A voucher is a document used to record, authorize, acknowledge, or provide evidence of a transaction, payment, purchase, expense, or other activity. Businesses and organizations use different types of vouchers depending on their accounting and administrative needs.

A voucher template provides a ready-made format that can be customized instead of creating a document from scratch. A properly structured voucher can include important information such as the date, voucher number, payer or recipient, amount, description, payment method, authorization, and signatures.

These templates can be useful for businesses, offices, schools, nonprofits, accounting departments, and individuals who need a simple way to organize financial or administrative records.

What Is a Voucher?

The meaning of voucher depends on how it is being used.

In accounting, a voucher can provide supporting documentation for a financial transaction. A business may use a payment voucher to document money paid to a supplier, employee, service provider, or other recipient.

A voucher can also refer to a document that entitles someone to receive a product, service, discount, or benefit. For example, a gift voucher can represent a specific monetary value that a recipient can redeem.

Because of these different uses, it is important to select a voucher format that matches your specific purpose.

Free Voucher Template

A free voucher template provides a convenient starting point for creating a professional voucher.

Depending on the type of voucher, you may need fields for:

• Voucher number
• Date
• Name of payer
• Name of recipient
• Amount
• Description
• Payment method
• Account information
• Reference number
• Supporting documents
• Prepared by
• Approved by
• Signature

You can customize the template by adding your company name, logo, address, and other relevant information.

Payment Voucher Template

A payment voucher template is commonly used by businesses to document payments.

It can record payments made for:

• Office expenses
• Supplier invoices
• Services
• Rent
• Transportation
• Salaries or allowances
• Purchases
• Other business expenses

A payment voucher should clearly identify what was paid, how much was paid, to whom the payment was made, and when the transaction occurred.

Cash Voucher Template

A cash voucher can be used to document cash received or paid by an organization.

For example, a business may prepare a cash payment voucher when an employee receives money for an approved expense.

A cash voucher can include the amount, recipient, purpose, date, and signatures of the relevant people.

Maintaining properly organized cash vouchers can help businesses reconcile cash transactions and maintain accurate records.

Receipt Voucher Template

A receipt voucher can be used to document money received by a business or organization.

It may include:

Received From: __________________

Amount: ________________________

Purpose: _______________________

Payment Method: _________________

Date: __________________________

Voucher Number: ________________

Received By: ____________________

The exact format should be adapted to the organization’s accounting procedures.

Expense Voucher Template

An expense voucher template can help employees or departments document business expenses.

It may include:

• Employee name
• Department
• Date
• Expense category
• Description
• Amount
• Receipt/reference number
• Total expense
• Approval
• Reimbursement information

Expense vouchers are especially useful when employees need to submit expenses for reimbursement.

Accounting Voucher Template

An accounting voucher is used to support the recording of financial transactions in an accounting system.

Depending on the accounting process, businesses may use different voucher types for payments, receipts, journal entries, purchases, and other transactions.

The voucher can provide supporting information that helps an accounting department verify and record the transaction accurately.

Gift Voucher Template

A gift voucher is different from an accounting voucher. It is usually provided to a customer or recipient and can be redeemed for products or services.

A gift voucher may include:

• Business name
• Voucher number
• Value
• Recipient
• Expiration date, if applicable
• Terms and conditions
• Redemption instructions

A professional gift voucher can also be designed to reflect the company’s branding.

How to Create a Voucher

Creating a voucher from a template is simple.

1. Choose the appropriate type: Determine whether you need a payment, cash, receipt, expense, accounting, or gift voucher.

2. Add identification information: Include the voucher number and date.

3. Enter transaction details: Describe the payment, expense, purchase, or benefit.

4. Add the amount: Clearly record the monetary value where applicable.

5. Add payment information: Include the payment method or relevant account details.

6. Add authorization: Include approval or signature fields where required.

7. Attach supporting documents: For business transactions, retain invoices, receipts, or other supporting records when appropriate.

8. Review and file: Check the information and store the completed voucher according to your organization’s record-keeping procedures.

Benefits of Using a Voucher Template

A standardized voucher template can make financial administration easier.

It can save time by providing a reusable format, improve consistency by using the same fields for similar transactions, and support record keeping by keeping important transaction information together.

Templates can also make approval processes clearer because the relevant people can see the transaction details before authorizing payment.

Voucher Template in Word and Excel

A voucher template in Word is useful when you need an editable document that can be printed and completed manually or electronically.

An Excel voucher template can be more useful when you need to manage multiple transactions or perform calculations. Excel can also help maintain a voucher register containing voucher numbers, dates, amounts, and transaction categories.

Choose the format based on how the voucher will be used and maintained.

Download Free Voucher Templates

A ready-made voucher template can save time and provide a consistent structure for documenting payments, receipts, expenses, purchases, or other transactions.

Choose a template that matches your purpose, customize it with your organization’s information, and review the completed document carefully before using it as part of your accounting or administrative records.

Downloadable Voucher Templates And Formats

Cash Voucher Template

This cash voucher template can be used to document cash received or paid by a business or organization. It can include the amount, recipient, purpose, date, and relevant authorization fields.

Payment Voucher Template

This payment voucher template provides a structured format for recording a business payment. It can be customized with the payment date, voucher number, recipient, amount, payment purpose, and authorization information.

Receipt Voucher Template

This receipt voucher provides a format for documenting money received by an organization. It can be customized with the payer’s information, amount, purpose, payment method, date, and receipt details.

Accounting Voucher Template

This accounting voucher provides a structured format for supporting financial transaction records. It can be adapted for different accounting and bookkeeping procedures.

Expense Voucher Template

This expense voucher template provides a structured way to document business expenses and reimbursement requests. It can include expense descriptions, amounts, dates, categories, and approval information.

Gift Voucher Template

This gift voucher template can be customized for businesses offering customers a prepaid value, product, service, or promotional benefit. It can include the voucher value, number, recipient, expiration information, and redemption terms.

Frequently Asked Questions

1. What is a voucher template?

A voucher template is a ready-made document used to record or authorize transactions such as payments, receipts, expenses, purchases, or other financial activities.

2. What is a payment voucher?

A payment voucher is a document used to record and support a payment made by a business or organization. It can include the recipient, amount, purpose, date, and payment method.

3. What is a cash voucher?

A cash voucher records money received or paid in cash. It can be used to document cash transactions and provide supporting information for accounting records.

4. Can I create a voucher in Word?

Yes. A voucher Word template can be edited with your business information, transaction details, amounts, and signature fields before printing or saving the document.

5. Can I make a voucher in Excel?

Yes. Excel is useful for voucher templates when calculations or multiple transaction records are involved. It can also be used to maintain a voucher register.

6. What is an expense voucher?

An expense voucher is used to document a business expense, often including the employee, expense category, amount, date, description, and approval information.

7. What is a gift voucher?

A gift voucher is a document or certificate that entitles its holder to receive a specified product, service, discount, or monetary value from a business according to its terms.

8. What information should a voucher contain?

Depending on its purpose, a voucher may include a voucher number, date, names of the parties, amount, transaction description, payment method, supporting information, and authorization or signatures.