Petty Cash Voucher
The slip for a small cash payment: who was paid and why, the items with account codes and the total, the amount in words, the receipt attached and three signatures.
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Country versions
- International
- Korea *
- Japan *
- Germany *
* check with local advice
A template, not advice.
Read more
What it is
A petty cash voucher is the slip that records one small cash payment out of the office cash box: a courier fee, a box of printer paper, a taxi fare repaid to an employee. It says who received the money, what it was for, how much, under which account it will be booked, who approved it and what receipt backs it up. Without the voucher, the box is a few notes and coins that nobody can explain at the end of the month.
This voucher has the fields a bookkeeper looks for. The header holds the voucher number, the date, the department or cost centre, the payee and the purpose. A table lists the items with an account code and a receipt number for each, and the total is worked out. You type the amount in words yourself, because a figure written in words is harder to change afterwards. The receipt section records what is attached, or, if there is nothing, the reason, and the cash balance before and after the payment is shown. Three signature lines follow: the payee, the person who approves and the cashier who paid.
It is a working record for your own bookkeeping, not tax or accounting advice. Limits on single payments, who may approve, how receipts must be kept and whether a self-written voucher is accepted depend on your company policy and on the rules of your country; ask your accountant if you are unsure. The country versions change wording, the kinds of receipt and the approval boxes only.
When to use it
- Someone paid a small amount from their own pocket for the business and is being repaid from the cash box.
- You take cash from the petty cash box and the bookkeeper needs a slip for it.
- You count the box at month end and want every missing note explained by a voucher.
- Your company policy requires an approval signature on every cash payment.
How to fill it in
- Enter the voucher number, the date, the payee and the purpose. The number should continue your series.
- List the items with an account code and the number of each receipt; the total is worked out.
- Type the amount in words, choose the kind of receipt attached, and count the receipts. If there is none, write the reason.
- Enter the cash balance before the payment and read the balance after it.
- Print the voucher, attach the receipts and collect the three signatures, or download it as a Word or Excel file.
Common mistakes
- Making one voucher for a whole week of unrelated purchases. One payment or errand per voucher keeps the books clear.
- Writing a total that does not match the receipts, or letting the amount in words differ from the figure.
- Taking cash without a voucher "just this once" and writing it up weeks later from memory.
- Attaching a card slip or a till roll that shows no seller or items, which does not show what was bought.
- Letting the same person request, approve and pay out, so that nobody checks the payment.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
- Germany (DE): Written in German, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Compact
- Ledger
- Boxed form
- Plain (black and white)
- Banner
- Classic
- Modern
- Minimal
- Side band
- Warm
- Formal
- Executive
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- Why should I write the amount in words?
- A figure can be changed by adding a digit; a sum written in words is much harder to alter without it showing. The sheet cannot write the words for you, because the wording depends on the language and the currency, so you type them.
- What if there is no receipt?
- Choose "No receipt" and write what was bought, from whom and why there is none. Many companies accept this only for small amounts and only with an approval signature; whether the tax authority accepts it depends on your country, so ask your accountant.
- How do I number the vouchers?
- Use a running number, ideally with the year, such as PC-2026-0147, and never reuse one. A gap in the series should be explained, for example by a voided voucher kept in the file.
- Who should approve a petty cash payment?
- A person other than the payee and, ideally, other than the cashier. Your company policy sets who and up to what amount; the voucher only gives the line to sign on.
- Does the form check my petty cash balance?
- It subtracts the total of this voucher from the balance you type before it and shows the result. It does not keep a running cash book; for that, keep a petty cash log and copy the balance after each voucher into the next.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 4 country versions: International, Korea, Japan, and Germany. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.