What is a Cash Sheet?
Say goodbye to the manual end-of-day banking process. Cash Sheets help practices accurately monitor daily takings at the reception desk, including:
Cash and card takings
Petty cash (small amounts kept on-site for incidental practice expenses, e.g. postage, stationery)
Float (the fixed starting cash amount kept in the till at the start of each day)
Bank deposits
Cash Sheets provide a complete daily overview of practice takings and are automatically reconciled against the Receipts Analysis Report, ensuring accuracy and reducing manual checks.
How to get started
1. Access Cash Sheets
Navigate to Cash Sheets from the left-hand menu.
2. Set User Permissions (Admin Users Only)
An Admin user must configure permissions by clicking the green button in the top-right corner.
Available roles:
Practice User
Adds daily takings
Enters explanations for discrepancies
Submits cash sheets for reconciliation
Finance User
Reviews reconciled cash sheets
Archives correct sheets
Sends sheets back to Practice Users if corrections are required
Admin User
Manages configuration options
Sets discrepancy categories
Creates petty cash and closure explanation reasons
💡Top tip: If a user is unable to access or submit a Cash Sheet, check that they've been assigned the correct role (usually Practice User) in Configuration. This is one of the most frequent causes of "I can't use Cash Sheets" queries.
3. Configure Reasons
Before using Cash Sheets, configuration reasons must be created. Click Configuration at the top of the Cash Sheets screen to set up:
Practice closure reasons
Petty cash explanations
Banking discrepancy reasons
What is the Cash Sheets workflow?
It is best practice to complete a Cash Sheet every day as part of your end-of-day banking process.
A Cash Sheet should also be completed for days the practice is closed, selecting an appropriate closure reason (e.g. weekends or public holidays).
⚠️ Before you submit: double-check your Effective Date
The Effective Date on a Cash Sheet cannot be changed once the sheet has been saved — under any circumstances, including via support. This is by design, to preserve the integrity of the daily record for auditing purposes.
We sometimes hear from practices who've entered the wrong date by mistake and are unable to correct it afterwards. To avoid this:
Always check the Effective Date carefully before clicking through to the next step
Make this a specific checkpoint in your end-of-day routine, especially if more than one person uses the same login
If you do save a Cash Sheet against the wrong date, find the Cash Sheet in question, click Notes, and fully explain the discrepancy. Click Save, then Submit — the sheet will then reconcile in the next 10 minutes and should pass. If this does not happen, please reach out to support via the chat box
Creating a Cash Sheet
Click + Add Cash Sheet
Enter all daily takings into the relevant fields
Click Next
Upload attachments — we strongly recommend uploading:
End-of-day card machine reports
Any petty cash receipts
Click Done to submit the Cash Sheet
What do the Cash Sheet statuses mean?
What do the Cash Sheet statuses mean?
Ready for Reconciliation
The Cash Sheet has been submitted
Overnight, it will automatically reconcile with the Receipts Analysis Report
Reconciliation Passed
Entered values match the Receipts Analysis Report
No further action is required
Reconciliation Failed — Explanation Required
Entered values do not match the Receipts Analysis Report
Practice Users must add notes and explanations, then resubmit the Cash Sheet
The sheet will attempt to reconcile again in the next 10 minutes on the hour; if it still doesn't match, it will return to this status for further explanation until it is resolved or reviewed by a Finance User
Troubleshooting & FAQs
I entered the wrong Effective Date — can I fix it? No, the date cannot be edited once a Cash Sheet is saved. Please contact support for guidance on how to proceed.
A team member can't access or submit Cash Sheets — why? Check that an Admin User has assigned them the correct role (typically Practice User) under Cash Sheets > Configuration.
Our reconciliation keeps failing even after adding an explanation — what should we do? Double-check that all takings (cash, card, petty cash, float, bank deposits) have been entered accurately. If it continues to fail, a Finance User should review the sheet directly, as some discrepancies may need to be resolved outside the automated reconciliation.