In this video, I will show you how to record petty cash expenses against a Petty Cash Envelope. This ensures every cash transaction is tracked, categorized, and easy to reconcile later.

A Petty Cash Expense represents money spent from an open envelope. Each expense is linked to a project, an envelope, a budget category, and a supporting receipt.

To record an expense, open your Petty Cash Envelope and click Create Expense.

You can choose to enter it Manually or use the AI feature (currently in beta) to upload a receipt.

If you choose Record with AI, simply drag and drop your receipt image file. The AI will scan the receipt and automatically extract details.

You will see a form pre-filled with the Description, Supplier, and Total Amount. You then need to select the specific Budget Code (e.g., ‘Courtesy Payments’) to categorize the spending. If tax details are needed, you can enter the VAT or WHT amounts here.

Once you verify the details, click Save.

The expense is now recorded, and the Balance to Return on the envelope automatically decreases. This expense also immediately updates your Cost Report under the ‘Actual to Date’ column, ensuring your project’s financial status is always current.

Recording expenses as they happen keeps small spending under control and makes final reconciliation much faster.