Home›Finance Suite›Petty Cash
Part of the EarlyTrack Finance Suite

Run the office cash tin properly.

Floats, cash spends and top-ups, receipts, approvals, and counts that explain every cent, so petty cash never goes missing.

  • Count the tin and explain every variance, never fudge it
  • A second pair of eyes approves spends above a threshold
  • Capture a receipt for every spend and pack them for your accountant
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EarlyTrack Petty Cash overview showing cash boxes and balances
POPIA-aligned Every action audited No accounting background needed Priced in ZAR
Cash boxes · Floats PRO

Every box has a custodian and a live balance

Most preschools run more than one tin: an office float, a tuck-shop box, sometimes a separate outing kitty. EarlyTrack lets you set up a cash box for each one, give it a float and a custodian, and then watch its balance update on its own as expenses, top-ups and adjustments go through. Because the balance is always live, you never have to add up a shoebox of slips to find out how much should be in the tin, the system already knows, and so does whoever is responsible for that box.

A separate box for each float
A named custodian per box
Live balance, always up to date
Top up a box when it runs low
Adjustments recorded with a reason
No more adding up a shoebox of slips
EarlyTrack petty cash boxes each showing a custodian and live balance
Cash counts · Variance PRO

Count the tin, explain the difference

The point of petty cash is that the box should always balance. Count the real cash on hand, and EarlyTrack compares it to the system balance. If there is a variance, you record it and explain it with a reason, you never just fudge the number. Once you are happy, lock the month so those entries can't change.

Count real cash on hand
Compare to the system balance
Record & explain any variance
Lock the month when it balances
Every count kept in the audit trail
Never fudge it, differences are explained
EarlyTrack cash count screen comparing counted cash to the system balance with a variance
Approvals · Staff requests PRO

A second pair of eyes on every spend

Capture cash expenses and top-ups as they happen, with a receipt against each one. Spends above a threshold route through a second-person approval workflow, so no single person controls the cash on their own. And when staff need money, they raise a cash request that is submitted, approved, issued and reconciled, all in one place.

Capture cash expenses & top-ups
Receipt capture per spend
Second-person approval above a threshold
Staff cash requests
Submit → approve → issue → reconcile
No one controls the cash alone
EarlyTrack petty cash approvals queue
Reports · Month-end PRO

Month-end that hands itself to the accountant

At month-end the work is usually pulling slips out of an envelope and hoping they add up. EarlyTrack turns that into a few clicks: run the reports for each box, bundle the receipts you captured into receipt packs, and reconcile the period so the counted cash, the spends and the top-ups all tie out. Once a month balances you lock it, which freezes those entries so nothing can be changed after the fact. Your accountant gets a clean pack with a receipt behind every line, instead of a shoebox.

Reports per box and per period
Receipt packs for the accountant
Reconcile counts, spends and top-ups
Lock the month to freeze entries
A receipt behind every line
No shoebox of slips to reconcile
EarlyTrack petty cash month-end report with receipts ready to reconcile

What's included

Petty Cash is part of EarlyTrack Complete.

Feature
Standard
Complete
Petty CashCOMPLETE
Cash boxes & floats
Capture cash expenses & top-ups
Receipt capture
Approval workflow
Cash counts & variance
Staff cash requests
Reports & receipt packs
Month lock
Built to be safe

Cash you can account for, every rand

Petty Cash is designed so the box can never quietly drift, and you can always show exactly what went in, what went out, and who signed it off.

Counts catch a drifting tin

Every cash count compares the cash you physically count to the system balance, and any difference must be recorded with a reason, so a slow drift is caught and explained, not ignored.

A second person on bigger spends

Spends above a threshold route through an approval workflow, so one person never controls the cash on their own.

A receipt behind every spend

Capture a receipt against each spend, see entries flagged when one is missing, and bundle them into receipt packs for your accountant.

Lock the month once it balances

After you have run your counts and the box balances, lock the month so the petty cash entries for that period can no longer be changed.

Petty cash questions, answered

Cash counts compare the cash you physically count to the system balance, and any difference must be recorded with a reason, you can't just fudge it. Spends above a threshold need a second person to approve, and every entry is kept in a full audit trail, so you can always show who did what and when.
Yes. Staff submit a cash request, an approver signs it off, the cash is issued from a box, and it is reconciled against a receipt afterwards, so every rand that leaves the tin is accounted for from request to receipt.
Yes. You capture a receipt against each spend, entries are flagged when a receipt is missing, and you can bundle receipts into receipt packs to hand to your accountant at month-end.
Yes. Once you have run your cash counts and are happy the box balances, you can lock the month so the petty cash entries for that period can no longer be changed.
You set up a cash box for each tin you run, give it a starting float and a custodian, and from then on its balance updates on its own as you capture expenses, top-ups and adjustments. When a box runs low you top it up, and the balance always reflects what should physically be in the tin.
Yes. You can set up a separate box for each float, for example an office tin, a tuck-shop box and an outing kitty, each with its own custodian and its own live balance, so spends and counts stay tied to the right box.
You count the real cash on hand for a box and enter it, and EarlyTrack compares your count to the system balance. If the two match the box is clean, and if they don't you record the variance with a reason before you move on.
The difference is shown as a variance and must be recorded with a reason, you can't just write it off silently. The count and its explanation are kept in the audit trail, so a slow drift is caught and accounted for rather than ignored.
You capture a receipt against each spend as you record it, and entries are flagged when a receipt is still missing. At month-end you bundle the receipts into receipt packs, so your accountant gets a clean pack with a receipt behind every line.

Get the office cash tin under control

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