Module 02 · Product portfolio
Petty Cash
Full control over every rupee of petty cash, at every location.
Manual cash registers are where money quietly leaks — no live trail, no central visibility, reconciliation that eats finance's week. MyVyay digitises every float into one real-time ledger, captured on WhatsApp, reconciled automatically.
Quick answer
MyVyay Petty Cash Management replaces manual cash registers with a digital imprest per branch or custodian, live from the moment funds are issued. Field staff capture receipts on WhatsApp; AI extracts and categorises instantly. Customers see 100% real-time visibility across locations, 5× faster month-end reconciliation, and zero manual cash registers.
Petty Cash
The problem
Does this sound familiar?
Blind spots at every branch
Finance has no idea how much cash a custodian is holding, or how it's spent, until the month-end physical count.
Cash leakage with no accountability
Manual registers are easy to fudge — petty theft, inflated claims, and lost receipts drain cash with no trace.
Month-end reconciliation is a nightmare
Reconciling dozens of physical cash books across locations takes days, with common mismatches and manual GL posting.
Field teams can't submit receipts digitally
Physical receipts are submitted in bulk once a week — crumpled, faded, incomplete.
The MyVyay way
One digital imprest as the source of truth
Digitise and automate petty cash operations — from imprest creation to settlement — with real-time visibility, configurable controls, and zero cash leakage.
Digital imprest management
Create and track a petty cash fund per branch or custodian, live from day one.
WhatsApp field capture
Custodians snap receipts and submit via WhatsApp — no app, no paperwork.
Auto-reconcile & top-up
Balances trigger top-up requests automatically; settlements post to the GL with no manual entry.
End-to-end process
How it works
Create digital imprest
Finance creates a petty cash fund per custodian or branch; balance is tracked live from the moment funds are issued.
Field capture via WhatsApp
Custodians snap receipts and submit via WhatsApp — AI extracts and categorises instantly.
Policy enforcement at every spend
Category limits, approval thresholds and merchant rules are enforced automatically before any expense is accepted.
Auto-reconcile and top up
Below-threshold balances trigger top-up requests; settlements post to the GL automatically.
Balance drops trigger an automatic top-up request — branches are never caught short.
Product preview
Real-time visibility, not a month-end report
- 100%
- Visibility across locations
- 5×
- Faster month-end reconciliation
- 0
- Manual cash registers needed
| Branch | Custodian | Balance | Status |
|---|---|---|---|
| Mumbai HO | R. Sharma | ₹30,000 | Healthy |
| Pune | A. Iyer | ₹4,200 | Low bal |
| Nashik | K. Nair | ₹18,500 | Healthy |
- Live balance for every custodian and branch
- Category-wise spending limits enforced automatically
- Top-up requests auto-trigger below threshold
- One-click GL posting — no manual journal entries
Product preview
Field experience
Custodians submit petty cash expenses via WhatsApp photo — no app, no manual forms.
- New spend on your float — send the bill 📷
- [Bill image — Sharma Hardware]
- ₹450 · Maintenance · GST extracted. Within category limit ✓
- Logged. Pune branch balance: ₹4,200
- 1
Create digital imprest. Finance issues a petty cash fund per branch or custodian in minutes.
- 2
Capture via WhatsApp. Snap the bill; AI extracts and categorises instantly.
- 3
Enforced at every spend. Category limits and merchant rules apply automatically.
- 4
Auto top-up & reconcile. Low balances trigger a top-up; settlement posts to the GL with no manual entry.
Capabilities
What's inside Petty Cash
Digital imprest management
Create and manage petty cash funds for any branch, project or custodian with a full audit trail.
WhatsApp field capture
Field staff submit expenses via WhatsApp photo — no app, works anywhere there's mobile signal.
Custodian-wise real-time balances
Finance sees a live balance for every custodian across every location.
Multi-location register management
Manage hundreds of petty cash registers across branches and field sites from one dashboard.
Category-wise spending limits
Configure per-category, per-custodian or per-location ceilings, enforced automatically.
Auto GL mapping and posting
Transactions map to the correct GL account and post to the ERP automatically.
Who benefits
Built for every stakeholder
Cash Custodian
Submits petty cash expenses via WhatsApp, checks remaining balance, and requests top-up when low.
Branch Manager
Approves top-up requests and monitors branch-level petty cash usage against budget.
Finance Controller
Views real-time balances across all locations, approves reconciliation, and exports GL-ready postings.
Internal Auditor
Reviews transaction history, fraud flags, and exception reports for any period and location.
Agentic AI
Specialised AI agents do the heavy lifting
MyVyay's agentic AI doesn't just surface insights — it takes actions on your behalf, enforces policy, and eliminates manual work at every step.
Receipt extraction
Reads receipts and bills submitted via WhatsApp or upload.
Smart categorisation
Maps spend to your configured chart of accounts automatically.
Balance monitoring
Threshold alerts and automated top-up request generation.
Policy enforcement
Category limits and merchant restrictions applied at the point of spend.
GL auto-mapping
Postings mapped and pushed to the ERP without manual journal entries.
Human-in-the-loop: agents recommend and seek approval — people stay in control of every decision.
Plug & play
Fits your finance stack in weeks, not months
Pre-built connectors mean no rip-and-replace.
SAP
Certified bi-directional integration with SAP ECC and S/4HANA for master data, cost objects, and real-time journal posting.
Tally
Deep TallyPrime integration built for Indian enterprises — vouchers, ledgers, and GST data flow both ways.
Zoho Books
Two-way sync with Zoho Books for bills, expenses, chart of accounts, and vendor records.
QuickBooks
QuickBooks Online integration keeping vendors, classes, and expense transactions in continuous sync.
Xero
Certified Xero integration posting coded spend and reconciling against bank feeds automatically.
Microsoft Dynamics 365
Native integration with Dynamics 365 Finance & Operations and Business Central for end-to-end payables flow.
Busy Accounting
Petty cash and expense posting for Busy Accounting Software, popular with Indian SMBs.
Proven impact
What customers see after go-live
100%
Cash visibility across all locations
5×
Faster reconciliation — days to hours
0
Lost receipts
60%
Reduced cash leakage
1-click
GL posting
Outcomes depend on branch count, float models, and transaction volume.
Commercials
Plans that scale with you
Startup
For single-location teams
₹200 /user/mo
- Up to 5 float pools
- WhatsApp receipt capture
- Single-level approval
- Basic float ledger
- CSV export
- Email support
Growth
For multi-branch operations
₹250 /user/mo
- Unlimited float pools
- Everything in Startup, plus:
- Branch-aware approval routing
- Full agentic AI suite
- Category limits & merchant rules
- Auto-reconciliation to ERP
- Low-balance forecasting
- Priority support
Enterprise
For large & multi-entity groups
Custom
- Unlimited users & branches
- Everything in Growth, plus:
- Whitelabel option + AMC
- Deep ERP ledger sync
- Custom controls & SLAs
- Dedicated success manager
- Full audit & compliance pack
- Single sign-on (SSO)
Pricing shown for India. Implementation: ₹50K–₹1L one-time, live in 1–2 weeks per module.
FAQ
Petty Cash — frequently asked
Answers our solutions team gives in real evaluations.
Can field staff without smartphones use this?
How are multi-location balances consolidated?
What happens when a custodian leaves?
Does it handle foreign currency petty cash?
Platform
Other modules
Works with
Built from these capabilities
Get started
Ready to transform your Petty Cash?
See a live demo tailored to your industry and team size. Implementation takes 1–3 weeks.
2–4 week implementation · No lock-in · Priced per active user