Employee custody
Hand your team a cash advance — and know exactly where it went
Give an operations lead cash to cover studio gear, courier costs or a marketing event. Track what they spend, what they bring back, and what is still owed — with every dinar posted to your books the moment it moves.
- Issue, settle & return, in one place
- Expense or cash-return settlements
- Auto-posted to the books
Every advance, accounted for — automatically
A small imprest tool that closes the loop your spreadsheet never could.
From advance to close
A custody, handled in four steps
Issue it, let them spend it, settle it — the balance owed updates itself the whole way.
Issue the advance
Pick the staff member, the treasury it comes from, and the amount — it moves out of the cash box instantly.
They spend & keep receipts
Your team member spends it on your academy's behalf and brings back an invoice, or simply returns what is left over.
Settle: expense or return
Record each settlement as a classified expense or a cash return to any treasury — as many as it takes.
The custody closes itself
Once settled plus returned equals the amount issued, the status flips to settled — no manual sign-off needed.
Issue in seconds
Issue an advance in seconds
Pick a staff member, a treasury, an amount and a purpose — the advance moves out of the cash box the moment you save, ready for them to spend on the academy's behalf.
- Any active staff member as the holder
- Draw from any treasury you run
- Payment method & branch on every advance
- A server-generated code, every time
Nothing to chase
The remaining balance, always current
Settled and returned amounts update the moment they are recorded, so the remaining balance — and who still owes what — is never something you calculate by hand.
- Remaining is derived, never typed in
- Status moves open → partial → settled on its own
- A settlement can never exceed what remains
- Closed the instant the balance hits zero
The books, handled
Fully accounted, automatically
Issuing an advance is a receivable, not an expense — it only becomes one when it is settled. Turn on double-entry accounting and every issue, settlement and return posts its own balanced journal entry against your Staff Custody account, with zero manual bookkeeping.
- Issue posts a receivable, not an expense
- Works with or without accounting turned on
- Every entry balances, every time
- A reversal undoes the treasury and the entry together
Two ways to settle
Settle each advance the way it was spent
Mix both freely on a single custody until the balance reaches zero.
They spent it — classify the invoice
Pick an expense category, attach the receipt, and the amount reclassifies from a receivable into a real expense. No treasury moves — the cash already left on issue.
They return it — pick the treasury
Choose any treasury to receive the cash back — it does not have to be the one it was issued from — and the balance owed drops by that amount.
More in every custody
Everything a cash advance needs
The details that turn "I gave them some cash" into a real, auditable record.
Auto-generated codes
Every custody gets its own immutable code — no numbering scheme to maintain.
Live remaining balance
Settled, returned and remaining recompute the instant a settlement is recorded.
Any treasury, any branch
Issue from one treasury, return to another, and tag the advance to a branch.
Receipt attachments
Attach the invoice to a settlement so the paper trail lives with the record.
One-click reversal
Delete a settlement or a whole custody and the treasury and books reverse with it.
Role-based permissions
Separate who can view, issue, settle and delete — down to the individual action.
A full settlement ledger
Open any custody to see every settlement against it, in one running ledger.
Accounting is a toggle
Custody tracks cash perfectly on its own — turn on double-entry books whenever you are ready.
All included
Custody tracking, straight out of the box
No add-on, no separate ledger to keep. Every academy gets full staff-advance tracking from day one.
Part of your finance toolkit
Custody works alongside the rest of your books
The treasury it moves, the ledger it posts to, and the staff it tracks are all one connected system.
Treasuries
See the cash and bank accounts every advance is issued from and returned to.
Explore treasuriesAccounting
The double-entry engine that turns every custody movement into a balanced journal entry.
Explore accountingStaff & HR
Manage the team members who can hold a custody in the first place.
Explore staff & HRAcademy operators trust it
Operators who stopped chasing receipts
Real teams running the business side of their online academy.
I hand our ops lead cash for studio gear and courier runs, and I always know what is left owed. No more sticky notes on my desk.
The expense-versus-return split finally matches how accounting actually thinks about it. Our books balance themselves now.
Every advance shows its own settlement ledger, so closing the month means checking a list, not reconstructing a story.
Questions
What operators ask about custody
It is a cash advance (an imprest) you hand a staff member to spend on the academy's behalf — studio gear, a courier, event costs. The money leaves the treasury immediately, but it is tracked as owed by them until they settle it.
An expense settlement means they spent it — you classify the invoice under an expense category and it becomes a real cost. A cash return means they give the leftover back, which credits a treasury. Both reduce the balance owed; together they must equal the amount issued.
No. Issuing only moves cash out of the treasury — accounting-wise it is a receivable, because the officer still owes it. It only becomes an expense once it is settled against a category.
Yes. A cash return can go to any treasury you choose, as long as its currency matches the custody. A mismatch is rejected before it is recorded.
The treasury still moves exactly the same way — cash out on issue, cash in on a return — but no journal entry is posted. Turn accounting on later and the ledger picks up from there.
Yes. Deleting a settlement reverses just that movement and its entry. Deleting the whole custody reverses the issue and every settlement against it, in one step.
Ready when you are
Stop chasing who owes what
Issue advances, settle them by expense or return, and let the books balance themselves — start running your academy's cash properly today.
Free to start · No credit card required · Works with or without accounting