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What is an Accounting Voucher?

An accounting voucher is an internal document that authorises and records a financial transaction — a payment, a receipt, or a journal adjustment. It contains the date, amount, payee, account codes, approval signature, and supporting documents (the invoice or receipt). It is the evidence behind every entry in the books.

Vouchers are the audit trail. When an auditor or tax inspector asks "prove you paid this", the voucher is the answer. It bundles the approval, the payment instruction, and the supporting document together so that anyone reviewing the books later can trace any transaction back to its source.

There are three main types: payment vouchers (authorise money going out), receipt vouchers (record money coming in), and journal vouchers (record non-cash adjustments like depreciation or corrections). In small businesses, the voucher system is often informal — the supplier invoice with a signature and a bank transfer reference serves as the voucher.

Example

A bookkeeper receives a €450 phone bill. She creates a payment voucher: date, supplier name, €450, expense account code, and staples the original bill. The owner signs the voucher, the bookkeeper pays, and the voucher is filed — the audit trail for that transaction is complete.

Questions

Is a voucher the same as an invoice?

No. An invoice is sent by a supplier requesting payment. A voucher is created internally to authorise and document the payment of that invoice. The voucher references the invoice and adds approval, account coding, and payment details.

Does my small business need formal vouchers?

If you have employees, yes — vouchers prevent unauthorised payments and create accountability. For solo founders, keeping the supplier invoice with approval notes and matching bank transfers is usually sufficient.

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