Petty cash book
A petty cash book records every dollar into and out of the tin, with each payment split into columns by category. At month end the column totals tell your bookkeeper exactly what was spent on what. This one is free: download the Excel format (totals and balance work themselves out) or print it.
| Received ($) | Date | Details | Voucher | Total paid ($) | Stationery | Postage | Cleaning | Travel | Staff amenities | Sundry |
|---|---|---|---|---|---|---|---|---|---|---|
| Balance brought down | ||||||||||
| Totals | ||||||||||
| Balance carried down |
Free petty cash book from pettycashing.com. Rename the category columns to suit your business.
How a petty cash book works (the imprest system)
- Pick a float, say $200, and record it in the Received column.
- For every payment, write the date, details and voucher number, put the amount in Total paid, and the same amount again in the matching category column.
- At month end, add up each column. The category totals must add up to the Total paid figure. If they don't, a line has been written in the wrong place.
- Float minus Total paid is the balance carried down. Count the tin: the cash should match it.
- Top the tin back up by exactly the amount spent, so every month starts with the same float.
Worked example
A $200 float, five payments in September:
| Received ($) | Date | Details | Voucher | Total paid ($) | Stationery | Postage | Cleaning | Travel | Staff amenities | Sundry |
|---|---|---|---|---|---|---|---|---|---|---|
| 200.00 | 1 Sep | Float received | ||||||||
| 3 Sep | Printer paper | 1 | 18.50 | 18.50 | ||||||
| 8 Sep | Express post | 2 | 12.40 | 12.40 | ||||||
| 12 Sep | Dettol and paper towel | 3 | 14.95 | 14.95 | ||||||
| 19 Sep | Parking | 4 | 9.00 | 9.00 | ||||||
| 26 Sep | Milk and coffee | 5 | 21.30 | 21.30 | ||||||
| 30 Sep | Totals | 76.15 | 18.50 | 12.40 | 14.95 | 9.00 | 21.30 | 0.00 | ||
| 30 Sep | Balance carried down | 123.85 | ||||||||
| 123.85 | 1 Oct | Balance brought down | ||||||||
| 76.15 | 1 Oct | Top-up to float |
$18.50 + $12.40 + $14.95 + $9.00 + $21.30 = $76.15 spent. $200.00 − $76.15 = $123.85 should be in the tin. Top up $76.15 to bring it back to $200.
Petty cash book vs petty cash log
A petty cash log is one line per payment with a running balance. It's quicker and fine for most small shops. A petty cash book adds the category columns, which saves your bookkeeper sorting receipts at BAS or tax time. If the count doesn't match, see why petty cash doesn't balance.
Rather do this on your phone?
PettyCashing puts a QR code on your cash tin. Staff scan it, log what they took and snap the receipt. You see the balance that should be in the tin, every receipt, and who took what. 30 days free, then A$9.99 a month.