and payment mode before confirming.
Keep in mind: Profit & loss follows cash income and expenses. Imported opening balances are excluded from cash collections. Foreclosure waives future interest according to the settlement quote.
Record expenses & capital
Keep operating expenses and other money movements distinct.
- 1Open Expenses & capital. Create or choose a category for Expense, Investment, Capital in or Capital out.
- 2Add the amount, business date, payment mode and optional note, then save.
- 3Review entries and use the available edit or delete actions when a correction is needed.
- 4Use Daybook to inspect money movements and Profit & loss to review operating income and expenses.
Keep in mind: Only Expense categories count as expenses in profit & loss. Investments and capital movements appear in the cash book.
Import existing records
Bring existing borrowers and running loans into Thavana with templates.
- 1Open Import and download the Borrowers template. Fill in the file and upload it for validation and preview.
- 2Correct every reported error, then confirm the borrower import. Create lending lines before importing loans.
- 3Download the Active loans template. Borrower mobile numbers and line names must match records already in your company.
- 4Upload and preview the loan file. Enter Already paid for amounts collected before Thavana; confirm only after checking the preview.
Keep in mind: Use .xlsx files up to 2 MB with at most 1,000 rows per import. Already paid is an opening balance, not a new cash collection. The current loan template imports general loans; create vehicle loans through Vehicle finance.
Company settings, account & billing
Keep your company profile and account access current.
- 1Owners open Settings to update company branding, receipt footer, default document charge, WhatsApp language and penalty settings.
- 2Each user can open Account to change their own password. The owner resets team member passwords in Team.
- 3Open Billing to view the company subscription and limits. Use the contact option for renewals or plan changes.
- 4Platform operators use the separate admin login to manage company subscriptions and support access. This is separate from the company owner account.
Keep in mind: When a subscription becomes read-only, owners and managers can still view and export records but cannot add or change them. Collectors are blocked until access is restored.
Finance calculators
Work out interest, installments, vehicle finance, discounts, and cash totals before recording a transaction.
- 1Open More → Finance calculators, or use the dashboard shortcut.
- 2Choose loan / EMI, vehicle finance, interest between dates, percentage / discount, or cash counter.
- 3Enter your amounts and terms, then press Calculate. View the repayment schedule, download CSV, or print the loan estimate.
Keep in mind: These are estimates. Calculating does not create a loan, record a payment, or change your accounts.
Common questions
Why can’t I create a loan?
You must be an owner or manager with write access. Add an active borrower and active lending line, complete the terms, and resolve any errors shown in the preview. Also check your plan’s active-loan limit.
Why are Team changes or password changes blocked in the demo?
The public demo is shared and resets daily. Account and team changes are disabled there. Create your own company account to manage staff and passwords.
I forgot my password. What should I do?
Managers and collectors should ask their company owner to reset their password in Team. Company owners should contact platform support; there is no self-service password reset screen.
Can I change a vehicle loan after payments?
You can update vehicle identity, registration, dealer and insurance details. Financial loan terms and repayment schedules cannot be edited. Use a payment reversal to correct a collection, or the foreclosure flow for early settlement.
Does Thavana automatically take payments or send WhatsApp messages?
Cash, UPI and bank payments are recorded after you receive them. WhatsApp sharing opens a message for you to review and send. Automatic payment collection and automatic messaging are not available.
What if a collector cannot see a loan?
Check that the loan belongs to a line assigned to that collector, that their account is active, and that company access is valid. Collect shows due or overdue loans; future installments can be found under Loans.
Ready to put it into practice?
Explore the demo, or create your company account and start with your team and lending lines.