How to Digitally Manage Petty Cash in a Hospital

Managing petty cash in a hospital is like conducting a symphony under pressure. From urgent procurement of medical supplies and emergency maintenance to reimbursing transport or meal costs for staff, the need for quick, controlled disbursements is constant. However, if you're still handling petty cash using cash boxes, handwritten logs, or Excel sheets, you're inviting risk, slowing down operations, and burning out your finance team. 

Enter Openfloat a digital petty cash solution that gives hospitals real-time visibility, control, and audit readiness without the usual paper chase. 

Why Digitize Petty Cash Management? 

In healthcare, time and accuracy can mean the difference between smooth service and operational disruption. Manual petty cash systems are not only outdated but also inefficient and vulnerable to misuse. 

Here is what hospitals often struggle with: 

• Lost or missing receipts 

• Unaccounted disbursements 

• Manual reconciliation bottlenecks 

• Lengthy approvals that delay urgent purchases 

• Difficulties during audits and compliance checks 

By digitizing petty cash with Openfloat, hospitals can streamline operations, strengthen accountability, and respond faster   without compromising control. 

Simplify Hospital or Clinic Petty Cash Disbursements 

Openfloat replaces paper-heavy processes with a secure, easy-to-use digital platform designed to match how hospitals work. 

Real-Time Disbursements 

Whether it is KSh 500 for emergency supplies or KSh 5,000 for an external lab test, Openfloat lets you disburse funds instantly to staff via M-Pesa, Till Number, Paybill, or Bank Transfer; no physical cash, no waiting in queues. 

Departmental Budgeting 

Assign petty cash budgets to departments like Pharmacy, Maternity, or Facility Maintenance. Track usage in real-time and get notifications when teams are approaching their limits — helping you curb overspending before it happens. 

Digital Receipt Management 

Every transaction comes with the option to attach receipts digitally. That means: 

• No more chasing down staff for paperwork. 

• Easier monthly reporting. 

• A clean audit trail. 

Multi-Level Approvals 

Set up approval workflows by role or amount. Whether it’s the Head Nurse or the Procurement Officer, Openfloat ensures that all disbursements go through the right channels. 

Transparent Reporting 

Openfloat provides a live dashboard showing: 

• All disbursements across departments 

• Who approved what and when 

• Trends in usage (by day, week, or month) 

• Downloadable reports for board reviews or audits 

How to Use Openfloat for Petty Cash in a Hospital 

Openfloat supports both Single and Bulk payments, giving your finance team the flexibility to handle day-to-day requests and bulk disbursements with ease. 

For Single Transactions: 

1. Log in to your Openfloat account. 

2. Choose Send Money then select Single Payment. 

3. Choose the method (M-Pesa, Till, Paybill, Bank). 

4. Enter recipient’s details, amount, and payment reason. 

5. Attach receipt (optional but recommended). 

6. Submit for approval or pay instantly (based on access rights). 

For Bulk Transactions: 

1. Log in, click Send Money, and then choose Upload Payments. 

2. Download and fill out the payment template. 

3. Upload the filled sheet and supporting receipts. 

4. Review, approve, and track each transaction. 

Why Hospitals Trust Openfloat 

• Cut Admin Work – No more chasing paper receipts or filling cash books. 

• Faster Approvals – Instant digital workflows, even after hours. 

• Audit-Ready – Every transaction is logged, traceable, and reportable. 

• Improved Governance – Reduce fraud risk and increase financial discipline. 

•  Focus on Care, Not Cash – Let your finance team focus on strategy, not stationery. 

Case in Point 

Imagine a nurse in the maternity ward needs emergency supplies on a public holiday. Instead of filing a paper request and waiting a day, they can receive funds instantly on their mobile wallet, with finance able to reconcile the expense and receipt right from their dashboard. That is the Openfloat advantage. 

Closing Thoughts 

Petty cash in hospitals doesn’t have to be petty chaos. With Openfloat, you can digitize, streamline, and secure every aspect of your disbursement process — from emergency purchases to routine expenses — all in one place. 

Ready to simplify how your hospital manages petty cash? 
  Request a Demo and experience real-time, risk-free control today.