Petty Cash Voucher Format
Keep the office petty cash box in order: one numbered voucher for every small payment, signed by whoever took the money. Fill one in, or print a blank pad.
- 100% free
- No sign-up
- Runs in your browser
- Updated October 2026
1Voucher type
Which voucher? Make Labels2Business or office
Images stay on this device and are not saved after a reload.
3Payment details
One per line: what the money was for, then the amount (up to 8 lines).
Total and amount in words appear here.
4Number and layout
No login and no watermark. Everything stays in your browser. Keep each signed voucher with its bill or receipt for your accounts.
A petty cash voucher for every small payment
Every office, shop, school and site office keeps some cash for small things: a courier, printer paper, a bulb, tea for visitors, an auto to the bank. Each payment is small, but over a month they add up, and without a record nobody can say where the money went. A petty cash voucher fixes that: one numbered slip per payment, with what it was for, the amount, and the signature of the person who took the cash.
The tool above is set to Petty cash voucher, with the payment mode fixed to cash and the numbers starting at PC-001.
Filling in a petty cash voucher
- Number and date. Use the next number in sequence. Never skip or reuse one.
- Paid to. The person who took the money, for example "Raju (office boy)" or "Sharma Stationers".
- Debit account. Optional: the head your accountant uses, such as "Office expenses", "Conveyance" or "Staff welfare".
- Particulars. One line per item with its amount: "Courier to Pune: 180", "A4 paper, 2 reams: 560". The total and the amount in words fill in for you.
- Signatures. The person who took the cash signs as receiver. Add "Prepared by" and "Approved by" boxes if your office uses them.
Staple any bill or cash memo you get to the voucher. For many petty expenses there is no bill at all, and then the signed voucher is the record.
The imprest system in four lines
Most offices run petty cash on the imprest system, which keeps checking simple:
- The box starts with a fixed float, say ₹3,000.
- Each payment out gets a voucher.
- Cash in the box plus the vouchers always add up to ₹3,000.
- When the cash runs low, the vouchers are totalled and approved, and the box is refilled by that total.
If the count doesn't match, a voucher is missing or the box is short, and you know at once.
A printed pad or one at a time
If the person handling petty cash prefers pen and paper, print a blank voucher pad: choose "Blank numbered voucher pad", set the first number and how many you need, and print two or three per A4 sheet. Each voucher has your name or logo, a number, a date line, a ruled particulars table, an "In words" line and signature boxes. Cut along the dotted lines and staple a pad together.
If you keep accounts on a computer, fill vouchers in the tool and download the Excel file, which adds the items with a SUM formula, or keep the PDFs in a monthly folder.
Good habits
- Set an upper limit for a single petty cash payment; larger amounts go by cheque or bank transfer.
- Have someone other than the cashier count the box now and then.
- Keep the vouchers in number order with the top-up approvals, for your accountant and auditor.
Paying a supplier or contractor a larger amount? Switch the type to Payment voucher above for cheque, UPI or bank transfer payments with a reference number.
Need more options? Open the full Payment Voucher Generator.
Frequently asked questions
What is petty cash?
A small amount of cash kept in the office for minor day-to-day expenses, such as courier charges, stationery, tea and snacks, auto fare or small repairs, so that nobody needs a cheque or bank transfer for each one.
Who signs a petty cash voucher?
The person who received the money signs it, and the person in charge of petty cash fills it in. Many offices also have a manager approve vouchers above a set amount. Choose the signature boxes you need in the tool.
How often should petty cash be topped up?
Whenever it runs low, or on a fixed day each week or month. Total the vouchers since the last top-up, get them approved, and refill the box by exactly that amount.
Can I print a blank petty cash voucher book?
Yes. Choose 'Blank numbered voucher pad', set the first number (for example PC-001) and how many you need, and print 2 or 3 per A4 page. Cut along the lines and staple them into a pad.