What it is for
A petty cash report shows where the production office spent the cash float it was advanced. Subtract spending from the float, match the balance to the cash in hand, and use it to request a top-up.
Production templates · Forms
Petty cash report
Float received, then date, category, payee, amount, proof and payment method for each expense, with total, balance, top-up request and sign-off.
A petty cash report records the small expenses a production coordinator pays from a cash float. The header holds production, period, holder, float received and date received; each row has date, category (meals, transport, supplies, location, other), payee, amount, proof (receipt, card slip, none), payment method and notes. In Excel, total spent and balance (float minus spent) calculate automatically, followed by a top-up request and sign-off lines.
The Excel file includes Example and Guide sheets next to the blank form. How to fill it in
What's inside
What's inside
- Production
- Period
- Holder / department
- Float received (advance)
- Date received
Expenses
- Date
- Category
- Paid to
- Amount
- Proof
- Payment method
- Notes
Reconciliation
- Total spent
- Balance (float − spent)
- Top-up requested
- Holder signature
- Approved by / date
How to fill it in
When to use it
Start a new sheet the day you receive the float and add a line the same day you spend. Hand it to accounts with the receipts when cash runs low or on the agreed settlement day (weekly, for example).
Field by field
Float received (advance)
- What
- Cash advanced for this sheet
- How
- Enter the amount as received. Start a new sheet when you get a top-up.
- Example
- 500,000
Date received
- What
- When the float was handed over
- How
- This starts the period.
- Example
- 2026-11-12
Date
- What
- When the money was spent
- How
- Match the receipt date, even if you write it up later.
- Example
- 2026-11-13
Category
- What
- What kind of spending
- How
- Pick meals, transport, supplies, location or other (the Excel cell has a list).
- Example
- Meals
Paid to
- What
- Vendor and what was bought
- How
- Make “where and what” readable in one line — budget coding later depends on it.
- Example
- Convenience store · 24 drinks for crew
Amount
- What
- What was actually paid
- How
- Type the number only; Excel formats it and updates the totals.
- Example
- 46800
Proof
- What
- Whether there is a receipt
- How
- Receipt, card slip or none. For none, always give the reason in notes.
- Example
- Receipt
Payment method
- What
- How it was paid
- How
- Only list money that came out of the float. Choose bank transfer if you sent it from the float account.
- Example
- Cash
Top-up requested
- What
- How much more you need
- How
- Count the cash left, then estimate upcoming spending.
- Example
- 250,000
Approved by / date
- What
- Sign-off by whoever settles it
- How
- The production manager or accountant signs after checking amounts against receipts.
- Example
- Hana Kim · 2026-11-15
Tips
- Number each receipt in table order the day you spend and keep them in an envelope — matching is quick when line and receipt numbers agree.
- For spending with no receipt (street stalls, private sellers), take a photo on the spot and note the reason.
- Before settling, count the cash and check it against the balance; chase any difference straight away.
- Noting the shooting day or location makes it easy to code each line to the budget later.
Common mistakes
- Listing company-card purchases here, so the balance comes out lower than the cash in hand.
- Writing up several days at once and losing receipts or copying amounts wrong.
- Writing only “supermarket” so nobody remembers what was bought.
- Carrying on in the same sheet after a top-up, so the float and balance no longer add up.
Filled-in example
Filled in for the fictional drama “The Temperature Between Us”. All people, companies and numbers are made up; the Excel file has the same example on its Example sheet.
Petty Cash Report
| Production | The Temperature Between Us |
|---|---|
| Period | 2026-11-12 – 2026-11-14 |
| Holder / department | Geonyoung Lee, production assistant |
| Float received (advance) | 500,000 |
| Date received | 2026-11-12 |
Expenses
| Date | Category | Paid to | Amount | Proof | Payment method | Notes |
|---|---|---|---|---|---|---|
| 2026-11-12 | Transport | Courier · props (latte cups) delivery | 18,000 | Receipt | Cash | |
| 2026-11-12 | Supplies | Hardware store · gaffer tape, batteries | 32,400 | Receipt | Cash | |
| 2026-11-13 | Meals | Convenience store · 24 drinks for crew | 46,800 | Receipt | Cash | |
| 2026-11-13 | Location | Public car park · 2 production vehicles | 24,000 | Receipt | Cash | Day 12, Cafe Ondo |
| 2026-11-14 | Meals | Snack bar · 12 gimbap rolls for night shoot | 54,000 | Receipt | Bank transfer | |
| 2026-11-14 | Other | Fruit box · thank-you to neighbouring shops | 35,000 | None | Cash | Street stall, no receipt — photo attached |
| 2026-11-14 | Transport | Taxi · urgent props run, return | 15,700 | Receipt | Cash | |
| Total | 225,900 |
Reconciliation
| Total spent | 225,900 |
|---|---|
| Balance (float − spent) | 274,100 |
| Top-up requested | 250,000 |
| Holder signature | Geonyoung Lee |
| Approved by / date | Hana Kim · 2026-11-15 |
FAQ
What if there is no receipt?
Mark proof as “none” and write the reason in notes. Which expenses can be accepted without proof depends on your company’s accounting rules, so agree on it up front. This sheet is for record-keeping, not tax advice.
Does crew pay go here too?
No. Keep crew pay separate on the timesheet and crew pay statement; petty cash covers small running costs such as meals, transport and supplies.
More templates
- Production budgetAbove-the-Line / Below-the-Line accounts. Qty × rate fills amounts, subtotals and the total.
- Timesheet & pay statementHours from call and wrap, days worked, overtime, adjustments and net pay.
- Transport & catering planVehicle, driver, passengers, departure, arrival, parking and return, plus meal times, places, headcounts, dietary needs, service and vendor.
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