Staff can enter expenses, upload receipts, and track reimbursement requests in one place. Finance teams get real-time visibility for quicker approvals and better oversight — the system enforces spending policies, automates approvals, and keeps a digital archive while helping managers analyze spending patterns.
Key Benefits
- Digital petty cash management
- Automated reimbursement workflows
- Real-time expense tracking
- Multi-level approval controls
- AI-powered bill scanning and OCR
- Policy-based expense compliance
- Instant fund allocation and settlement
- Audit-ready reports and analytics
- Location-based expense tracking
- Seamless accounting software integration
What Is Petty Cash and Imprest Management?
Petty cash is a small fund, often called the petty cash fund, that a business keeps for everyday petty cash expenses such as local travel, stationery, couriers and refreshments. Under the imprest system, a fixed amount, called the float, is given to a named custodian. The custodian pays for small spends and keeps a bill for each one. When the fund runs low, the spends are totalled and the float is topped up back to the same amount. Read more in our guide on what petty cash means.
How Digital Petty Cash Works
Load the imprest amount
Finance sets a float for each branch, site, team or custodian and loads it digitally, with clear limits.
Staff spend and upload bills
Staff record each spend in the haeywa app and snap the bill. AI-powered OCR reads the amount, date and vendor automatically.
Managers approve
Spends route to the right approver based on your policy, and managers approve from their phone in a tap.
Top up and settle
When the float runs low, it is topped up digitally, and every spend is already recorded in a digital petty cash ledger, ready to reconcile.
How Employee Reimbursement Works
Submit a claim with the receipt
Employees who pay from their own pocket raise a claim in the app and attach the bill.
Policy check and multi-level approval
Claims are checked against your expense policy, then pass through one or more approvers based on amount and category.
Settlement
Approved claims move straight to settlement, so employees are repaid without chasing finance.
Audit-ready record
Every claim keeps its bill, approvals and payment together, ready for audit and compliance reporting.
Petty Cash Book vs haeywa
| Petty cash book or Excel | Digital petty cash with haeywa | |
|---|---|---|
| Recording spends | Written by hand in a book or typed into a sheet | Staff log each spend in the app as it happens |
| Bills and vouchers | Paper petty cash vouchers that fade or go missing | Bills snapped and read by AI-powered OCR |
| Approvals | Signatures collected later, often in person | Multi-level approvals on mobile and web |
| Top-ups | Requested by phone or email, counted by hand | Imprest amount topped up digitally |
| Visibility | Only when the book or file is sent to head office | Real-time view of every branch and custodian |
| Reconciliation | Cash counted and matched to slips at month-end | Automatic, with audit-ready petty cash reports |
Who Uses haeywa for Petty Cash
Construction and field teams
Site supervisors handle daily materials, labour and transport costs from a digital float, with every spend tracked by location. See petty cash management for construction and field teams.
Retail and branches
Store and branch managers cover everyday running costs, while head office sees every branch in one view. Read how one retail business moved its petty cash from chaos to control.
NGOs and associations
Field programmes and offices manage small spends with full records for donors and audits. Explore petty cash best practices for NGOs and associations.
Eliminate the hassle of chasing receipts and dealing with spreadsheets. With Haeywa, managing petty cash and reimbursements is now faster, smarter, and fully transparent.
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