Petty cash book: how to manage a shop till, office petty cash or club dues
To manage petty cash, give each cash box its own book and write one line for every amount that goes in or out, with the balance after it. At set times, count the cash and compare it with the book balance; any gap shows up right away. Keeping a fixed float and topping it up to the same amount makes this even easier.
One book per cash box
Mixing the shop till, office petty cash and club dues in one book makes it impossible to tell what's left in each. If the cash lives in separate places, keep separate books, and group them so you can still see the total.
| Book | Typical cash in | Typical cash out |
|---|---|---|
| Shop till | Opening float, cash sales | Change, supplies, bank deposits |
| Office petty cash | Top-ups | Postage, snacks, taxi fares |
| Club or team dues | Member dues, donations | Venue hire, equipment, gifts |
| Pocket money | Allowance, gifts | Snacks, transport, savings |
A simple petty cash book template
Use these columns as they are. If there's a receipt, note its number or "receipt" in the details.
| Date | Details | By | Cash in | Cash out | Balance |
|---|---|---|---|---|---|
| Nov 1 | Carried over from October | 200.00 | |||
| Nov 2 | Postage | Sam | 4.50 | 195.50 | |
| Nov 4 | Meeting snacks | Lee | 18.00 | 177.50 | |
| Nov 8 | Coffee beans | Sam | 32.00 | 145.50 | |
| Nov 10 | Top-up | Manager | 54.50 | 200.00 |
The fixed float (imprest) method
Decide on a fixed amount, say 200, and top the box up by exactly what was spent. In the example, spending was 54.50, so a 54.50 top-up brings the balance back to 200.00. When you top up, check that the total of cash-out lines matches the total of receipts.
How to reconcile
- Count the cash in the box and compare it with the last balance in the book.
- If they differ, match receipts and notes against the lines and add anything missing.
- If a gap remains, record it as its own line (for example "cash short" or "cash over") so the book matches the box.
- Top up the float, or for a shop till, record cash moved to the safe or bank as cash out.
- At month end, share the totals (cash in, cash out, money left) with your manager or members.
Managing several books in Cashrow
In Cashrow, create a book for each till, petty cash box or club fund and see every balance plus the total in the books list. A transfer between books creates matching lines in both, so moving cash from the till to the safe keeps both balances right. Share the monthly report as a summary image, export CSV or a PDF report, and turn on the 4-digit PIN lock so nobody else can open the books.
Not accounting or tax advice
This guide is general information about keeping a record of cash. It is not accounting or tax advice. Bookkeeping and record-retention rules for businesses vary by country and business type; if you need to meet them, check with an accountant or your local tax authority.
Every cash box in its own book
Get Cashrow on Google Play