Key takeaways
- A payment voucher is an internal document that records the reason for a payment and the approval to make it.
- It lists the payee, amount, purpose, supporting documents, account coding and signatures.
- It is separate from a receipt, which the payee gives, and from a remittance advice, which tells the payee about the payment.
- Number vouchers in sequence and attach the invoice and approvals.
Free PDF and Excel: Payment voucher template and register. Get it below
What a payment voucher is
A payment voucher is an internal document that records and authorises a payment, showing who is paid, how much, why and who approved it.
Small businesses use a voucher for each cash or bank payment. Larger ones use system-generated versions. The idea is the same: no payment without a record of why and who said yes.
A clerk prepares voucher PV-0452 for a supplier invoice of 18,400. She attaches the invoice, purchase order and goods receipt. The accounts manager approves it, the finance head signs for payments above a limit, and the bank transfer is made. The voucher is filed with the transfer confirmation.
| Field | What goes in it | Why it matters |
|---|---|---|
| Voucher number and date | Sequential. | Control and audit trail. |
| Payee | Name and, if useful, account details. | Who gets paid. |
| Amount and currency | In figures and words. | Prevents alteration. |
| Purpose | What the payment is for, with invoice reference. | Context. |
| Supporting documents | Invoice, order, receipt. | Evidence. |
| Account coding | Ledger account and cost centre. | Posting. |
| Prepared, checked, approved by | Names and signatures. | Segregation of duties. |
| Payment method and reference | Transfer, cheque, cash. | Traceability. |
A voucher is not a receipt. See payment receipt. The payee's notice is a remittance advice. For requests that start the process, see the check request form.
- Vouchers are numbered in sequence.
- Preparer and approver differ.
- Invoice is attached and matched.
- Limits are respected.
- Voided vouchers are kept.
Last checked: 19 October 2026. General accounting practice.
Free PDF and Excel
Payment voucher template and register
A printable payment voucher with approval boxes and a register of vouchers raised.
- Voucher template
- Approval limits table
- Control check list
- Excel voucher register
Frequently asked questions
What is a payment voucher?
An internal document recording and authorising a payment.
What is the difference between a payment voucher and a receipt?
A voucher is internal and authorises the payment. A receipt is issued by the payee as proof of receipt.
Who signs a payment voucher?
The preparer, a checker and an approver, according to your limits.
Do I need a voucher for each payment?
Good control practice says yes, with supporting documents.
How should vouchers be filed?
In number order or by supplier, with attachments, for the retention period.