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Money out: expenses and P&L3 min read

Petty cash: the float, the top-ups, the reconciliation

A box of cash at reception pays for lightbulbs, tricycle fares and emergency plumbers. Treating it as an account with a balance — not a mystery — is the whole trick.

By the end of this pageYou will know how to set up the float, record spending and top-ups, and reconcile at month-end so the box and the books agree.
On this pageWho can touch itReceiptsTwo boxes
A month in the boxDrag the slider
FloatSpendSpendTop-upCountReconcile
floatmonth-end

Who can touch it

Anyone with the receptionist role or above can record spending from petty cash; managers and above can top up and reconcile. Every line has a name. The holder of the box is named in the account's settings so "who has the cash" is never a question.

Receipts

Photograph every receipt with the expense; the reader proposes amount and date. Expenses marked "no receipt" are listed separately in the accountant pack and should be rare. A petty cash voucher you print is not needed — the expense record is the voucher.

Two boxes

Two places, two floats: add two accounts. A cleaner's small float for supplies is a third. Each reconciles on its own.

The sign of trouble is not a difference at month-end — it is a month with no difference and no receipts. Real boxes are ₱20 off. A box that is always exactly right is being reconciled backwards.

Related

Money out · 4 minRecording an expenseRead the article →Money out · 4 minThe accountant packRead the article →Money out · 3 minExpense categoriesRead the article →
Receipts: photograph, extract, fileMonth close: the checklist that turns a month into a record
←  Profit & loss per unitReceipts  →

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