Sign Up Now

Petty Cash Tips For Production Coordiantors: How to Track Receipts and Avoid Budget Mistakes

Posted on: Jan 13, 2026

Photo Credit: Courtesy of pixdeluxe | iStockphoto

By Ben Hickson

For many production coordinators, petty cash is the first major responsibility on set, and the first real test of handling production finances. Being put in charge of a production’s petty cash can be stressful for anyone. One lost receipt or misplaced number could spell disaster for the budget. When petty cash is handled well, no one notices, but when it isn’t, it quickly can become one of the most stressful parts of the job.

Key Insights

  • Petty cash systems work best when one consistent tracking method is used from the first day of production to wrap.

  • Receipts should be collected, labeled, and verified immediately to avoid missing or incorrect expense records.

  • Digital backups protect productions from lost, damaged, or unreadable physical receipts.

 

Get Organized From Day One

Before the first receipt hits your hand, you have to decide how you’ll track everything, and stick to it for the entirety of the shoot. What I like to do is keep a petty cash envelope, and mark every time petty cash is checked out and to whom. If that doesn’t work for you, you could always keep a digital spreadsheet. Additionally, it is helpful to get a receipt scanner to keep track of them. Whatever you choose, consistency matters more than the tool itself. Changing systems can disrupt the organization and is how receipts vanish.

Get Receipts for Everything

Receipts are non-negotiable, even for the smallest expenses. Train your team early that no receipt means no reimbursement. This may feel strict at first, but consistency prevents awkward conversations later. When a receipt arrives, immediately confirm that it displays the vendor’s name, the date and the total amount. If anything is missing, address it right away while the details are still fresh. As soon as you get the receipts, it is also helpful to label them. Clearly write the date and reason for purchase before scanning them. I find it is also helpful to keep a receipt book with you. Some services or small businesses do not give out receipts, so having a receipt book available for them to fill out can ensure that there is a record for every purchase.

Keep Digital Backups

Physical receipts are fragile. They tear, fade, get spilled on or disappear. Always back them up digitally. Make it a habit to photograph or scan receipts daily, and upload them to a shared drive. Keeping the files organized by date or week can help keep track of spending. Digital backups can save you if a receipt is damaged or lost. If you take the picture as soon as you get the receipt, you can ensure that you do not lose the receipt or that it becomes hard to read. In the past, I would let receipts pile up and scan a bunch at once, but this is not ideal. Some of the receipts would be torn or hard to read, which would make organizing them more difficult.

Throw Nothing Away

One of the most important petty cash rules is to never throw anything away that could be tied to an expense. I personally like to keep receipts for up to six months after a production wraps, just in case any issues arise.

Even items that seem insignificant can become important later if accounting has a question. When in doubt, keep it. It’s far easier to discard paperwork after wrapping, than to recreate it under pressure.

Only Hand Out Cash When Needed

One of the easiest ways petty cash gets messy is giving out cash “just in case.” Resist the urge to hand out excessive amounts of cash. Things happen and change, or receipts could be lost. The best practice is to issue petty cash only when a specific purchase is needed. You can set clear limits on how much is given out, and require receipts immediately upon return. The less cash floating around, the easier it is to track. Controlled distribution protects both you and the production.

Handling petty cash may be intimidating at first, but you’ve already made it to production coordinator. That means you are already an organized, hardworking individual, so just bring those same skills into this role, and you will have no problems. Developing these habits can help ensure you are successful, and will continue to be trusted with the production’s finances. 

Remember, you will make mistakes and lose receipts every now and then, but it’s important not  to panic. Just be honest, and do your best to get all the information needed. 

Key Takeaways

  • A simple envelope, spreadsheet, or scanner can keep petty cash organized if used consistently.

  • Requiring receipts for every purchase creates accountability and prevents future budget disputes.

  • Limiting how much cash is handed out makes it easier to track spending and reduces financial risk.

Benjamin Hickson is an aspiring producer and production coordinator who has 4+ years experience working on various Film and TV projects. He has a background in Public Relations and served for six years in the military. He also has passion for travel and aims to increase LGBTQ+ representation in the entertainment industry.

Browse thousands of jobs and find your next gig! Sign up or login to Staff Me Up and get on-set today!

You may also like: