True:Cash. Company cash tracking

You know who in the company holds cash, to whom it was handed over and what it was spent on, without retyping receipts and without searching for them at the end of the month. We implement this module for a limited number of our accounting clients.

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Photo of a receipt in the phone app with the fields read out; the purpose of the expense awaits the employee’s confirmation — Sample data

From a voice note to a settled advance

True:Cash is a cash flow module in the My True Balance platform: employees record expenses and handovers on their phones, and the person who settles cash and the accountant see them in the browser. In the example (sample data), a crew manager tells the phone that he is giving a fitter an advance of PLN 500.00 for fuel and materials, the fitter confirms receipt, the next day pays PLN 187.43 at a building supplies store and takes a photo of the receipt, and returns the rest, PLN 312.57, with a handover code. On a laptop, a partner who settles the company's cash sees three confirmed entries in the register and the advance settled to zero.

Sample data

What you gain

No retyping
An employee records an expense with a photo of the receipt or a short voice note, and the app reads the amounts and asks only for confirmation.
Up-to-date balance
Every hand-to-hand cash handover is confirmed by the recipient on their phone (even without a signal), so you can see the cash balance of each person and of the cash desk at any time.
A complete set for the accounting office
Unsettled advances and expenses without a document remind you of themselves, and you pass the cash documents and the cash report to the office as a complete set.
Transparent rules
An employee knows who can see their balance.

Receipt photo reading in the phone app: amount, shop, date and VAT read out, the purpose of the expense uncertain and awaiting confirmation, the advance and the job preselected — Sample data

A receipt recorded at the moment of purchase

The employee takes a photo of the receipt, and the app saves it immediately, even without a signal, and then reads the amount, shop, date and VAT. The employee approves the entry and corrects only the fields with an uncertain reading. If there is one open advance, it is already selected; the job is too, when the employee started work in the True:Time module. The data the accountant needs is collapsed, so in the field the screen shows only what the employee has to check.

Voice note about a cash handover in the phone app: transcript and recognised fields to check, the job marked as uncertain — Sample data

One sentence instead of a form

The person holding the cash tells the phone to whom, how much and why they are handing over cash, and the module turns that sentence into an entry with recognized fields to check. The author always chooses the type of operation that cannot be clearly recognized from the recording. The recording is deleted after the entry is approved.

Confirmation of cash receipt on the recipient’s phone: the amount and the person handing it over, with the option to report a discrepancy — Sample data

The handover is confirmed by the person who takes the money

The recipient confirms cash handed over hand to hand on their phone, and the balance changes only after that confirmation. This makes it clear who holds the money. When something does not match, the recipient reports a discrepancy or indicates a different type of operation, and the matter returns to the person who handed over the cash.

Cash handover without signal on the phone: a QR code and six digits for the recipient to confirm on their phone — Sample data

Handover even without a signal

On a building site or in a basement, phones do not need a network. The person handing over shows a QR code or six digits, the recipient confirms them on their phone, and the entry waits in the queue of both devices and reaches the register when the network returns.

Cash overview in the browser: the company office cash box and people with their balance, the amount to refund, the date since which cash awaits settlement and the last reminder — Sample data

Cash balance of each person and cash desk

In the browser you can see the company's office cash desk and the cash held by individual people: the balance, the amount to be reimbursed to the employee, the date from which the cash has been waiting for settlement, and the last reminder. The person who settles cash sees people's names and balances, and management sees the totals.

Cash transaction register in the browser: a receipt photo next to the fields read out, the entry source and the confirmation status — Sample data

Every entry with a photo and history

The register shows the receipt photo next to the read fields, the source of the entry (photo, voice, manual, QR code) and the confirmation status. No one overwrites a confirmed entry: a correction is created as a new version with a reason, and the author of the entry sees it.

Cash to settle on an employee’s phone (sample person): an amount without a document since 21 October 2026 and who can see the balance — Sample data

Unsettled cash reminds you of itself

When cash is waiting for settlement, the module first reminds the employee, and after the announced deadline informs the supervisor and the person who settles cash once. The employee sees on their phone who can see their balance.

Confirmation of receipt of a pay advance on the employee’s phone, after the employer’s approval — Sample data

An advance on salary waits in the module for the employer's consent before the supervisor pays it out, and the employee confirms receipt. The information goes to the office's payroll and HR, and the employee sees the amount in the True:Time module. The way the advance is settled in the payroll is determined by the office's payroll and HR.

Monthly cash report in the browser: numbered cash receipt and payment vouchers, advance settlements per person and a list of original receipts, a PDF and CSV package for the accounting firm — Sample data

A complete set of cash documents for the office

At the end of the month, the module prepares a cash report, numbered cash receipts and cash disbursements (KP and KW), a summary of advance settlements for each person and a list of original receipts for the binder. You pass the package (PDF and CSV) to the office with one button and see when the office has received it. The scope of connections is agreed during implementation.

Cash handling settings in the browser: cash boxes, people holding cash, reminder and advance settlement deadlines and expense categories — Sample data

Cash flow rules agreed with the office

You agree the cash desks, people holding cash, reminder deadlines, advance settlements and expense categories with a True Balance accountant during implementation. The module warns when the total of cash payments for one transaction with another business exceeds PLN 15,000. A payment related to business activity is made through the business's payment account when the other party to the transaction is another business and the one-time value of the transaction, regardless of the number of payments resulting from it, exceeds PLN 15,000 or the equivalent of this amount. During implementation we prepare a template annex to the accounting policy on the flow of cash documents; you update the policy before the module starts.

Informational material, not tax or legal advice; legal status as of 2026-10-06.

Who True:Cash is for

Crew manager with a cash desk

issues advances and accepts returns with confirmation of receipt, and has the balance of their people on their phone.

Employee in the field

records an expense with a photo or by voice, without retyping, and knows how much is still left to settle.

Person who settles cash

sees who holds how much cash, and passes a complete set of cash documents to the office.

True:Cash in the office's services

The platform modules are part of True Balance accounting services. We implement this module for a limited number of our accounting clients.

In limited company accounting, cash control is part of the office's ongoing service. When the module is in use at a company, it provides the office with the cash report and advance settlements as a complete set, and advances from pay go to the payroll and HR that the office runs for the company.

Works together with

The module requires only the My True Balance platform. All platform modules

Book a demo or ask about implementation

We implement this module for a limited number of our accounting clients. We run the demo on sample data.