Preview
You're using early access. Things might change as we improve based on your feedback.
Preview Release Benefits

During Preview:

  • 200 transactions included (vs. standard 20 in Free plan)
  • Access to all currently available features
  • Help shape the product with your feedback - [email protected]

At Launch:

  • Your account converts to Free plan (20 transactions)
  • Exclusive: 30% discount coupon for 2 years on any paid plan
  • Priority support as an early adopter

How can we help?

Search our knowledge base or browse by category

Receipt layouts
Cash Boxes
Team invites
Export data
25 Questions
6 Categories
<2min Avg. read time

Getting Started

Learn the basics of SpendNote

What is SpendNote?
SpendNote is a cash tracking and receipt generation tool designed for teams...
SpendNote is a cash tracking and receipt generation tool designed for teams. It helps you document internal cash movements (like petty cash, employee advances, or cash handoffs), create printable receipts instantly, and maintain complete visibility across your team. Think of it as a digital receipt book with search, export, and team collaboration built in.
How do I get started?
Getting started takes less than 2 minutes: Sign up, complete the required receipt profile setup, then your first Cash Box is created...
Getting started takes less than 2 minutes:
  • Sign up with your email (no credit card required during preview)
  • Complete your required receipt profile setup by adding the receipt display name
  • Optional: add your address or other extra details, and upload your logo
  • Your first USD Cash Box is then created automatically - this setup step is required before Cash Box creation
  • Record your first transaction using the "New Transaction" button
  • Generate a receipt instantly (print, PDF, or email)
During the preview period, you get 200 included transactions to test everything out.
Is SpendNote an accounting tool?
No. SpendNote is specifically designed for internal cash handoff documentation...
No. SpendNote is designed for internal cash handoffs and receipt documentation, not tax reporting or accounting compliance. The receipts you create are proof of cash transfer between people or departments - they're not invoices and shouldn't be used for tax filing.

For tax purposes: You should export your data (CSV or PDF) and use it with your accountant or accounting software. SpendNote helps you track and document cash movements, but it's not a replacement for proper accounting tools like QuickBooks or Xero.
Quick vs Detailed mode?
When creating a transaction, you can choose between two modes...
When creating a transaction, you can choose between two modes:
  • Quick mode: Minimal fields for fast receipt creation (~30 seconds). Perfect for simple cash handoffs.
  • Detailed mode: Additional fields like notes, multiple line items (up to 5 total), and extra contact details. Great for complex transactions.
Your mode preference is saved, so you don't have to choose every time.

Cash Boxes & Transactions

Managing your cash and transactions

What is a Cash Box?
A Cash Box is a container for tracking cash at a specific location, event, or purpose...
A Cash Box is a container for tracking cash at a specific location, event, or purpose. Each Cash Box has its own balance, transaction history, and settings. Examples: "Main Office Petty Cash", "Event Fund", "Department A". You can customize each Cash Box with a unique color, icon, and currency.
How many Cash Boxes can I have?
It depends on your plan: Free Trial (1), Standard (2), Pro (Unlimited)...
It depends on your plan:
  • Free Trial: 1 Cash Box
  • Standard: 2 Cash Boxes
  • Pro: Unlimited Cash Boxes
During the preview period, you can test with multiple Cash Boxes regardless of plan.
Can I delete or void a transaction?
Transactions cannot be deleted - they can only be voided (admin-only)...
Transactions cannot be deleted - they can only be voided (admin-only). When you void a transaction:
  • The original transaction remains visible with a "VOID" badge
  • The cash box balance is automatically corrected
  • The receipt shows a void watermark if regenerated
  • The transaction still appears in history for audit purposes
This ensures complete transparency and prevents accidental data loss.
What is a transaction ID?
Every transaction gets a unique ID in the format SN###-### (e.g., SN3-007)...
Every transaction gets a unique ID in the format SN###-### (e.g., SN3-007). The first number is your Cash Box sequence, the second is the transaction sequence within that Cash Box. This ID appears on receipts, in transaction history, and in exports. Pro users can customize the "SN" prefix to match their branding (e.g., "ABC-007").

Receipts & Export

Generating and sharing receipts

Can I customize receipt layouts?
Yes! SpendNote offers customizable receipt layouts with logo upload, field toggles...
Yes! SpendNote offers customizable receipt layouts:
  • Standard & Pro: Upload your company logo, choose Quick or Detailed layout, toggle fields (addresses, tracking details, signatures)
  • Pro only: Customize all text and labels (localization support) - perfect for non-English receipts or specific terminology
The only element you cannot change is the mandatory legal disclaimer (required on all receipts).
How do I share receipts?
You can share receipts in multiple ways: Print, PDF, Email, or Bulk Export...
You can share receipts in multiple ways:
  • Print: Opens a print-ready Letter page with 2 copies
  • PDF: Downloads a Letter-size PDF (filename: SpendNote_SN3-007.pdf)
  • Email: Sends the receipt directly from Transaction Detail (includes a public PDF link for the recipient)
  • Bulk Export: Export multiple transactions as CSV or PDF from Transaction History
See detailed format examples on our petty cash receipt generator page. All team members with access can view and regenerate receipts anytime.
Can I export transaction data?
Yes. SpendNote supports CSV and PDF export formats with user-facing IDs only...
Yes. SpendNote supports multiple export formats:
  • CSV: Export selected transactions or all filtered results (max 500 rows) with clean, user-facing IDs only (no internal system IDs)
  • PDF: Professional branded export with filters displayed, transaction table, and net balance summary per currency
  • Bulk actions: Select multiple transactions and export or void them at once
Exports are available on all plans.
Does SpendNote work offline?
SpendNote is a web-based application that requires an internet connection...
SpendNote is a web-based application that requires an internet connection to create and sync transactions. However, once a receipt is generated, you can download it as a PDF for offline access. We're exploring offline capabilities for future updates.

Team & Access

Collaborating with your team

How do team invites work?
Pro plan only. Team invites allow you to add members to your organization...
Pro plan only. Team invites allow you to add members to your organization:
  • Send invite: Enter their email and choose a role (Admin or User)
  • They accept: They receive an email with a secure invite link
  • Access granted: Admins get access based on your team setup; Users get access to the Cash Box you selected when sending the invite
During the preview period, team features are limited to testing only.
Admin vs User roles?
Admin: Can create Cash Boxes, invite team members, void transactions...
Admin: Can create Cash Boxes, invite team members, void transactions, and access all Cash Boxes by default.

User: Can record transactions and generate receipts, but only in Cash Boxes they have access to. Cannot invite others or void transactions.

Owner: The account creator. Has all Admin permissions plus subscription management and account deletion rights.
Control Cash Box access?
Yes (Pro plan). Admins can assign or revoke Cash Box access for individual team members...
Yes (Pro plan). Admins can assign or revoke Cash Box access for individual team members via the Team Management section in User Settings. Invited users get access to the Cash Box selected at invite time, and you can adjust access per person later.

Billing & Plans 7 Questions

Pricing and payment information

What's in the preview period?
During early access preview, you get 200 included transactions, all features, priority support...
During the early access preview, you get:
  • 200 included transactions (vs. 20 in the standard Free plan)
  • Access to all currently available features
  • Priority support as an early adopter
  • Exclusive launch benefit: 30% discount coupon for 2 years on any paid plan when we launch
At launch, your account converts to the Free plan (20 transactions), but you'll receive your discount coupon automatically.
Can I change plans anytime?
Yes! You can upgrade or downgrade your plan at any time from User Settings...
Yes. You can change plans anytime from User Settings.

Upgrade: takes effect immediately, and the price difference is prorated.
Downgrade: takes effect at the next renewal date, so you keep current access until the end of your billing period.
What happens when trial ends?
The Free trial ends after 14 days OR 20 transactions (whichever comes first)...
The Free trial ends after 14 days OR 20 transactions (whichever comes first). When it ends:
  • Your account becomes view-only
  • You can still view all your data and receipts
  • You cannot create new transactions or export data
  • To continue, upgrade to Standard or Pro
During the preview period, limits are more generous (200 transactions).
What happens if I downgrade?
When you downgrade from Standard/Pro to Free, your data remains intact...
When you downgrade from Standard or Pro to Free, your receipt and transaction history remains intact and accessible. However, some features will be disabled:
  • Multi-cash boxes (only 1 Cash Box on Free)
  • Multiple users (team features)
  • Custom labels and localization
  • Transaction limit applies (20 transactions on Free)
You can export all your data before downgrading, and you can always upgrade again to restore full access.
Can I cancel and get a refund?
Cancellation and refunds are separate: cancel anytime, and 30-day money-back terms apply to first paid charge...
You can cancel anytime. Cancellation stops the next renewal, and your paid access stays active until the end of your current billing period.

Refunds are separate: we offer a 30-day money-back guarantee on your first paid charge, as long as you've recorded 20 transactions or fewer. Outside that window, we do not issue prorated refunds for unused time.
How can I get help or support?
You can email [email protected] or use the in-app feedback form...
You can email [email protected] or use the in-app feedback form (available in User Settings). We typically respond within 24 hours.

Priority support is available for Pro users, with faster response times and dedicated assistance for team setup and customization.

Security & Data

Keeping your data safe

Is my data secure?
Yes. SpendNote uses industry-standard security practices: encryption, authentication...
Yes. SpendNote uses industry-standard security practices:
  • Data is encrypted in transit (HTTPS) - all communication between your browser and our servers is secure
  • Stored securely in EU region servers - your data is hosted on enterprise-grade infrastructure (Supabase + Cloudflare)
  • Access controlled via authenticated sessions - row-level security ensures you only see your organization's data
  • You can download/export anytime - full data portability in CSV or PDF format
What if I cancel?
If you cancel your subscription, your account becomes view-only and data is retained for 90 days...
If you cancel your subscription:
  • Your account becomes view-only (you can still access and export your data)
  • Your data is retained for 90 days after cancellation
  • After 90 days, your data is permanently deleted
  • You can export all your data (CSV/PDF) before canceling
If you delete your account manually, data is deleted immediately and cannot be recovered.
Do you back up my data?
Yes. Supabase performs automatic daily backups with point-in-time recovery...
Yes. Supabase (our database provider) performs automatic daily backups with point-in-time recovery. However, we strongly recommend exporting your data regularly (CSV or PDF) as an additional safeguard. During the preview period, please note that data structures may change, so frequent exports are especially important.

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