Record small, informal cash disbursements with a signed voucher for petty cash reconciliation.
Petty cash - the small physical cash float many offices keep for minor, immediate expenses like courier charges, tea and snacks for a client meeting, or a quick stationery run - still needs a paper trail, even though the amounts involved are usually small. A petty cash voucher is that paper trail: a simple record of who took the cash, how much, for what purpose, and on whose authorisation, so the float can be reconciled accurately at the end of the week or month.
This tool captures the essentials quickly: the amount disbursed, the purpose of the expense, who received the cash, who authorised it, and the date. Because petty cash vouchers are typically filled out on the spot, right when cash changes hands, the form is deliberately short - there's no need for line items or tax calculations here, just a clear, quick record that can be filed alongside the physical receipt for whatever was purchased.
Keeping a voucher for every single disbursement, even a very small one, is what makes petty cash reconciliation possible at all - without it, the gap between the opening float and what's left at count time becomes impossible to explain. Many offices number their vouchers sequentially and keep them in a simple folder or box alongside the cash box itself, so the physical vouchers and the physical remaining cash can be checked against each other at any time.
As with every tool on this site, none of the expense details or names you enter are transmitted anywhere - the voucher is generated entirely inside your browser. Once filled in, print it directly for a physical signature from both the person receiving the cash and the person authorising it, keeping a simple, auditable trail for even the smallest office expenses.
It's worth appointing one person to be responsible for petty cash reconciliation on a fixed schedule - weekly or monthly - rather than letting the float run indefinitely without anyone checking it, since small discrepancies become much harder to trace the longer they go unaddressed. Keeping the vouchers and the remaining physical cash together in the same secure location also makes spot-checks considerably easier for whoever is responsible for the float. Even in a very small office, this small amount of discipline around petty cash tends to prevent the kind of slow, unnoticed leakage that can add up to a meaningful amount over the course of a year.
Reviewing the pattern of what petty cash is typically spent on over a few months can also reveal opportunities to set up a proper recurring account or vendor relationship for expenses that turn out to be more regular than originally assumed.
Finally, even the smallest office benefits from treating this modest paperwork seriously, since the discipline it builds around small cash handling often reflects, and reinforces, broader financial discipline across the whole organisation.
In short, and this small, unglamorous piece of paperwork is, in practice, one of the most effective safeguards a small office has against the slow, hard-to-trace loss of cash over time.
Yes, that's exactly the point - petty cash reconciliation only works if every single disbursement, however small, has a corresponding voucher on file.
Typically both the person receiving the cash and the person authorising the disbursement, so there's a clear two-party record of the transaction.
Yes, many offices staple the physical purchase receipt to the printed voucher, giving a complete record of both the cash disbursed and what it was actually spent on.
Yes, everything is generated locally in your browser and never sent to or stored on a server.