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How to Create a Petty Cash Template Using Google Sheets

If you’re managing a small office or business, keeping track of petty cash can be a hassle. Yet, it’s essential for keeping expenses organized and ensuring that all transactions are properly accounted for. Google Sheets provides an easy-to-use platform for creating a simple, effective petty cash template to simplify your work.

Why should I use Google Sheets for petty cash?

Google Sheets is a flexible tool that allows you to customize your petty cash tracker to fit your specific needs. With automatic saving, collaboration options, and built-in formulas, it’s a fantastic option for individuals and businesses alike.

Step 1: Start a New Sheet

Open Google Sheets in your browser and create a blank spreadsheet. Give your sheet a clear title, like “Petty Cash Template.”

Step 2: Design Your Layout

Plan out your columns. At a minimum, your petty cash sheet should include:

  • Date: Record the date of each transaction.
  • Description: Describe what the expense was for.
  • Amount: Log the exact amount spent.
  • Received By: Add a column to note who received the cash.
  • Balance: Track how much cash remains in the petty cash fund.

Leave some space at the top to add the starting balance, your name, and other details like department or location if needed.

Step 3: Input a Starting Balance

Add a field specific to your starting balance and enter your initial cash amount. For example, if you begin with $1,500 in your petty cash fund, type 1,500 in the appropriate cell.

After that, you may now fill out the information needed under your main categories.

Step 4: Add Formulas for Automatic Balancing

Formulas can simplify your work:

In the Balance column, use this formula to update the balance automatically after each entry:

=G6+C12-D12

Adjust the references based on your layout. This ensures your sheet calculates the remaining cash every time you enter an expense.

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Step 5: Add Total Summary

You can add a Total Summary to easily scan and view the total balance for the month. To do that, create a field either at the top or bottom of your main table and use “=E42” assuming that E42 is the last entry of the Balance column.

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Step 6: Include Dropdown Lists

For the Month & Year fields, you may streamline the process by using the Dropdown features of Google Sheets. All you need to do is click the cell where you want to put the dropdown menu and click Insert > Dropdown. Once the sidebar opens, you may now add the options, such as the series for Months and Years.

Step 7: Visualize Your Data

You may use Google Sheet’s Chart features to visualize your data. To add this, select the data you would like to visualize and click Insert > Chart. You may choose the Chart Type depending on your preferences.

Step 8: Share the Template

If others need access to your petty cash records, share the file with edit, comment, or view-only permissions. Just click on the Share button in the top-right corner and set access based on their role.

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Get the Free Petty Cash Template

Get a copy of the free Petty Cash Template. I’ve populated some cells as examples, but you can customize them as needed.

Final Thoughts

A petty cash template isn’t just a tool—it’s a small step toward better financial habits. Treat it as more than just tracking; see it as a way to build transparency and accountability. Start small, adapt as you go, and keep refining your process. Sometimes, it’s the simplest tools that make the biggest difference. Let your petty cash tracker be one less thing to stress about, so you can focus on the things that truly matter.

Frequently Asked Questions

How do I set up automatic calculations for the balance?

Use a simple formula to ensure the balance updates automatically after each transaction. For example: =D1 – C2. Here, “D1” represents the previous balance, and “C2” represents the expense amount. Copy this formula down the column to automate updates.

How often should I reconcile the petty cash sheet?

It’s a good practice to reconcile your petty cash records weekly or whenever the fund is replenished. This ensures your entries match the actual cash on hand and helps catch discrepancies early.

What formatting options can I use to make the template user-friendly?

To keep your tracker neat and easy to navigate, consider freezing the header row so it’s always visible, aligning columns, using bold fonts for column headers, and applying conditional formatting to highlight expenses above a certain amount.