Petty Cash Register Format

How to use the free Petty Cash Register Format

1. Fill in your details in the fields above – hotel name, dates and the other details you need.
2. Tap the button to create the document instantly. Edit any field and generate again.
3. Copy, print or save the result and use it in your daily or monthly review.

This Petty Cash Register Format runs fully in your browser on mobile or desktop – no sign-up and nothing is uploaded. Free petty cash register format for hotels. Enter up to 10 entries to get running balance, category totals, closing balance and a printable register.

What a petty cash register is for

Every hotel spends small amounts in cash every day: a courier, an auto fare to the bank, vegetables when the supplier is short, a plumber's visit. A petty cash register records each payment with a voucher number, a reason and the name of the person who approved it, and shows the balance that should be in the cash box after every entry. When the register and the box agree, small spending stays under control.

How to use this format

• Enter the opening balance, which is the cash in the box at the start of the period.
• Record each top-up from the main cashier as cash in, and each expense as cash out, in date order.
• Choose a category so the summary shows where money goes: postage, conveyance, repairs, housekeeping supplies and so on.
• Print the register, count the cash, write the actual amount and any difference, and get it signed.

In the sample, the box starts with ₹5,000 and gets ₹10,000 from the main cashier. Six expenses add up to ₹6,060, so the closing balance is ₹8,940. With a ₹15,000 imprest, the cashier needs ₹6,060 to bring the box back to its fixed float.

The imprest system

Many hotels keep a fixed float, called an imprest. The cashier spends from it against vouchers and, at the end of the week or month, the accounts team reimburses exactly what was spent, bringing the box back to the fixed amount. At any moment, cash in the box plus vouchers paid should equal the imprest. This makes surprise counts quick and mistakes easy to spot.

Good petty cash habits

• Set a per-payment limit; larger purchases should go through a purchase order.
• Attach a bill or a signed voucher to every entry, with GST bills where available.
• Do not lend cash to staff or encash personal cheques from the box.
• Count the cash daily at shift change and do surprise checks.
• Review the category totals monthly and compare them with your budget using the budget variance calculator.

Petty cash is a small part of overall cash management. To plan monthly inflows and outflows for the whole property, try the hotel cash flow calculator. This register is a record-keeping format, not accounting advice.

Frequently asked questions