Petty Cash Log Template: Free Running Balance
Use this petty cash log template to record each payment and refill with a receipt number, see the balance after every entry and check a cash count. Free.
A petty cash log template keeps the little cash box honest. Every payment gets a receipt number, every refill gets recorded, and the balance after each entry is worked out for you, so a cash count can be checked against the log instead of a guess.
This free Petty Cash Log Template from LiveFixPro Bookkeeping helps you enter an opening amount, log each payment and refill, see where the fund stands and compare a counted amount with the log.
The log lives in your browser while the page is open. Entries are neither uploaded nor stored, and you can keep going offline once it has loaded.
What goes in the log
Your fund
Opening amount in the fund ($).
Cash you counted today ($), optional, for a count check.
Each entry, in order:
Date (MM/DD/YYYY)
Paid to or what for
Receipt number
Type. A payment from the box, or cash added.
Category. Postage and shipping, supplies, refreshments, cleaning, small repair costs, parking and tolls, delivery or other.
Amount ($)
Add 5 rows gives you room for several entries at once. Press Load a sample to watch a sample log fill in. The sample entries are fictional.
What the log shows
The balance after every entry, worked out in order.
Summary cards showing where the fund stands, including the difference between your counted cash and the balance in the log, if you entered a count.
A warning if the balance goes below zero at any point, so you can check the order of entries and the opening amount.
Paid out by category.
Print the log or download it as a CSV. Nothing is retained between visits, so keep a copy. In the CSV download, a payee, receipt number or category that starts with =, +, - or @ gets an apostrophe in front so a spreadsheet shows it as plain text.
How the balance is calculated
Balance = opening amount minus payments plus cash added. If you enter a counted amount, the difference is the counted cash minus the balance in the log.
Good petty cash habits
Keep one person responsible for the box, and keep the cash and receipts together.
Count the cash on a regular schedule and compare it with this log.
When the fund runs low, replenish it from the bank and record the expenses by category in QuickBooks®, using the receipts.
Investigate any difference between counted cash and the log, however small.
Tips for a log that holds up
Always get a receipt, and write its number in the log.
Log entries the day they happen, not at the end of the month.
Match the categories in your books, so the paid-out summary lines up when the expenses are recorded.
Keep the fund small and the count regular.
Limits of the log
A log is all this is. It has no connection to QuickBooks or your bank, and it can't stand in for accounting or legal advice.
Want help recording small cash expenses each month?
The monthly bookkeeping price is $499/mo; what's included is confirmed on a free consult. Book a free consult if you'd like help recording small cash expenses each month. See our bookkeeping services and plans.
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FAQ
What should a petty cash log template include?
The date, who was paid and what for, a receipt number, whether cash went out or was added, a category and the amount, with a running balance. Each has its own column in the log.
How is the balance worked out?
Opening amount minus payments plus cash added, in the order you enter the entries. The balance after each entry is shown.
What is the cash count check?
Enter the cash you counted and the template reports the gap between that and the balance in the log.
What happens if the balance goes below zero?
The template shows a warning. Check the order of your entries and the opening amount.
Does the petty cash log upload or keep my entries?
No. The log stays inside your browser, and none of it is uploaded, sent or stored. A printout or the CSV download is how to keep a copy.
Start your log now
Start the log above with your opening amount. For help recording small cash expenses each month, pick a time for a free consult.
QuickBooks® is a registered trademark of Intuit Inc. LiveFixPro is independent and not endorsed by Intuit.
QuickBooks® is a registered trademark of Intuit Inc. LiveFixPro is independent and not endorsed by Intuit.
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