Free template · Excel · Logs
Free petty cash log template for Excel
A running log of the petty cash box: every slip paid out and every top-up, the balance after each line, a cash count check, and spending by category ready for your books.
Petty cash log template
Excel workbook (.xlsx) · 21 KB · 3 sheets
| Date | Voucher # | What for | Category | Cash out | Balance |
|---|---|---|---|---|---|
| Oct 1, 2026 | PC-1 | Stamps and a parcel | Postage and courier | 24.60 | 275.40 |
| Oct 3, 2026 | PC-2 | Milk and coffee for the office | Staff refreshments | 18.25 | 257.15 |
| Oct 7, 2026 | PC-3 | Light bulbs | Repairs and maintenance | 32.40 | 224.75 |
What it is
Petty cash is a small float of cash kept for small purchases: stamps, coffee, a parking meter. It's easy to lose track of, which is why each payment needs a slip and the box needs counting.
This log keeps the running balance, tells you how much to top up to restore the float, checks your count, and totals spending by category so you can record it in your books in a few entries.
Who it's for
- Offices, shops and clinics with a cash box
- Clubs and nonprofits with a treasurer
- Anyone who wants receipts for every dollar of cash
What's in the file
| Sheet | What it holds |
|---|---|
| Petty cash log | Fund holder, float and opening balance; totals out and in; balance per log; cash counted and over or short; 300 rows with date, voucher number, paid to, what for, category, cash out, cash in, running balance, receipt and approver. |
| By category | Your list of categories (it feeds the drop-down on the log) with the total and number of entries for each. |
| Instructions | How to run the fund. |
How to use it
- Enter who holds the fund, the float and the opening balance. Clear the sample lines.
- For each payment, add a line with a voucher number and category, and keep the receipt with a numbered slip.
- When you top up from the bank, enter it in Cash in. The top-up needed is shown at the top.
- When you count the box, enter the count. Over or short should be zero.
- At month end, record the spending in your books from the By category totals.
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines, add rows inside a section, or change the layout. Each file has an Instructions sheet with these steps.
Download petty cash log template (.xlsx)
Questions
How much should a petty cash fund be?
Enough for two to four weeks of small purchases, and no more. Many small offices keep $100 to $300. A small float topped up often is easier to control than a big one.
How do I record petty cash in my books?
Treat the box as its own bank-type account. Topping it up is a transfer from the bank. Spending is recorded from the slips, by category. Our guide to recording petty cash walks through the entries.
What if the box is short?
Recount, then check for a missing slip or a top-up not logged. If it's still short, record the difference as an expense (cash over and short) and tighten the rules: one person holds the box, every payment needs a slip.
Related
General information, not tax, legal or accounting advice. Check with your accountant before relying on a template for a tax return.
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