Petty Cash Voucher Generator
Record petty cash expenses with line items and a total — UAE & Pakistan. Free, printable PDF & Word.
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PETTY CASH VOUCHER
Voucher No: Date: Paid To:
| Expense | Amount | Amount |
|---|---|---|
| Subtotal | AED 0 | |
| Total | AED 0 | |
Received by: ____________________ Approved by: ____________________
Fill in: Company Name, Voucher No., Date, Paid To, Expenses
What is a petty cash voucher?
A petty cash voucher is a small internal document that records cash paid out from a business's petty cash fund for minor expenses — things like office supplies, refreshments, courier charges or small repairs. It captures what was bought, how much was spent, who received the money and who approved it, so every bit of petty cash is accounted for. It's a basic but important control for businesses of any size in the UAE and Pakistan.
When do you need one?
You use a petty cash voucher each time money is taken from the petty cash box for a small expense. Because these payments are in cash and often lack a formal invoice, the voucher (usually with the receipt stapled to it) is the proof that the money was spent for a genuine business purpose. At the end of the period, the vouchers are totalled to reconcile and top up the fund. Requiring an approval signature on each voucher prevents misuse and keeps the fund balanced.
Format & what to include
A petty cash voucher carries the company name, a voucher number and date, and who the cash was paid to (and optionally the department). It itemises the expense(s) with amounts and shows the total, ideally in words. It includes spaces for the person who received the cash and the person who approved it to sign. Keeping vouchers in a numbered sequence, with receipts attached, makes the petty cash fund easy to reconcile and audit.
Frequently asked questions
What is petty cash used for?
Petty cash covers small, incidental business expenses that are impractical to pay by cheque or transfer — office supplies, refreshments, local transport, postage and minor repairs. Each payment is recorded on a voucher so the fund stays accountable.
Why does a voucher need an approval signature?
The approval signature confirms the expense was authorised and genuine, which is the main control over a cash fund. Together with the receipt and the recipient's signature, it prevents misuse and supports a clean reconciliation.
Should I attach receipts to the voucher?
Yes, wherever possible. Stapling the supplier receipt to the voucher provides evidence of the expense and makes reconciling and auditing the petty cash fund straightforward.
How is petty cash reconciled?
At the end of the period, the totals of all vouchers plus the cash remaining should equal the original float. The fund is then topped back up to the float by the total spent, and the vouchers are filed as the record.