Petty Cash Log Sheet
A log sheet for recording petty cash in and out.
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The same template in 3 genuinely different layouts, different section order, tables and structure for different jobs, not just different styling. Pick the layout that fits how you will use it, then download that version.
Simple Petty Cash LogRecommended
Categorized Petty Cash Register
Petty Cash Budget vs Actual
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The same document in 9 designs, same content and editable fields, different styling. Pick the design you like and download that version. Click any design to preview it larger before downloading. The Sample card shows a completed example, filled in with sample details.
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What’s Included in This Resource
Every resource on The Office File provides a complete toolkit rather than an empty, unhelpful document shell:
- Editable Microsoft Word (.docx) template (42 KB)
- Printable PDF version (116 KB)
- Matching Excel workbook: Excel expense + petty-cash register (.xlsx)
Sample included: Example: Petty Cash Log Sheet in use. Keeping petty cash auditable: every receipt and payment recorded with date, purpose, and balance, so the float always reconciles.
How to Use This Template
Follow these practical steps to customize and roll out this procedure with your team:
1. Attach the evidence
Attach the receipt, invoice, or approval for every amount entered.
2. Check the maths twice
Re-add every column before you submit; most rejections come from simple addition errors.
3. Get approval before payment
No payment is released until the authorised approver has signed.
4. File by month and reference
File the completed form with its reference number so it can be found during reconciliation.
About This Template
Memory fades; written logs do not. This template gives you a structured format for recording events as they happen, with timestamps, descriptions, and responsible persons. Make logging a habit and you will wonder how you ever operated without it.
Keeping petty cash auditable: every receipt and payment recorded with date, purpose, and balance, so the float always reconciles.
When to Use This Template
- Supporting investigations with contemporaneous, factual notes
- Handing over shift or project history without relying on memory
- Tracking maintenance, inspections, or checks with dated entries
- Maintaining legally defensible records for compliance purposes
- Recording incidents or events as they happen for an accurate timeline
Key Sections Explained
Understanding what goes in each part of the document helps you fill it in correctly the first time:
Follow-up actions
What needs to happen next, who owns it, and by when, so the log drives action, not just archives history.
Event description
What happened, stated factually. Keep opinion out; record what was observed.
People involved
Who was present, who acted, and who was notified, names and roles, not just 'someone'.
Log title and purpose
What events this log captures and why the record matters.
Date and time
When each entry occurred, contemporaneous timestamps are what give a log its credibility.
Frequently Asked Questions
What should never go in a log?
Opinions, speculation, and blame. Record what was observed factually, logs get read in disputes, and editorialising undermines their credibility.
Who can access the log?
Define this upfront, especially for sensitive logs like incidents or complaints. Controlled access protects both the subjects and the integrity of the record.
How detailed should entries be?
Enough that someone reading in six months understands what happened without needing to ask you. Names, times, and specific observations beat vague summaries.
What if we missed logging something?
Add it as soon as possible, clearly marked as a late entry with the actual date of the event and the date of recording. A marked late entry beats a gap or a backdated fiction.