$ 58.46
In-App Purchases| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Discuss (mail)
• Employees (hr) • Expenses (hr_expense) • Invoicing (account) |
| Lines of code | 10517 |
| Technical Name |
advanced_petty_cash |
| License | OPL-1 |
| Website | https://github.com/haythamafify |
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Discuss (mail)
• Employees (hr) • Expenses (hr_expense) • Invoicing (account) |
| Lines of code | 10517 |
| Technical Name |
advanced_petty_cash |
| License | OPL-1 |
| Website | https://github.com/haythamafify |
Odoo 18 · Accounting Module
Advanced Petty Cash Management
The most complete petty cash solution for Odoo 18. Multi-custodian control, dynamic approvals, OCR scanning, QR vouchers, governance reports, and full audit trail — all in one module.
What's included
Every feature finance teams need
Built for organisations that need clean accounting, stronger internal controls, and management visibility without spreadsheets.
Multi-Custodian Control
Create unlimited custodies per company. Each custody has its own custodian, journal, currency, limit, minimum balance, expiry date, and branch name.
Dynamic Approval Matrix
Route transactions by amount range, company, and approval group. Override approvers per rule. Multi-level (User → Manager → Finance) with rejection wizard and chatter tracking.
Automatic Journal Entries
Approved expenses, replenishments, shortages, and excesses all post balanced journal entries automatically with analytic distribution support.
Cash Count & Variance
Enter physical denominations to compute the counted total. The system calculates variance against the ledger balance and posts a shortage or excess journal entry.
QR-Protected Vouchers
Each approved transaction generates a professional printable PDF voucher with a QR code for instant scan-and-verify and an anti-fraud cryptographic hash.
Receipt OCR Scanning
Attach a PDF or image receipt and trigger OCR with one click. Supports Claude AI, Google Gemini (free), and a local pdftotext fallback. Extracts vendor, invoice number, date, and amount with a confidence score.
Recurring Transactions
Automate regular expenses such as rent, utilities, or salaries. Set frequency (daily/weekly/monthly), end date, and maximum runs. Processed automatically by a daily scheduled action.
Spending Categories & Budgets
Define expense categories with monthly budget amounts, alert thresholds, and default accounts. Real-time tracking of spent vs. remaining. Budget usage shown on each category form.
Expense Policies
Per-employee policies with daily, weekly, and monthly spending caps. Define allowed categories and category-level limits. Violations flagged at submission and tracked in the Compliance Report.
Multi-Currency Support
Each custody operates in its own currency. Journal entries are created in the custody currency with full Odoo multi-currency conversion and reporting in company currency.
HR Expense Integration
Optionally auto-create an HR Expense record when a transaction is posted. Generates an expense sheet and submits it for manager approval in the standard HR workflow.
Customer Portal
Custodians view their balance, transaction history, and download vouchers from the Odoo customer portal — no backend access required. Portal expenses can be auto-submitted for approval.
Bilingual Email Notifications
Professional Arabic and English email templates for every workflow event: submission, approval, rejection, posting, replenishment request, low-balance alerts, and exception creation.
Analytics, Forecast & Anomaly
Each custody shows a 30-day forecasted balance based on average daily spend. An anomaly score highlights unusual spending. REST API endpoints for Power BI and Tableau integration.
Full Audit Trail
Every field change, state transition, approval action, and posting is logged immutably with timestamp, user, IP address, old value, and new value. Exportable to Excel with date/type filters.
Exception Management
Policy violations and flagged transactions appear in the Exception Inbox with risk level (Low/Medium/High), due date, assigned resolver, resolution notes, and final status.
Arabic Fully Supported
Complete Arabic translation included out of the box. All views, reports, and email templates are bilingual. Installs in Arabic or English with no extra configuration.
Multi-Company Ready
All models respect company_id. Each company has its own custodies, approval matrix, categories, policies, and accounting configuration. Works with Odoo's multi-company access rules.
Screenshot Tour
See it in action
📊 Dashboard
Petty Cash Dashboard
KPI cards showing total cash, pending approvals, exceptions, and low-balance alerts. Monthly spend trend chart, custody balance overview, and governance score across all custodies — live without any refresh.
🏦 Custody Management
Custody Form
Configure custodian, journal, currency, limit, minimum balance, expiry date, company, HR expense integration, and analytic distribution per custody. Smart buttons link directly to transactions, replenishments, counts, and exceptions.
Manager List View
Finance managers see all custodies with current balance, limit, minimum threshold, custodian, and status in a single list. Color-coded states: Active, Draft, Suspended, Closed.
✅ Approval Matrix
Dynamic Approval Matrix
Configure governance rules by amount range, company, and approval group. Each rule can have an override approver. Transactions are automatically routed to the correct approver based on amount — no manual assignment needed.
💳 Transactions & Vouchers
Transaction Form
Record amount, vendor, category, expense account, analytic distribution, and receipts. Full approval workflow buttons (Submit → Approve → Post → Reject) with chatter history. Rejection details section captures reason and notes.
QR-Protected Voucher
Professional PDF voucher generated for every approved transaction. Includes full transaction details, custody information, approval chain, and a QR code with cryptographic anti-fraud hash for field verification.
📷 Receipt OCR Scanning
Attach & Scan
Attach PDF or image receipts directly from the transaction form and trigger OCR scanning with one click. Supports Claude AI, Google Gemini (free tier), and a local pdftotext fallback.
Extracted Data with Confidence Score
Vendor, invoice number, date, and amount are extracted and pre-filled on the transaction form. A confidence score indicates extraction reliability, reducing manual data entry errors.
💰 Replenishment
Replenishment Requests
Custodians request top-ups when balance is low. Each replenishment goes through the approval workflow before a bank journal entry posts, ensuring full traceability of every cash injection.
Replenishment Form & Journal Entry
Full replenishment record with custody, requested amount, approver, and a direct smart button to the linked bank/journal payment entry for complete audit traceability.
🔢 Cash Count & Variance
Physical Cash Count
Enter denomination quantities (notes and coins) to calculate the physical total. The system displays the system ledger balance, computed variance, and automatically posts a Shortage or Excess journal entry with the correct gain/loss accounts configured in settings.
⚠️ Exception Management
Exception Inbox
All policy violations and flagged transactions in one place with risk level (Low / Medium / High), due date, assigned resolver, and resolution status. Finance managers can filter, assign, and track resolution from this view.
Exception Detail & Resolution
Each exception records the exception type, root cause description, assigned resolver, resolution notes, and final status — providing a complete audit trail for compliance review.
🔁 Recurring Transactions
Recurring Transactions
Configure automatic recurring expenses for rent, utilities, salaries, or any regular petty cash disbursement. Set frequency (daily/weekly/monthly/yearly), end date, and maximum number of runs. The daily scheduled action processes them without manual intervention.
💱 Multi-Currency
Multi-Currency Custody
Each custody operates in its own currency. Journal entries post in custody currency with Odoo's standard multi-currency engine. Reporting shows both local and company currency. Ideal for international offices, branches, and foreign-currency petty cash boxes.
📧 Email Notifications
Bilingual Email Notifications
Professional Arabic and English email templates fire for every workflow event: submission, approval, rejection, posting, replenishment request, low-balance alert, and exception creation. Delivered via Odoo's standard mail queue — no SMTP configuration needed.
🌐 Customer Portal
Self-Service Portal for Custodians
Custodians access their own custody balance, transaction history, and downloadable vouchers directly from the Odoo customer portal — no backend or Odoo license required. Portal expenses can be auto-scanned with OCR and auto-submitted for approval.
⚙️ Configuration
Module Settings
Configure OCR providers (Claude AI key, Google Gemini key), portal auto-submit, Power BI REST API token, and shortage/excess gain-loss accounts — all from the standard Accounting → Configuration → Settings panel.
Included Reports
12 ready-to-print PDF & XLSX reports
Every governance and operations report a finance team needs, ready out of the box.
Executive Summary
Management overview of total exposure, exceptions, and compliance trends.
Custody Statement
Full transaction history and running balance for custodian sign-off.
Variance Report
System vs. physical cash comparison with variance amounts and dates.
Budget vs Actual
Budgeted vs. actual spend by category and period.
Audit Log
Immutable field-level change log for internal audit and compliance.
Aging Report
Unreconciled transactions bucketed by age to catch delayed settlements.
Compliance Review
Per-category policy compliance rate, violations, and trend analysis.
Exception Report
All flagged exceptions with risk levels and resolution status.
SLA Breach Report
Transactions that exceeded approval or resolution SLA with responsible users.
Risk Exposure
Aggregated risk across custodies with anomaly scores and action flags.
Custodian Performance
Ranks custodians by compliance rate, settlement time, and spending accuracy.
📄
Petty Cash Voucher
QR-verified PDF per transaction
How it works
Complete workflow in 4 steps
1
Create Custody
Assign custodian, journal, currency, limit, minimum balance, and company. Activate when ready.
2
Submit Expense
Record amount, vendor, category, attach receipts or OCR-scan them, and submit for approval.
3
Approve & Post
Matrix-routed approvals post the journal entry and update the custody balance automatically.
4
Replenish & Count
Top up low balances via approved replenishments. Run physical counts with automatic variance entries.
Security Roles
| Role | Access Scope |
|---|---|
| Petty Cash User | Own custodies and own transactions only |
| Petty Cash Manager | Company-level review and approvals |
| Finance Manager | Full workflow, posting, and configuration |
| Auditor | Read-only visibility and export to Excel |
| Portal User | Self-service balance, history, voucher download |
Technical Requirements
- Odoo Version 18.0 Community or Enterprise
- Dependencies account, hr, hr_expense, analytic, portal, base_automation
- Python libs qrcode, xlsxwriter (auto-installed)
- OCR (optional) Claude API key or Google Gemini key — free local fallback included
- BI API (optional) REST endpoints for Power BI / Tableau — token generated automatically
- License OPL-1 — single production instance
- Languages English + Arabic (full translation included)
Support & Author
Need help? We respond fast.
Author Haytham Afify
Email haythamgamal6@gmail.com
GitHub github.com/haythamafify
LinkedIn linkedin.com/in/haytham-gamal-4165797a
Odoo Proprietary License v1.0 This software and associated files (the "Software") may only be used (executed, modified, executed after modifications) if you have purchased a valid license from the authors, typically via Odoo Apps, or if you have received a written agreement from the authors of the Software (see the COPYRIGHT file). You may develop Odoo modules that use the Software as a library (typically by depending on it, importing it and using its resources), but without copying any source code or material from the Software. You may distribute those modules under the license of your choice, provided that this license is compatible with the terms of the Odoo Proprietary License (For example: LGPL, MIT, or proprietary licenses similar to this one). It is forbidden to publish, distribute, sublicense, or sell copies of the Software or modified copies of the Software. The above copyright notice and this permission notice must be included in all copies or substantial portions of the Software. THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.
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