How it works: Enter the event, the date and both counters' names. Each counter enters their own count of bills, coins and checks without looking at the other's. Add the starting float and what your records say you should have. The sheet shows each total, whether the two counts match, the amount to deposit after the float, and how far over or short you are. Print it for both signatures and, once the counts match, add it to the deposit log in this browser.
Loading the cash count sheet. If it doesn't appear, use the printable sheet and deposit log further down this page.
This tool belongs with the PTA and PTO fundraising guide. The full routine for collecting, storing and depositing fundraiser money, including what to do when the bank is closed, is in the PTA and PTO cash handling guide. This page covers the count itself.
How to use the count sheet
- Fill in the event and the counters
Use the event name the treasurer will recognize in the books, and the date of the collection rather than the date you count, if they differ. Pick counters who aren't related and don't live together; California State PTA requires that, and it is good practice for any parent group.
- Count separately
Counter 1 counts everything and enters it, denomination by denomination. Counter 2 then counts everything again and enters a separate count. The tool keeps each count in its own column and compares the totals once both are in. Both columns are on the same screen, so Counter 2 should enter their count without looking at Counter 1's. When independence matters most, such as a large cash event, have each counter fill in their own column on the printed paper sheet below first, then type both counts in.
- List the checks
Enter each check with the payer, check number and amount. One list serves both counters, because a check either is or isn't in the pile.
- Enter the float and the expected amount
The float is the change the cash box started with. The expected amount comes from your records: tickets sold times the price, order forms, pledge envelopes or an item tally. Leave it blank if you have no records to compare against.
- Read the result, print and sign
If the two counts match, print the sheet and both counters sign before the money leaves the room. If they don't, recount the denominations that differ before anyone signs.
What the results mean
| Result | What it is | What to do |
|---|---|---|
| Counter totals | Each counter's bills plus coins plus checks | Compare them; they should be identical to the cent |
| MATCH or MISMATCH | Whether the two counts agree | On a mismatch, compare the two columns denomination by denomination and recount the rows that differ |
| Deposit amount | The matched total minus the starting float (shown only when the counts match) | This is the event's income and what goes on the deposit slip; the float is recorded separately |
| Over or short | Deposit amount compared with the expected amount from your records | Note the difference and the likely reason on the sheet; don't make it up from anyone's own money |
Utah PTA's guidance is the reason the float comes off before income is recorded: the starting cash belongs to the group already, so leaving it in would overstate what the event raised. A mismatch between counters and a shortage against records are different problems. The first is a counting error to fix now; the second is a difference to explain and report. The cash handling guide walks through what to do when the count doesn't match.
Example Both counters reach $612.00 in cash and checks. The float was $75.00, so the deposit is $537.00. Order forms expected $540.00, so the result reads $3.00 short.
The deposit log
Each matched count you add goes into a deposit log of past counts on this device, which you can print, and you can remove any entry. The tool won't add a count to the log until both counts match. The log lets a treasurer see a season's collections in one place and print them for the monthly report or the year-end financial review. Utah PTA recommends numbering deposits and attaching the bank's deposit receipt to the paperwork for each one; write the deposit number on each printed sheet and keep the bank receipt with it. The paper deposit log below has columns for both.
Nothing you type is sent anywhere. Counts and the log are saved only in this browser, so they won't appear on another computer and can disappear if browser data is cleared. Print or save each sheet as a PDF for the group's records, and delete the log on a shared computer when you're done.
Printing and signatures
The printed sheet shows every denomination for both counters, the check list, the float, the deposit and the expected amount from your records, with signature lines for both counters. Write the over or short figure from the screen onto the sheet by hand. California State PTA asks that everyone who counted verifies the total and signs the verification form, and that copies go to the event chair. Washington State PTA's sample policy has both counters sign the money count sheet, and has two members take any deposit holding more than $500 in cash.
Printable count sheet (no computer needed)
If the tool doesn't load, or you're counting in a room without a laptop, print this sheet. Both counters fill in their own columns.
Cash count sheet: two-person count
Event: ______________________ Date: ____________ Location: ______________________
| Denomination | Counter 1: quantity | Counter 1: amount | Counter 2: quantity | Counter 2: amount |
|---|---|---|---|---|
| $100 bills | ||||
| $50 bills | ||||
| $20 bills | ||||
| $10 bills | ||||
| $5 bills | ||||
| $2 bills | ||||
| $1 bills | ||||
| $1 coins | ||||
| Half dollars (50¢) | ||||
| Quarters (25¢) | ||||
| Dimes (10¢) | ||||
| Nickels (5¢) | ||||
| Pennies (1¢) | ||||
| Cash total | ||||
| Checks total (from list below) | ||||
| Total counted |
| Check: payer | Check number | Amount |
|---|---|---|
| Summary | Amount |
|---|---|
| Do the two counts match? (yes / no; if no, recount) | |
| Total counted | |
| Less starting float | |
| Deposit amount | |
| Expected from records (tickets, order forms, envelopes) | |
| Over (+) or short (−), with likely reason | |
| Counter 1: printed name, signature, date | |
| Counter 2: printed name, signature, date | |
| Deposited by, date, deposit slip number |
Deposit log
One line per deposit. Attach the bank's deposit receipt to each count sheet.
| Deposit no. | Date | Event | Counters | Deposit amount | Over / short | Slip number | Treasurer's initials |
|---|---|---|---|---|---|---|---|
Before and after the count
The count is one step in a longer chain. Before the event, set up cash boxes with recorded floats and two adults at each station; the cash box setup table lists what each station needs, and the volunteer planner helps staff the shifts. After the deposit, donors who gave $250 or more in a single gift need a written acknowledgment; what the acknowledgment must say is covered with the thank-you letters. For pledge events, see collecting donations after a fun run.
Sources
- Handling PTA Funds, California State PTA Toolkit (accessed 2026-10-30)
- Sample Money Handling Policy, Washington State PTA (accessed 2026-10-30)
- Receiving and Disbursing Funds, Utah PTA (accessed 2026-10-30)
Frequently asked questions
Is this cash count sheet free, and is anything sent anywhere?
It's free, with no account. Everything you enter stays in this browser: nothing is uploaded or emailed. The deposit log is stored only on this device, so print or save each sheet as a PDF for the group's records, and clear the log if you're using a shared school computer.
Why should two people count separately instead of together?
Two independent totals that agree are strong evidence the count is right. If one person counts while the other watches, a miscount can slip past both of them. Separate counts also protect each volunteer, because neither one's number stands alone. State PTA guidance asks for at least two counters who both sign.
Do checks go on the count sheet?
Yes. List each check by payer, check number and amount, and include the checks total in the count so it agrees with the deposit slip. The list also helps the treasurer trace a donation later and send acknowledgments to donors who need them.
What if we don't know how much we should have?
Leave the expected amount blank and the sheet will still show both counts, the match and the deposit amount. Next time, set up a way to know: numbered tickets, an inventory count before and after, or a tally of items sold. Records you can compare against are what make a shortage visible.