Cash Compliance & Approval Workflows
Every rupee accounted for. Petty cash, expense approvals, receipt tracking, and audit-ready reports — no more missing vouchers.
Petty Cash Management
- Set cash limits per branch and per custodian.
- Log every disbursement with purpose, amount, and voucher number.
- Daily reconciliation — balance on screen must match cash in hand.
- Auto-flag discrepancies and lock further disbursement until resolved.
Expense Approval Workflows
- Define multi-level approval chains — teacher to coordinator to principal to trust.
- Each approver sees pending requests with supporting documents.
- Reject with reason — the requester sees why and can resubmit.
- Configurable limits: coordinator up to ₹5,000, principal up to ₹50,000, trust above.
Receipt & Voucher Management
- Every expense generates a numbered voucher.
- Attach scanned receipts, invoices, and bills to each voucher.
- Search by date, vendor, amount, or category in seconds.
- Missing receipt alerts — no voucher closes without documentation.
Audit Trail & Reports
- Every transaction logs who created, approved, and posted it.
- Date-range P&L by category: stationery, maintenance, events, utilities.
- Cash flow statement with opening balance, inflows, outflows, and closing.
- Year-end reports formatted for trust board meetings and auditors.
Quick Answers
Can we set different cash limits for each branch?
Yes. Each branch gets its own petty cash ceiling. You also set limits per custodian within that branch. No one can disburse beyond their assigned amount.
How does the approval chain work?
You define who approves at each level. A teacher submits, the coordinator reviews, the principal approves, and the trust signs off for large amounts. Each step shows pending requests with attached documents.
What happens if a receipt is missing?
The voucher stays open. The system sends alerts to the custodian and their approver. No voucher can close until a scanned receipt or invoice is attached.
Can the trust board see financial reports directly?
Yes. Board members get read-only access to cash flow statements, category-wise P&L, and year-end summaries. They see the data without editing anything.
Frequently Asked Questions
Can we set different cash limits for each branch?
Yes. Each branch gets its own petty cash ceiling. You also set limits per custodian within that branch. No one can disburse beyond their assigned amount.
How does the approval chain work?
You define who approves at each level. A teacher submits, the coordinator reviews, the principal approves, and the trust signs off for large amounts. Each step shows pending requests with attached documents.
What happens if a receipt is missing?
The voucher stays open. The system sends alerts to the custodian and their approver. No voucher can close until a scanned receipt or invoice is attached.
Can the trust board see financial reports directly?
Yes. Board members get read-only access to cash flow statements, category-wise P&L, and year-end summaries. They see the data without editing anything.
Related Features
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See how Unity tracks every rupee — petty cash, approvals, receipts, and reports — in one place.