A cash voucher format for office expenses and petty cash: debit head, paid-to, approval and receiver signature. A filled sample and free template in Word and Excel.
Cash voucher sample
CASH VOUCHER
Debit: Postage and courier
Paid to Ramesh Courier Services the sum of ₹1,850.00 (Rupees One Thousand Eight Hundred Fifty Only) in cash, being courier charges for October 2026.
Approved by: Accounts Manager
What a cash voucher is for
A cash voucher (also called a debit voucher or petty cash voucher) is the internal record of a cash payment. The receiver signs it, a manager approves it, and the accountant enters it in the cash book or petty cash book under the expense head written on the voucher.
- Voucher number and daterequired
- Debit account (expense head)requiredFor example travel, stationery, repairs.
- Paid torequired
- Amount in figures and wordsrequired
- Being (purpose)required
- Prepared, approved, received signaturesrequired
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Cash voucher vs petty cash voucher
They are the same idea. Large offices use petty cash vouchers for small amounts paid by a petty cashier, and cash vouchers for larger payments from the main cash. Both record what was paid, to whom, for what, and who approved it.
Voucher numbering
Use a separate series per year (CV/26-27/001). File vouchers in order with the bill stapled behind. At month end, total them by expense head for your cash book or petty cash book.
Frequently asked questions
Is a cash voucher the same as a receipt?
No. A receipt is given by the person who receives money. A voucher is your internal record of money paid out, signed by the receiver.
Should the bill be attached?
Yes. Attach the supplier bill or receipt to the voucher where there is one.
Checked and updated 14 Oct 2026. Independent template site; not tax or legal advice.