Petty cash template UAE: imprest float and log

Decide the float, for example AED 2,000, and give one person custody. Every payout is recorded on a voucher with the receipt attached. When cash runs low, the custodian totals the vouchers and the float is topped up by exactly that total, so cash plus vouchers always equals the float.

• Log columns: date, voucher number, paid to, purpose, expense account, net, VAT, total, receipt attached (yes/no), signature
• One voucher per payment, numbered in sequence
• No IOUs or personal loans from the float
• Count the cash with a second person at every top-up

You can only reclaim VAT where you hold a valid tax invoice from a VAT-registered supplier. Many cash costs carry no VAT at all, such as some government service fees, or come from unregistered shops. Record those with zero VAT. A taxi receipt with no TRN is a cost, not an input tax claim.

A Business Bay consultancy runs a AED 2,000 float. By 24 October the cash box holds AED 312.50 and these vouchers.

• PC-101 Courier to DIFC client: AED 52.50, including VAT AED 2.50 (tax invoice held)
• PC-102 Typing centre fees: AED 315.00, no VAT claimed
• PC-103 Taxis for site visits: AED 186.00, no TRN on receipts, no VAT claimed
• PC-104 Water delivery: AED 126.00, including VAT AED 6.00
• PC-105 Office stationery: AED 1,008.00, including VAT AED 48.00
• Vouchers total AED 1,687.50; cash AED 312.50; together AED 2,000.00. Top-up: AED 1,687.50

Set up petty cash as its own cash account in HelloBooks. The custodian photographs each receipt in the mobile app; the AI agent reads it, in Arabic or English, picks up the amount and any TRN and VAT, and suggests the expense account. Receipts with no TRN are posted with no VAT.

At top-up time, ask "how much do I need to top up petty cash?" and the agent totals the unreimbursed vouchers. The accountant reviews and approves the batch before the top-up transfer is recorded.