Cash Tracking helps you reconcile the physical cash in your drawers at the end of each shift and spot drawers that did not balance. Each row is one drawer session — from the moment someone opened the drawer to when it was closed — with Starting, Ending, Difference, and Paid In/Out amounts plus a Balanced, Not Balanced, or Open status. Use it to confirm shift-by-shift that counted cash matches what the system expected, and to see at a glance which drawers, days, or employees had discrepancies worth investigating.
Filters
| Filter | Default | What it does |
|---|---|---|
| Locations (HQ only) | No selection (shows all the locations you have access to) | Restricts the report to sessions at the shops you tick. On the per-shop view this filter is not shown, and the report always reflects only the shop you are signed into. |
| Date | All Time (everything up through the end of today in your shop's timezone) | Restricts the rows by date. A session is included if it was either opened OR closed in your selected range — so a session that straddles midnight will appear in both days' reports. |
| Status | No selection (shows Balanced, Not Balanced, and Open) | Restricts to the session states you tick. If you tick Not Balanced only, Open sessions drop out because they do not yet have an ending amount. |
| Opened By | No selection (all users) | Restricts to sessions opened by the users you tick. Deactivated users still appear in the list with "(deleted)" next to their name. |
| Closed By | No selection (all users) | Restricts to sessions closed by the users you tick. Picking any value here automatically hides Open sessions, since Open sessions have not been closed yet. |
Understanding Each Number
| Card | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Status | Whether the drawer is Open (still in progress), Balanced (the counted ending exactly matches what was expected), or Not Balanced (the counted ending differs from what was expected). | — | Quickly scanning for drawers that need attention — the red Not Balanced badge is where to start. | Determined automatically from the session; it is not set by hand. |
| Date | The opened and closed date of the session, shown as "M/D/YYYY - M/D/YYYY". | — | Seeing at a glance when a session started and ended. | A trailing dash with no second date means the session is still Open. |
| Drawer | The name of the physical drawer used for the session. | — | Spotting issues that are tied to one particular drawer. | If the drawer has since been removed from your settings, the name shows "(deleted)" after it — historical sessions still display. |
| Opened By | The user who opened the drawer at the start of the session. | — | Following up with the opener if the starting balance looks off. | Deactivated users show "(deleted)" after their name. |
| Starting | The cash counted in the drawer when it was opened. | — | Confirming the drawer was opened with the expected float. | This value is set at open time and does not change if cash is added or removed later. |
| Ending | The cash counted in the drawer when it was closed. | — | Comparing what was actually in the drawer at close to what the system expected. | Blank means the session is still Open — no close has happened yet. |
| Difference | The Ending amount minus what the system expected the drawer to hold. Positive means the drawer was over; negative means it was short. Zero is displayed in black; any non-zero amount shows in red with a "+" on positives. | — | Spotting overages or shortages at a glance. | Blank means the session is still Open. This is the headline number for reconciliation. |
| Paid In/Out | The net of manual Paid In and Paid Out adjustments made on the drawer during the session (Paid Out counts as a negative amount). | Cash sales and cash refunds on orders — those live on your All Payments and Sales Summary reports, not here. | Confirming how much cash was manually added to or removed from the drawer outside of normal sales. | Zero is normal for drawers with no manual adjustments. This column can be negative if Paid Out exceeded Paid In. |
| Closed By | The user who closed the drawer at the end of the session. | — | Following up with the closer if the ending count looks off. | Blank means the session is still Open. Deactivated users show "(deleted)" after their name. |
Your Excel export includes one extra column, Expected Ending Balance, which is the running total the system tracked for the drawer (Starting plus all transactions during the session). The Difference column on screen is your Ending minus this expected value.
Common Questions
Q: Why is my Paid In/Out amount so small when I had a busy cash day? A: Paid In/Out only tracks manual adjustments you make from the drawer screen (for example, adding starting change, or paying out petty cash). It does NOT include cash payments customers made on invoices or cash refunds you issued — those are already baked into the system's expected ending balance and will show up on your All Payments and Sales Summary reports. If the customer expects cash sales to appear here, point them to those reports instead.
Q: Why does the same session appear on two different days? A: The Date filter includes a session if it was opened OR closed in your range. A drawer opened Monday night and closed Tuesday morning will appear when you filter by Monday AND when you filter by Tuesday. That's intentional — it matches how reconciliation usually works (you want to see the shift, regardless of which calendar day you're looking at).
Q: Why is the Difference not zero when my cashier said they counted correctly? A: The Difference is the closer's counted cash minus what the system expected. If it's not zero, one of the inputs is off. Open the session row and compare the Expected card to the Actual card — Actual is the number the closer typed at close. The most common causes are: a miscount of the physical cash, a cash sale or refund that wasn't recorded on an order, or a manual Paid In / Paid Out that wasn't entered.
Q: A session I expect isn't showing up. Why? A: A few common reasons: (1) you're on the per-shop view and the session belongs to a sibling shop — switch to the HQ view and tick that location; (2) the Date filter didn't catch it — remember the filter looks at both the open and close date, so an Open session that hasn't closed yet won't appear under a "Today" filter if it was opened yesterday; (3) you filtered by Closed By while looking for an Open session — Open sessions have no closer, so any Closed By value hides them; (4) the session was never actually saved — check the drawer's Sessions list directly.
Q: Why doesn't the total at the bottom of my export match what I see on screen? A: This report doesn't show summary totals on the screen — totals only appear in the footer of the Excel export. If you need shift-over-shift or day-over-day totals, use Export XLS and look at the bottom row.
Q: Why does my Paid In/Out column show a negative number? A: Because Paid Out counts as negative in this column (it's the net of Paid In minus Paid Out). If your drawer had more cash paid out than paid in during the session, the column will be negative. Click into the session to see the individual Paid In and Paid Out entries listed separately.
Tips for Getting the Most Out of This Report
- Reconcile daily, not weekly. The report is designed for shift-by-shift review. Filter to yesterday, scan for red Not Balanced badges, and investigate while the shift is still fresh in your employees' memories.
- Click any row to see the details. The session modal shows the Expected vs Actual counts side by side, plus every Paid In, Paid Out, cash sale, and cash refund that hit the drawer. That's where you'll find the answer when a drawer comes up short.
- Use the Status filter to focus. Filter to Not Balanced only when you want to audit shortages and overages, and filter to Open when you want to see which drawers are still active at the end of the day.
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