{"id":1130,"date":"2022-05-24T00:00:00","date_gmt":"2022-05-24T00:00:00","guid":{"rendered":"https:\/\/www.simplybusiness.co.uk\/knowledge\/articles\/petty-cash-meaning\/"},"modified":"2025-05-22T13:16:40","modified_gmt":"2025-05-22T13:16:40","slug":"petty-cash-meaning","status":"publish","type":"knowledge","link":"https:\/\/www.simplybusiness.co.uk\/knowledge\/cash-flow\/petty-cash-meaning\/","title":{"rendered":"A guide to managing petty cash at your business"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Petty cash is a dedicated pot of money that\u2019s used for your business\u2019s small purchases.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It might be there for buying stationery for the office, or reimbursing a member of staff who bought coffees for a client meeting.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Managing petty cash forms part of your accounting and bookkeeping system, so it\u2019s still important to keep tight control over its spending.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/cash-flow\/what-is-a-cash-flow-forecast\/\" data-type=\"knowledge\" data-id=\"972\" ><strong>What is a cash flow forecast?<\/strong><\/a><\/li>\n\n\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/income\/how-to-budget-calculator-and-guide-for-the-self-employed\/\" data-type=\"knowledge\" data-id=\"956\" ><strong>Budget calculator and how to budget for the self-employed<\/strong><\/a><\/li>\n\n\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/starting-out\/how-to-start-a-business\/\" data-type=\"knowledge\" data-id=\"1444\" ><strong>How to start a business<\/strong><\/a><\/li>\n\n\n\n<li class=\"wp-block-list-item\"><a href=\"\/business-insurance\/faq\/do-i-need-business-insurance\/\"><strong>Do I need business insurance?<\/strong><\/a><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-petty-cash-meaning\">Petty cash meaning<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">For a petty cash definition, it\u2019s the fund that\u2019s used for small business expenses. These are usually day-to-day items that don\u2019t need to go through a <a href=\"\/knowledge\/cash-flow\/what-is-a-purchase-order\/\" data-type=\"knowledge\" data-id=\"973\" >purchase order<\/a> system.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Petty cash is usually easily available to <a href=\"\/knowledge\/staff\/employee-rewards-and-employee-recognition-ideas\/\" data-type=\"knowledge\" data-id=\"1092\" >employees<\/a> who request to use the fund. But only one trusted person should have access to the actual cash, who then authorises and records the purchases.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It\u2019s important to keep the fund safe by locking it in a petty cash box and keeping that in a secure place.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The maximum amount allowed to be spent in a single petty cash purchase will vary from business to business, but it\u2019s usually between \u00a325 and \u00a3100. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The amount of money kept in the petty cash box is often around \u00a3100.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You might want to come up with a petty cash policy that answers questions like how much petty cash people can use for a purchase, in addition to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"wp-block-list-item\">what <a href=\"\/knowledge\/self-assessment\/self-employed-expenses\/\" data-type=\"knowledge\" data-id=\"1511\" >expenses<\/a> petty cash can be used for<\/li>\n\n\n\n<li class=\"wp-block-list-item\">what expenses petty cash can reimburse<\/li>\n\n\n\n<li class=\"wp-block-list-item\">who can use petty cash<\/li>\n\n\n\n<li class=\"wp-block-list-item\">who can authorise the use of petty cash<\/li>\n\n\n\n<li class=\"wp-block-list-item\">who will track and record petty cash expenditure<\/li>\n<\/ul>\n\n\n\n<div id=\"nba-body-001\">\n<\/div>\n\n<h2 class=\"wp-block-heading\" id=\"h-managing-petty-cash\">Managing petty cash<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">After you\u2019ve developed a petty cash policy, it\u2019s important to come up with a tight system to help you manage petty cash.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The first step is giving one senior and trusted person within your business control over the petty cash box. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This could be who already looks after your business\u2019s finances. They can withdraw petty cash from the <a href=\"\/knowledge\/banking\/best-small-business-bank-account\/\" data-type=\"knowledge\" data-id=\"1332\" >business bank account<\/a>, topping it up when needed.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Then you can use a petty cash book, as well as petty cash vouchers, to help you control the process.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-using-a-petty-cash-book\">Using a petty cash book<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">You can buy one of these from a stationery shop, or use a petty cash template downloaded online.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You\u2019ll enter all the money going in and out of the petty cash box, with sections for:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"wp-block-list-item\">purchases<\/li>\n\n\n\n<li class=\"wp-block-list-item\">money paid in<\/li>\n\n\n\n<li class=\"wp-block-list-item\">dates<\/li>\n\n\n\n<li class=\"wp-block-list-item\">description of the purchase or money paid in<\/li>\n\n\n\n<li class=\"wp-block-list-item\">amounts<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The balance should be updated each time money goes out or comes into the petty cash box.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">What\u2019s more, you should let employees know that they need to keep receipts of their purchases. If you\u2019re reclaiming VAT, you should have the valid <a href=\"\/knowledge\/business-tax\/vat-registration-threshold-small-business-guide\/\" data-type=\"knowledge\" data-id=\"1556\" >VAT<\/a> invoices or receipts.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-using-a-petty-cash-voucher\">Using a petty cash voucher<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A petty cash voucher is issued when petty cash is used for a purchase. It should show the date of the purchase, who authorised it, along with the amount, a description of the purchase, and a unique voucher number.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The petty cash vouchers for the period should equal the amount of cash that\u2019s been taken out, as recorded in the book.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Receipts for the purchases can be attached to the vouchers, making it easier to keep track of what\u2019s going on.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-petty-cash-reconciliation\">Petty cash reconciliation<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">As managing petty cash is part of your <a href=\"\/knowledge\/business-tax\/best-small-business-accounting-software-uk\/\" data-type=\"knowledge\" data-id=\"1262\" >accounting<\/a> and <a href=\"\/knowledge\/business-tax\/what-is-bookkeeping\/\" data-type=\"knowledge\" data-id=\"1259\" >bookkeeping<\/a> processes, it\u2019s important to reconcile petty cash regularly (at least monthly).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Reconciliation means making sure that what\u2019s recorded in your petty cash book matches up with the vouchers and the actual amount in the box.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You reconcile it by:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"wp-block-list-item\">calculating the opening balance<\/li>\n\n\n\n<li class=\"wp-block-list-item\">listing all the money that\u2019s been received or spent<\/li>\n\n\n\n<li class=\"wp-block-list-item\">the new balance should then equal the cash in the box<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Petty cash is recorded in your bookkeeping. A reduction in your bank balance should show up as an increase in your petty cash amount.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It should also show up on your <a href=\"\/knowledge\/income\/balance-sheet-template\/\" data-type=\"knowledge\" data-id=\"1105\" >balance sheet<\/a> as an asset.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Do you have a petty cash process at your business? Let us know in the comments below.<\/strong><\/p>\n\n\n\n<div class=\"wp-block-group has-azure-200-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-94e519ba wp-block-group-is-layout-constrained\" style=\"padding-top:var(--wp--preset--spacing--80);padding-right:var(--wp--preset--spacing--40);padding-bottom:var(--wp--preset--spacing--80);padding-left:var(--wp--preset--spacing--40)\">\n<h3 class=\"wp-block-heading has-text-align-center\" id=\"h-ready-to-set-up-your-cover\">Ready to set up your cover?<\/h3>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\">As one of the UK&#8217;s biggest <a href=\"\/business-insurance\/\" data-type=\"page\" data-id=\"5152\" >business insurance<\/a> providers, we specialise in <a href=\"\/business-insurance\/public-liability-insurance\/\">public liability insurance<\/a> and protect more trades than anybody else. Why not take a look now and build a quick, tailored quote?<\/p>\n\n\n\n<div class=\"wp-block-buttons is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-a89b3969 wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/quote.simplybusiness.co.uk\/business\">Start your quote<\/a><\/div>\n<\/div>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><em>makibestphoto\/stock.adobe.com<\/em><\/p>\n\n<div id=\"nba-body-end\">\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>What is petty cash and how do you manage petty cash? It\u2019s important to keep tight controls over it, so here\u2019s how to develop a proper process. Read more.<\/p>\n","protected":false},"author":3,"featured_media":3798,"comment_status":"open","ping_status":"closed","template":"","meta":{"sb_hreflang":"","sb_hreflang_url":"","disable_breadcrumbs":false,"sb_breadcrumbs":[],"sb_reviewed_by":"","sb_review_date":"","sb_enable_content_gating":true,"footnotes":""},"categories":[350,336,110],"hidden-category":[],"coauthors":[26],"class_list":["post-1130","knowledge","type-knowledge","status-publish","has-post-thumbnail","hentry","category-cash-flow","category-business-structure","category-business-news"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.2 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>What is petty cash?<\/title>\n<meta name=\"description\" content=\"What is petty cash and how do you manage petty cash? It\u2019s important to keep tight controls over it, so here\u2019s how to develop a proper process. 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