Templates
Petty cash tracking template

Petty cash tracking template

Organize petty cash spending with a template that tracks expenses, balances, and approvals in one place. It includes structured fields for each transaction and simple options for oversight.

Use this template
or download pdf
Petty cash tracking template

Organize petty cash spending with a template that tracks expenses, balances, and approvals in one place. It includes structured fields for each transaction and simple options for oversight.

Use this template
or download pdf

About the Petty cash tracking template

When managing petty cash for your team, accuracy is key—but it can be time-consuming to sort through receipts and reimbursements. This petty cash tracking template cuts through the clutter so you and your team can log, approve, and monitor cash expenses efficiently. With this template, you’ll have a straightforward way to maintain accurate records and improve your reimbursement process, keeping operations smooth and financials in line.

A step-by-step guide to using the petty cash tracking template

Here’s how you can make the most of the template:

  1. Set up the template. Begin by customizing the petty cash tracking template in the Lumiform app to reflect your team’s expense categories, whether it’s for travel, office supplies, or meals. You can also add role assignments to specify who can submit, review, or approve entries, making responsibilities clear from the start.
  2. Record each transaction. For each expense, team members should fill in key details, like the date, amount, and purpose of the expense. Encourage everyone to upload receipts or even photos if needed for easy reference and approval, so no small detail goes unaccounted for.
  3. Assign approvers for accountability. Assign an approver to review each entry. This step is crucial for oversight and tracking—an approved expense keeps your petty cash flow accurate and transparent. Be sure to highlight this step to your team to reinforce accountability.
  4. Monitor reimbursements in real-time. Use the template to keep track of pending, approved, or reimbursed expenses in real-time. This way, you’ll know exactly where your petty cash stands and avoid end-of-month surprises.
  5. Analyze spending patterns. Regularly review the entries with Lumiform’s analytics features to spot trends, like high-cost areas or frequent types of expenses. With this information, you can make informed adjustments to budgets or spending policies, helping to keep petty cash within budget.

Why you should use the petty cash tracking template

A petty cash tracking template is more than just a record-keeping tool—it’s a streamlined solution for managing small expenses without the usual hassle. With this template, you ensure all transactions are logged consistently, making expense tracking easy. This also improves transparency for both management and employees.

The template allows you to categorize spending, assign approvers, and keep reimbursements on track, so your team’s petty cash handling becomes efficient and reliable. Plus, with the Lumiform app, you’ll gain insights into spending patterns over time, giving you the data you need to make smart budget decisions going forward.

Download Lumiform’s petty cash tracking template

Keep petty cash management organized and convenient with Lumiform’s ready-to-use template. Built to capture essential details with ease, this tool allows you to log expenses, record approvals, and monitor replenishments at a glance. Team members can quickly note purchases, so all transactions are clear, consistent, and available for review.

Related categories

Preview of the template
Page 1
Petty Cash Overview
Petty Cash Custodian Name
Petty Cash Fund Amount
Petty Cash Transactions
Date of Expense
Expense Description
Expense Amount
Expense Category
Approved By
Reimbursement Received
Petty Cash Replenishment
Petty Cash Balance Before Replenishment
Total Expenses to be Reimbursed
New Petty Cash Fund Amount
Date of Replenishment
Approved By

Frequently asked questions

What’s the best way to prevent overspending with petty cash?

To prevent overspending, you can set a clear petty cash limit and define categories for allowable expenses. It’s also effective to implement a straightforward approval process for each purchase. Conduct regular reconciliations as well to keep track of funds accurately.

How do I decide the right petty cash fund amount for my team?

This depends on your team’s spending habits and typical expenses. You can analyze past expenses then identify an average. If expenses vary widely, set a baseline amount, then monitor for adjustments. For businesses with frequent small purchases, a slightly higher fund might be practical to avoid constant replenishments.

What are the common errors in petty cash tracking, and how can I avoid them?

Common errors include missing receipts, vague expense descriptions, and delayed entries. To avoid these, make it a habit to enter expenses immediately and document all transactions thoroughly. Encourage team members to record each expense at the time of purchase, and require receipts to validate all spending, no matter the amount.

What should I include in a petty cash policy for employees?

A petty cash policy should cover spending limits, approved expense categories, and receipt requirements. Outline the approval process and describe the procedure for requesting reimbursements. To maintain accountability, the policy should also assign someone as the custodian and set the frequency of reconciliations, so every expense is handled consistently and transparently.

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.