Templates
Petty cash form

Petty cash form

Use this petty cash form to track daily business expenses so you can stay organized and on budget.

Use this template
or download pdf
Petty cash form

Use this petty cash form to track daily business expenses so you can stay organized and on budget.

Use this template
or download pdf

About the Petty cash form

Tracking petty cash shouldn’t slow down your workday. With this petty cash form, you’ll streamline small cash transactions and maintain an accurate, up-to-date record across your team. Use this form to ensure that every expense is accounted for without the typical back-and-forth. Simply enter each transaction, note approvals, and your petty cash records will become more transparent and manageable.

A step-by-step guide to using the petty cash form

You can use this template as a digital form that’s accessible on mobile, allowing team members to log transactions instantly and accurately. Here’s how you can add the template to your regular workflow:

  1. Setup and customization: First, personalize the petty cash form with specific fields relevant to your business, such as deposit types, transaction categories, or typical payees. This helps your team log information relevant to their roles, cutting down on manual adjustments.
  2. Role assignment and access control: Assign the form to team members responsible for cash transactions. Role-based permissions allow you to control who can access, edit, and approve entries, making sure only authorized personnel handle your cash flow.
  3. Recording transactions: Whenever a transaction occurs, your team logs the amount, payee, and purpose. Encourage photo uploads of receipts where possible–these add clarity and help prevent discrepancies in the cash log.
  4. Review and approval: Once entries are complete, have managers or supervisors review each transaction to confirm accuracy. With Lumiform, approvals are tracked automatically, giving you a full audit trail to reference.
  5. Monitor and analyze trends: Use the analytics feature to track petty cash usage over time. This helps you spot trends, assess budget compliance, and adjust cash allocations accordingly, keeping your petty cash in check effortlessly.

How to customize the petty cash form

This petty cash form is ready-to-use as is, but you also have plenty of options for customizing it.

First, you can add custom fields for transaction categories to organize expenses. These categories might include “office supplies,” “travel expenses,” “client meetings,” or “equipment maintenance,” making it easy for team members to classify each transaction.

Feel free to add options as well for frequently used payee names. For example, if your business regularly reimburses the same vendors or employees, adding these as options will save you time too and reduce data entry errors. With this feature, the petty cash form becomes easier to fill out consistently.

Another option is to track spending limits. You can show the maximum budgeted amount right on the form or even set alerts to notify managers when expenses reach above a certain threshold.

Smooth expense tracking with Lumiform’s petty cash form

This petty cash template from Lumiform keeps every transaction organized, making cash management simpler for you and your team. Perfect for businesses handling day-to-day expenses, this template adapts to your workflow, making each entry consistent and reducing record-keeping errors. Start using the template now and keep your expense tracking efficient and clear.

Categories

  • Operational excellence templates
  • Retail templates
  • Templates for business processes
Preview of the template
Petty Cash Record
Date & Time
Cash Amount
Check Amount
Check Number
Payee
Purpose/Description
Deposit
Balance
Approved by
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Frequently asked questions

What are examples of petty cash?

Petty cash is typically used for small, day-to-day business expenses. Examples include buying office supplies, paying for postage, covering minor repairs, or reimbursing employees for small purchases made on the job. It’s generally for costs that don’t need formal purchasing processes, saving time on low-value transactions.

Is petty cash an asset or an expense?

Petty cash is considered an asset on the balance sheet because it represents actual cash on hand. When petty cash is used, the transaction is recorded as an expense to track the spending category, but the petty cash fund itself remains an asset as long as it holds a cash balance.

How can I prevent petty cash misuse?

You can assign one custodian to manage petty cash and require documentation for every transaction, like receipts or expense notes. Establish clear rules for what qualifies as petty cash use, and consider holding regular audits to track spending and catch discrepancies early. Using the template above also improves transparency and reduces potential misuse.

What’s the best way to reconcile petty cash at the end of the month?

At the end of the month, count the remaining cash and verify that receipts or logs cover any spent amount. Compare these records with the starting balance to confirm accuracy. If there are any inconsistencies, investigate right away to address any missing documentation.

How much petty cash should a business keep on hand?

The amount depends on your business needs, but a typical range is $100 to $500, enough to cover minor expenses without tying up excess funds. Retail stores or service-based businesses might need to replenish more frequently if daily expenses are higher, while small offices may require less.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.