Payment voucher template
A payment voucher is an internal document that authorises a payment and records what it was for, who approved it and who received it. It is the paper trail behind money leaving a business. Fill in the fields and download a clean PDF in any currency, with no watermark.
When do you use a payment voucher?
Use a payment voucher to authorise and record a payment out of the business, so every payment has a documented reason and an approval signature.
What should a payment voucher include?
- Your business details
- Who the payment is to
- Voucher number and date
- Particulars of what is being paid for
- Account or cost code
- Amount in figures
- Prepared by, approved by and received by signatures
Frequently asked questions
What is a payment voucher?
A payment voucher is an internal control document recording that a payment was authorised, what it was for, and who approved it. It supports the entry in your books and gives auditors a trail to follow.
How is a payment voucher different from a receipt?
A payment voucher is created by the payer before or as money leaves. A receipt is issued by the person receiving the money afterwards. One authorises, the other confirms.
Who signs a payment voucher?
Typically three people: whoever prepared it, whoever approved it, and whoever received the money. Separating those roles is what makes it a control rather than a formality.
Do I need a payment voucher for small payments?
Many businesses use a petty cash voucher for small amounts and a payment voucher above a set threshold. Choose a threshold and apply it consistently.
Does a payment voucher replace an invoice?
No. The supplier's invoice is the evidence of what you owe. The payment voucher is your internal authorisation to pay it. Keep both together.