💵 Free Petty Cash Log Template

Below is the structure of a petty cash log — the record of small cash expenses that do not go through the bank.

Petty cash covers small, day-to-day expenses: stamps, taxi fares, office snacks, minor supplies. Without a log, these disappear from your books. This template tracks every transaction so the float reconciles.

Setup

Fields	Description
Opening Float*	Initial amount put into the petty cash box.
Custodian*	Person responsible for the box.
Date Opened*	When the float was established.

Transaction Log

Fields	Description
Date*	When the expense occurred.
Description*	What was purchased.
Category*	Office supplies, travel, postage, etc.
Amount*	How much was spent.
Receipt #*	Reference to the physical receipt.
Approved By	Who authorised the expense.

Reconciliation

Fields	Description
Opening Float*	Amount at start of period.
Total Spent*	Sum of all transactions.
Cash Remaining*	Physical cash counted in the box.
Top-up Needed*	Amount to restore float to original level.

How to use

1Keep the box locked — only the custodian has the key.
2Require a receipt for every transaction, no exceptions.
3Reconcile monthly — count the cash and verify it matches the log.
4Top up to the original float after reconciliation.

Or automate this

Petty cash logs are the most error-prone part of bookkeeping. Nika digitises receipts and categorises petty cash expenses automatically — from {price} per receipt.

Questions

How much should the petty cash float be?

€100–300 is typical for a small business. Large enough to cover minor expenses without frequent top-ups, small enough that loss is not catastrophic.

Can I use petty cash for employee reimbursements?

You can, but it is better to use bank transfers for reimbursements above €20–30. Petty cash should be for small, immediate expenses where asking for a bank transfer is impractical.

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