Bank Deposit Log: Free Template for Daily Deposits

By Nicole Hullihen, former SaaS Chief Operating Officer and Microsoft MVP · Updated October 25, 2026

The register balanced, the deposit was prepared, and somehow the bank statement shows less than expected. Without a deposit log, it's hard to know whether the money went missing at the store, on the way to the bank or in a bank error. A simple deposit log closes that gap.

This guide includes a free bank deposit log template and explains what to record, how to prepare and verify deposits, how to match them to sales and how to reconcile them with your bank statement.

Note: This is general information, not accounting advice. Ask your accountant how deposits should be recorded in your books.

Why Keep a Bank Deposit Log?

• Track every dollar from the register to the bank.
• Catch missing or short deposits quickly.
• Discourage theft with clear accountability.
• Simplify bookkeeping and bank reconciliation.
• Resolve bank errors with records.

Free Bank Deposit Log Template

Use one row per deposit. If you deposit more than one day's sales at once, list each sales date or note the range.

What to Record

Preparing a Deposit

1. Count the drawer and complete the cash drawer count sheet. See the cash drawer count sheet.
2. Remove the starting bank (the change fund) and leave it for the next shift.
3. Separate cash and checks.
4. Count the deposit and have a second person verify it.
5. Fill out the deposit slip and seal the bag.
6. Record the deposit in the log with both initials.
7. Store it in the safe until it's taken to the bank.

Matching Deposits to Sales

Card sales usually arrive separately from your card processor, often a day or two later. Track them on their own line in your reconciliation.

If cash is used for small purchases, record them in the petty cash log, not by taking money from the deposit.

Two-Person Controls

• One person counts, a second person verifies.
• Both sign or initial the count sheet and deposit log.
• Seal deposits in tamper-evident bags.
• Separate who prepares deposits from who reconciles the bank statement.
• Rotate who takes deposits to the bank when possible.

Separating duties is one of the simplest ways to prevent and detect theft.

Deposit Timing and Safety

• Deposit daily when cash volume is high, or on a set schedule.
• Vary the time and route to the bank.
• Use a night drop or armored car service for large amounts.
• Don't carry deposit bags in plain view.
• Keep cash on hand low by depositing regularly.

Make deposits part of your opening or closing routine. See the opening and closing checklist.

Reconciling With the Bank Statement

1. Download the bank statement or transaction list.
2. Match each deposit in the log to the bank's deposit.
3. Mark any deposits not yet received.
4. Investigate differences between the log and the bank.
5. Record the bank-confirmed amount in the log.
6. Have someone other than the person who made deposits review the reconciliation.

Weekly reconciliation catches problems quickly. Many small businesses at least reconcile monthly. See what is a P&L statement for how deposits feed into your financial statements.

When a Deposit Is Missing or Short

1. Check the deposit log, count sheet and deposit slip.
2. Confirm with the bank whether the deposit was received or adjusted.
3. Check the safe and night drop records.
4. Ask the people who prepared, verified and carried the deposit.
5. Review camera footage if available.
6. Document what you find and report to the owner.

Banks sometimes adjust deposits for counting errors or counterfeit bills and send a notice. Keep those notices with the log.

Deposits for Multiple Locations

Each location should keep its own deposit log, ideally depositing into the same account with location identified on the slip or in the bank memo. A weekly summary by location makes it easy to spot a store whose deposits don't match its sales.

Example: A Restaurant

A restaurant's bank deposits occasionally came up short, but nobody could say why. The owner introduced a deposit log with two-person verification, sealed bags and a weekly reconciliation by the bookkeeper. Within a month, the log showed that every short deposit happened on the same closing shift. The issue was addressed, and deposits have matched sales ever since.

Common Deposit Mistakes

• One person counting, depositing and reconciling.
• No deposit slip copies or bag numbers.
• Holding cash for days before depositing.
• Paying expenses from the deposit.
• Never reconciling with the bank statement.
• Ignoring small differences that add up.

Bank Deposit Checklist

Sample Completed Deposit Log

This sample uses made-up amounts. The $5 difference on the last row would be investigated: a bank adjustment notice, a counting error or a missing bill.

Starting Bank and Change Fund

Most businesses keep a set amount of cash, called a starting bank or change fund, in each register. This money is not part of the deposit. Count it separately, leave it for the next shift and record it on the drawer count sheet. If the change fund is short, investigate before the next shift starts.

Deposit Bags and Slips

• Use numbered, tamper-evident bags.
• Record the bag number in the log.
• Keep a copy of every deposit slip.
• Never reuse a bag that's been opened.
• Store unused bags securely.

Mobile and Remote Check Deposits

Many banks let businesses deposit checks with a phone or a check scanner. Record remote deposits in the log the same way, with the deposit date and confirmation number, and store or destroy the paper checks according to your bank's instructions.

Who Should Handle Deposits?

The person who reconciles should not be the same person who prepares and takes the deposit.

Weekly Deposit Review

Deposit Policy Template

Deposits and Your Bookkeeping

Your bookkeeper needs deposits recorded by sales date and deposit date so that sales, cash and bank activity match in your books. A clear deposit log, together with daily sales reports and card processor statements, makes month-end reconciliation much faster. Ask your accountant how they want deposits and card settlements recorded.

Card Sales and Processor Deposits

Card sales don't go through your deposit bag. Your card processor deposits them, usually in batches, sometimes net of fees. Track processor deposits separately and compare them with card sales on your POS reports. Differences often come from fees, refunds, chargebacks or timing.

Training Closers on Deposits

1. Show how to count the drawer and remove the starting bank.
2. Practice filling out the deposit slip and log.
3. Explain the two-person verification step.
4. Show where the safe and bags are kept.
5. Explain what to do if the count is over or short.

Write the steps as a short procedure and post it in the office. See SOPs for small business.

Common Questions About Deposits

• Can we deposit every few days instead of daily? If cash volume is low, a set schedule can work, but holding cash longer adds risk.
• Should managers carry deposits in personal vehicles? Many businesses allow it; consider safety, insurance and route variation.
• What if the bank adjusts a deposit? Keep the bank's notice, record the adjustment and investigate.

Bank Deposit Quick Tips

• Two people count.
• Seal and number every bag.
• Deposit on schedule.
• Record bank-confirmed amounts.
• Reconcile every week.

Over and Short Tracking

Small overs and shorts happen, but patterns matter. Track them by shift and employee on a simple summary.

Repeated shorts on the same shift or person need a closer look and more training. Be careful about making employees cover shortages from their pay; federal and state rules limit deductions. See is it legal to dock an employee's pay.

Safe Procedures

• Limit who has the safe combination or key.
• Change the combination when an employee with access leaves.
• Keep a safe log of when deposits go in and out.
• Use a drop safe so staff can deposit without opening the main safe.

Track safe access along with other keys. See the key control log.

Getting Started This Week

1. Print the deposit log and keep it with the safe.
2. Order numbered deposit bags.
3. Train closers on two-person counting.
4. Set a deposit schedule.
5. Reconcile last week's deposits with the bank statement.

Deposits for Service Businesses

Service businesses that collect checks or cash in the field, such as contractors, cleaners and landscapers, need a deposit process too. Have technicians record payments on the job paperwork, turn in payments daily and log them before they're deposited. Match field payments to invoices so every payment is applied to the right customer account. See the field service report.

Year-End and Audits

A complete deposit log, with slips, bag numbers and reconciliations, makes year-end closing and any audit or review of your books much easier. Keep the log and supporting documents together, organized by month, and ask your accountant how long to keep them.

Small Habits, Fewer Surprises

A deposit log only takes a minute per deposit, but it turns cash handling from a guessing game into a clear record. With two-person counts, sealed bags and a weekly reconciliation, missing money becomes rare, and when it happens, you can find out why.

Deposit Log Examples by Business

Adjust the routine to your cash volume and risk, but keep the same log and two-person controls.

When Employees Handle Tips

If cash tips pass through the register, separate them from the deposit according to your tip process and record them on the tip out sheet. Mixing tips with business deposits makes both harder to track. See the tip out sheet.

Night Drop and Armored Car Services

Night drops let you deposit after the bank closes without holding cash overnight. Armored car services pick up deposits from your location, which can make sense for high cash volume or locations where carrying cash is risky. Ask your bank about options and fees, and record each pickup or drop in the log with the bag number and time.

Reviewing Deposit Practices

Once a year, review your deposit routine with your bookkeeper: who handles deposits, how often differences occur, whether the schedule still fits your cash volume and whether any controls need tightening. Small adjustments can close gaps before they become losses.

Start with this week's deposits and build the habit from there.

A consistent routine protects both your cash and your team.

Review it every week.

Keep Cash Procedures Consistent With Updoot

Updoot's SOP management keeps your cash handling and deposit procedures where every closer can find them, and scheduling makes sure two trained people are on every closing shift.

Frequently Asked Questions