Petty Cash Request
One screen to draw petty cash: the amount, the purpose, the cost code, advance or reimbursement, the receipts attached, and who approves the payment.
A ready-to-use finance, insurance & tax form for advisers, brokers and finance teams: 14 questions, 1 page, 6 conditional rules.
- Questions
- 14
- Pages
- 1
- Layouts
- card · classic
- Time to complete
- ≈ 3 min
- Conditional rules
- 6
Searches this template answers
- petty cash request form
- petty cash voucher form template
- cash advance request form office
- petty cash withdrawal slip form online
- small cash expense request form
Also filed under
Live preview and test console
This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.
3 questions are hidden by conditional logic right now — change an answer above to reveal them.
Compliance checklist
- Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
- Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
- Financial disclaimer present — passingThis form does not provide financial, tax or legal advice. Any figures shown are indicative only and are not an offer of credit or a guarantee of terms. Please seek advice from a regulated adviser before making a decision.
- Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
Petty Cash Request is built for advisers, brokers and finance teams who need to collect structured financial detail with a clear audit trail.
- Advisers, brokers and finance teams working in finance, insurance & tax.
- Teams who need to collect structured financial detail with a clear audit trail without writing code or paying for a custom build.
- Anyone replacing incomplete applications that fail compliance review with one structured record per enquiry.
- Respondents are clients and applicants — the form asks them 14 questions across 1 screen.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of incomplete applications that fail compliance review and turns each submission into a record your team can act on immediately.
- 10 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It accepts a document or photo upload as evidence.
- It records a signature you can keep as proof of agreement.
- It pins the request to a specific date.
- It captures a numeric value you can filter and sort on.
- Conditional logic hides 6 questions until they are relevant — shorter forms convert better than long ones.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Petty Cash Request lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Check the upload limits on the file question so respondents can attach what you actually need.
- 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 6 conditional rules ship with it.
- Features advanced show logic: if “Is this an advance or a reimbursement?” is Advance, before spending, the form dynamically exposes “Date receipts and change will be returned”. Otherwise that question never appears.
- Features conditional validation: if “Is this an advance or a reimbursement?” is Advance, before spending, “Date receipts and change will be returned” becomes mandatory before the form can be sent.
- Features advanced show logic: if “Is any receipt missing?” is Yes, the form dynamically exposes “Why the receipt is missing”. Otherwise that question never appears.
- Features conditional validation: if “Is any receipt missing?” is Yes, “Why the receipt is missing” becomes mandatory before the form can be sent.
- Features advanced show logic: if “Is the amount above your petty cash limit?” is Yes, the form dynamically exposes “Why this cannot go through the normal purchase process”. Otherwise that question never appears.
- Features conditional validation: if “Is the amount above your petty cash limit?” is Yes, “Why this cannot go through the normal purchase process” becomes mandatory before the form can be sent.
- All 6 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
About this template
Petty cash goes wrong quietly. The float never quite reconciles, nobody can say who took the twenty, and by the time anyone checks, the receipts are gone. This screen replaces the handwritten slip. It records who is asking, their department, the amount and the exact purpose — no "sundries" — and the cost code the spend belongs to, which is what makes the month-end reconciliation possible at all. It distinguishes an advance from a reimbursement, because the two need opposite treatment: an advance requires change and receipts returned by a date, and a reimbursement requires receipts attached now. Receipts upload directly, and the form asks plainly whether any receipt is missing and why, since an honest note is far better for an audit than a gap. It closes with the approver's name and a signature confirming the cash was handed over, so there is a clear record of who authorised and who received it. Anything above your own cash limit is flagged towards a purchase or expense process instead.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Petty cash request
- Your namerequired
- Department or teamrequired
- Amount requestedrequired
- Is this an advance or a reimbursement?required
- What the money is forrequired
- Cost code or budget linerequired
- Date receipts and change will be returned
- Receipts
- Is any receipt missing?required
- Why the receipt is missing
- Is the amount above your petty cash limit?required
- Why this cannot go through the normal purchase process
- Approver namerequired
- Signature of the person receiving the cashrequired
14 questions in total.
Example of a completed petty cash request form
This shows how a small, immediate expense is requested and accounted for against a float.
- Your name
- Nadia Popescu
- Department or team
- Office Administration
- Amount requested
- 35
- Is this an advance or a reimbursement?
- Advance
- What the money is for
- Stamps and courier fee for an urgent document
- Cost code or budget line
- ADM-102
- Date receipts and change will be returned
- Same day
- Is the amount above your petty cash limit?
- No
- Approver name
- Colin Wright
Sample data — no real people, addresses or records are shown.
How the form changes as it's filled in
This template ships with 6 conditional rules, grouped into 6 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Is this an advance or a reimbursement?”
- Reveals questions
If “Is this an advance or a reimbursement?” is Advance, before spending, the form reveals “Date receipts and change will be returned”.
- Makes answers required
If “Is this an advance or a reimbursement?” is Advance, before spending, “Date receipts and change will be returned” becomes required before the form can be submitted.
Driven by “Is any receipt missing?”
- Reveals questions
If “Is any receipt missing?” is Yes, the form reveals “Why the receipt is missing”.
- Makes answers required
If “Is any receipt missing?” is Yes, “Why the receipt is missing” becomes required before the form can be submitted.
Driven by “Is the amount above your petty cash limit?”
- Reveals questions
If “Is the amount above your petty cash limit?” is Yes, the form reveals “Why this cannot go through the normal purchase process”.
- Makes answers required
If “Is the amount above your petty cash limit?” is Yes, “Why this cannot go through the normal purchase process” becomes required before the form can be submitted.
Set it up step by step
- 1
Require a specific purpose
"Sundries" is unreconcilable. A one-line description is what makes the float auditable at month end.
- 2
Split advances from reimbursements
An advance needs change and receipts back by a date; a reimbursement needs receipts now.
- 3
Sign for cash handed over
A signature on receipt is what turns the slip into proof the cash was actually given out.
- 4
Route large amounts elsewhere
Flagging anything above your cash limit protects the float and keeps larger spend inside purchase approval.
Mistakes to avoid
- Handing out cash on a verbal request, then reconstructing the month from memory.
- Accepting an advance with no return date, so neither the change nor the receipts ever come back.
- Using petty cash for spend that should have gone through purchase approval, which hides it from the budget.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
What to do with the responses
Approve the request, pay from the float, file the receipts against the cost code, and reconcile the balance against the slip.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the petty cash request, matched on the words people actually search for.
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Deposit & Payment Terms Agreement
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Privacy & compliance
This form collects identity or financial details. Enable encrypted answers on the sensitive fields, avoid emailing full values in notifications, and delete responses once the check is complete.
Frequently asked questions
How is this different from an expense claim?
An expense claim reimburses someone's own money through payroll or accounts. This draws from a physical cash float.
Can it be used for an advance?
Yes, and choosing advance makes a return date for the change and receipts mandatory.
What if a receipt is genuinely lost?
Say so on the form. A dated explanation is far more defensible at audit than a silent gap.
Does it reconcile the float?
It records the balance after each payment, which is what your reconciliation is then checked against.
Is the Petty Cash Request template free to use?
Yes. You can preview and test Petty Cash Request on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Petty Cash Request template ask for?
It asks 14 questions across 1 page, 10 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Petty Cash Request form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the card and classic layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this finance, insurance & tax form work?
6 conditional rules ship with the template: Features advanced show logic: if “Is this an advance or a reimbursement?” is Advance, before spending, the form dynamically exposes “Date receipts and change will be returned”. Otherwise that question never appears. Features conditional validation: if “Is this an advance or a reimbursement?” is Advance, before spending, “Date receipts and change will be returned” becomes mandatory before the form can be sent. Features advanced show logic: if “Is any receipt missing?” is Yes, the form dynamically exposes “Why the receipt is missing”. Otherwise that question never appears. All rules are editable in the Logic tab.
Where do responses to the Petty Cash Request form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Petty Cash Request form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
Can respondents upload files?
Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.
Is the signature on this form legally usable?
The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.
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