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Petty cash log

For offices, shops and clubs that keep a small cash box for minor purchases. The custodian records every payout and replenishment with a voucher number, then counts the cash and reconciles it against the log, so any shortage is caught the same week rather than at year end.

Fields
129
Pages
2
Paper
Letter
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Before you start

What you need to fill it in

  • The fund's fixed amount and the custodian's name
  • The opening cash balance for the period
  • A voucher or receipt for each payout
  • Account codes or categories for posting
  • A count of the cash on hand at the end of the period

What's inside

129 fields, ready to fill

  • 103Typed answersnames, addresses, descriptions
  • 20Dateschecked as real dates
  • 4Calculatedfill themselves from other fields
  • 2Signaturessignature and initials

5 required — the editor counts down how many are left while you fill.

Instructions

How to fill out the Petty cash log

  1. 1

    Set the fund

    Enter the fund name, custodian, fixed fund amount and opening balance for the period.

  2. 2

    Log every transaction

    For each payout, enter date, voucher number, who was paid, purpose, account code and cash out. For replenishments, enter the amount in Cash in.

  3. 3

    Reconcile

    Count the cash on hand and enter it. The expected balance is opening balance minus payouts plus replenishments; Over/short shows any difference.

  4. 4

    Review and sign

    The custodian and a reviewer sign the reconciliation. Investigate any shortage before replenishing.

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What filling it looks like

The PDFBetter editor in Edit & fill mode: an invoice template with the bill-to details and line items typed in, and each amount calculated from quantity and unit price
  1. Edit & fill, Invite to sign and Create form are three modes of the same editor
  2. Amounts are formula fields: they calculate as you type
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Shown with our invoice template. Sample content; names are fictional.

Written for: Any

This is a general-purpose template. Check that its terms and fields match your situation and any rules that apply where you use it before you rely on it.

Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.

Petty cash log: questions people ask

What is an imprest petty cash fund?

A fund kept at a fixed amount. Cash on hand plus vouchers should always equal that amount, and replenishment brings it back up.

How often should petty cash be reconciled?

At least monthly, and whenever it is replenished. Small, frequent reconciliations make errors easy to trace.

What if the fund is short?

Recount, check for a missing voucher, and record the shortage as over/short in your books if it cannot be found. Repeated shortages call for tighter controls.

Who should sign?

The custodian and someone independent of the fund, such as a manager or treasurer.

Ready when you are

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