Petty cash log template for a Nigerian small business
Track small business cash purchases with a float, simple voucher fields and a worked ₦50,000 example that makes top-ups easy to explain.
Petty cash is a small amount kept available for minor business payments such as local transport, packaging or a quick repair. Because each payment may look small, it is easy for the total to become unclear. A dated log and a receipt or voucher for every payment make the float easier to count and replenish.
What to record for each payment
Use one line for each cash movement and include:
- Date and voucher number.
- Who received the money and what it was for.
- Amount paid in naira.
- Business category or purpose.
- Name or initials of the person who paid and approved it.
- Receipt attached, or a brief explanation if no receipt was available.
- Balance remaining after the payment.
The log should show the opening float, each top-up and each payment. Keep the supporting paper or digital receipt linked to the matching voucher number.
Example: a ₦50,000 float
Imagine a small office begins the week with ₦50,000. It spends ₦6,500 on local delivery, ₦4,000 on printer paper and ₦2,500 on a minor shop repair. The log should show ₦13,000 paid out and an expected balance of ₦37,000. The receipt for the repair should explain what was fixed, rather than simply saying “cash”.
If the owner later tops the float up by ₦13,000, record the date and who provided the money. The float returns to ₦50,000. The top-up is funding the cash box; it is not a customer sale. The underlying payments still need their own categories and receipts so a reviewer can see what the money bought.
Reconcile the box
Count the cash on hand and add the vouchers for payments not yet topped up. Together, these should account for the authorised float. If they do not, list the difference, recount and check for a missing voucher or an entry written in the wrong amount. Record an explanation and approval for any correction; do not create a made-up receipt to force the numbers to agree.
Keep petty cash separate from customer takings where practical. If one till must handle both, mark which entries are customer money and which are business spending. The broader small-business cashbook template covers the running balance, while separating personal and business money helps classify owner funding and withdrawals.
ReceiptPro is designed to organise everyday sales and customer documents. For a detailed petty-cash voucher workflow, use a log or accounting tool that supports the approvals and expense records your business needs.