Free Petty Cash Excel Template
Download our free petty cash Excel template to record small cash payments, track spending and keep your petty cash balance accurate and up to date.
Download our free petty cash Excel template below. All our templates are free, easy to use, and available without registration or login.
Before using the template, we recommend reading our Petty Cash guide. It explains how to manage petty cash and includes a free voucher template to authorise payments and record transactions.
Clear procedures for managing petty cash are important. These should cover who can authorise payments, how to keep cash secure, and when the fund needs topping up.
Disclosure: This content may contain affiliate links, which means if you click on them, I may get a commission (without any extra cost to you).
Read our guide on Petty cash and procedures.
Petty cash in Accounting Software
If you run a petty cash system alongside your accounting, consider accounting packages that handle everything for you. Accounting packages that let you add a cash account include Sage UK, Xero, and QuickBooks.
Petty Cash Log
Most businesses use petty cash but do not account for it; this means you are not recording all the business transactions. Our petty cash template makes it easier to log transactions, which you can then record in your accounting software or spreadsheet.
The software has been tested and works with Microsoft Excel 2003, 2007, and 2010.
Instructions for Petty Cash Excel Template
After downloading the spreadsheet, save it to your hard disk or the cloud. Open up the template and save it again using a new name. This keeps a blank template available.
If you complete your accounts monthly or have many cash transactions, it helps to start a new sheet each month. Some smaller businesses could record several months in a row.
To start, enter the opening cash balance (balance b/f), ensuring it matches the amount in the petty cash float.
You can change the categories of travel, stationery, postage, etc., if you need different categories.
You can then enter each transaction line by line. Include as much detail as possible. Leave the voucher number blank if you do not use vouchers. If your business is VAT-registered, enter the net and VAT, and the gross will calculate automatically. For non-VAT-registered companies, enter the total amount as the net figure.
Use the categories to enter the Net amount; the sheet automatically calculates a total for each category at the bottom.
After posting all the transactions in the template, you will have a balance c/f at the bottom; this should equal the value of cash. If it does not balance, you will need to check your figures and confirm that all the transactions are included and correct. It is called a petty cash reconciliation. Complete a reconciliation regularly; for a larger business, this may be monthly.
The double entry bookkeeping system is used to post the transactions to the accounts. In the example below, several transactions need to be posted. The first is to transfer the 50.00 from the bank to the petty cash account. It will reduce the bank balance and increase the cash balance. The second transaction reduces petty cash and posts the transactions to individual accounts. In the example below, use the stationery and refreshments accounts.
Once all the transactions are completed, the accounts’ petty cash balance should equal the balance in the float. If there is a discrepancy, review the transactions to find the error.
Below is an example of our petty cash Excel template, with some business transactions.
Petty Cash Spreadsheet – Licence Agreement
By downloading the Petty Cash Log template, you agree to our licence agreement, allowing you to use the templates for your own personal or business use only. You may not share, distribute, or resell the templates to anyone else in any way.
Xero Accounting Software
Spend less time entering transactions into spreadsheets. Xero connects to your bank, helps you manage invoices and expenses, and supports Making Tax Digital.
- Send invoices
- Connect your bank
- Capture receipts
- MTD ready
Check out our other free Excel Bookkeeping templates if you are looking for other accounting spreadsheets to help with your booking tasks. Our other templates include cash book, bank reconciliation, expenses and budgets.
Return from the petty cash Excel template to the petty cash page.
