Petty Cash Ledger Kit

When this helps

You want a petty-cash ledger, but counted cash never matches it and the gap gets written off unexplained.

What it does

Turns the petty cash at a shop or office into a ledger from spoken entries. It records daily payments and checks the ledger balance against counted notes and coins; if there's a gap, it checks in order: forgotten entries, then wrong change, then miscounting. It flags receipt-less payments, duplicate payments, amounts over the per-payment limit, possibly-personal payments, and entries edited after the fact. It also produces a list of unsettled reimbursements, a restock request, and a one-page monthly report. Entries are append-only, and an existing ledger (Excel/CSV) can be imported. Whether something is personal use or a business expense is never decided by the kit — it only flags what to check.

The fixes baked into this kit

1. The official sample has two header rows, so the income/expense columns can't be foundWhen no row literally has headers named income/expense, the row above is also read as headers, and matching income/expense pairs are summed. A month written only on its first row, and a repeated date shown as a ditto mark, are both carried down from the row above.
2. Importing a month-end carry-forward or closing row doubles the balanceImporting a next-month carry-forward row, or a closing row where income and expense hold the same amount, got counted as a real payment or deposit and doubled the balance. These rows are now skipped and only compared against the calculated balance.
3. Trusting the running-balance column keeps old arithmetic errorsImporting the running-balance column as-is carries forward any manual miscalculation in the original ledger. The balance is now recalculated from income and expenses, and mismatched rows are flagged by date.
4. The assumption that receipts aren't needed under ¥30,000That rule ended in September 2023; today it only applies to things like public transit and vending machines that are officially listed. The kit limits the receipt-free flag to those cases and writes the required wording (e.g. "rail fare under ¥30,000") into the ledger. IC-card top-ups and paid parking are not included.
5. Easy to quote an outdated deduction rate for purchases without a registration numberA FY2026 revision changes the rate starting October 2026. The kit now derives the rate from the date, using 70% from October 2026 onward.
6. Common gift-related wording can flag ordinary purchases as possibly personalPhrases like "sake as a gift for a client" or "beer vouchers for Ochugen" were being flagged as possibly personal. Gift-related wording, along with shop and brand names, is no longer matched.
7. Recording "¥12,800 (tax excluded)" as-is doesn't match the actual cash paidA tax-excluded or tax-separate amount won't match the cash that actually left the till. The kit now asks for the amount actually paid (the receipt total) instead.

What's inside

• A tool that builds the ledger (Excel and print-ready)
• A tool that checks counted notes/coins against the ledger and makes a denomination sheet
• A list of unsettled reimbursements, plus a notice for each person
• A tool that creates a restock request
• A tool that creates a one-page monthly report
• A tool that imports an existing ledger (Excel/CSV, including Shift_JIS)
• Checks that flag instruction-like text and possibly-personal payments
• A copy of the ledger formatted for accounting/tax accountants

The first three decisions

1. Company or shop name
2. The fixed float amount to keep on hand
3. The per-payment limit

What you need

• No extra costClaude Code or CodexBoth CLAUDE.md and AGENTS.md are included
• No extra costNode.js 18 or newerNeeded to run the tools. Nothing else to install
• No extra costExcel (or something that opens it) and a browserTo view the ledger, denomination sheet, reports and result pages

How to use

Just paste this into your AI.

I want to use the nice to have kit "Petty Cash Ledger Kit". Follow https://nicetohave.app/en/g/T9ERTZ29-•••••••••• and set it up.

Works the same in Claude Code or Codex.
Read what this tells your AI to do, before you paste it

FAQ

Can this kit also handle travel expense settlement?

No. It only covers writing a petty-cash train fare into the ledger; checking routes, trip counts or commuter passes is handled by a separate kit (keihi-kit).

Can it read a photo of a receipt directly?

No. Amounts and payees need to be spoken or typed in. Bank, credit card and e-money statements are also out of scope.

Can I bring in a ledger I've already been keeping on paper or in Excel?

Yes. An existing ledger (Excel or CSV, including Shift_JIS) can be imported from the work folder. "Previous month carry-forward" is read as the starting balance, and the running-balance column is recalculated, with mismatched rows flagged.

Does it treat public holidays as days off when checking payments?

No. The day-off check only looks at weekdays, not public holidays.

Can it also handle closing out register sales cash?

No. This kit covers petty cash used for payments, not closing out register sales.

Supporters

Once support opens, the people who backed this kit will be listed here.