Petty cash voucher generator — small payments with account heads and three signatures

How to use the petty cash voucher generator

1. Under Document, enter the Voucher no., Date, Department and how it was Paid by (cash, UPI, bank transfer or card), and pick the currency.
2. Under Parties, enter your Organisation and who was Paid to — a name and, in the second box, their role or vendor details.
3. In Expenses, add one line per item with Account head, Description and Amount.
4. Add any Notes, then print the voucher, sign it and file it with the receipts.

What it does and when to use it

Most offices keep a small cash float for things like stamps, courier charges, a taxi fare or tea for visitors. Each time money leaves the box, a voucher records how much, to whom, for what and with whose approval. At the end of the month, the vouchers explain exactly where the float went and how much must be topped up.

The voucher shows your organisation (and logo) at the top, “PETTY CASH VOUCHER” with its number, date, department and payment method, the “Paid to” block, a numbered table of account heads, descriptions and amounts, the total with “Amount in words”, any notes, and three signature lines: Prepared by, Approved by and Received by.

How it works

The total is the sum of the amount column, added in whole paise or cents so it matches the lines exactly. The amount in words uses lakh and crore for rupees and millions for other currencies by default; you can change this under Amount in words. Everything is built in your browser. Use Save as .json to keep a filled-in voucher as a starting point for the next one.

Worked examples

Three office expenses (the sample). Office supplies ₹640 (printer paper and pens), Conveyance ₹180 (auto fare to the courier office) and Refreshments ₹350 (tea and snacks for a client meeting), paid in cash to Ravi Kumar. Total paid out: ₹1,170.00 — “One thousand one hundred and seventy rupees only”.

Odd paise. Postage ₹96.50 and Cleaning ₹245.00 give ₹341.50, written as “Three hundred and forty-one rupees and fifty paise only”.

Dollar version. Switching the currency to USD keeps the same amounts: $1,170.00.

Limits and tips

• Number vouchers in sequence and never reuse a number, even for a cancelled voucher.
• Count the cash box against the vouchers regularly; cash left plus vouchers should equal the float.
• For travel costs an employee paid from their own pocket, use an expense report. Payments to suppliers above small amounts are better ordered with a purchase order and settled against an invoice.