Cash, Till & Reconciliation: the full procedure
Controls cash from opening float to closing deposit so the drawer balances and theft is deterred.
- Applies to: Bartenders, servers handling cash, manager on duty
- Frequency: Open, during shift, and close
- Scope: Covers float counts, cash handling during service, drops, and end-of-shift reconciliation against POS. Ties to the tab/POS SOP for tender accuracy.
What you need
- Opening float / bank
- POS Z-report / X-report
- Cash count sheet
- Drop safe / deposit bags
- Calculator
- Variance log
The procedure, step by step
- Count the opening float — Verify the starting bank by denomination against the float sheet and sign it. Report any discrepancy before service.
- Handle cash cleanly — Take payment, state the amount tendered, make change from the drawer, and close it between transactions. One cashier per drawer where possible.
- Keep the drawer accurate — Ring every sale before taking cash, and never make change from tips or pocket cash. No IOUs in the drawer.
- Make mid-shift drops — When cash exceeds the set threshold, drop excess to the safe with a logged drop slip to limit drawer exposure.
- Run the X-report at handoff — At a shift change, run an X-report and reconcile the drawer before the next cashier takes over.
- Run the Z-report at close — Generate the end-of-day Z-report and total sales by tender (cash, card, gift, comp).
- Reconcile and explain variance — Count the drawer, compare to expected cash, and log any over/short with a note. Escalate variances beyond the set tolerance.
- Deposit and reset the float — Prepare the deposit, secure it in the safe, and set tomorrow's float. Sign the reconciliation sheet.
Quality check before you finish
- Opening float counted and signed against float sheet
- Drawer closed between transactions; one cashier per drawer
- Mid-shift drops made at threshold with logged slips
- X-report reconciled at every shift handoff
- Z-report tenders match POS at close
- Over/short logged and explained within tolerance
- Deposit secured and float reset for next open
This is a free, source-anchored standard operating procedure (SOP) you can print and hand to staff. It documents the work sequence for a Bar & Pub business — not safety or regulatory rulings, which defer to the cited authorities, the applicable code, and your own health-and-safety plan. Open the tool above to print it, toggle ink-saver, or (with a free ToolFluency Business account) edit it to match your own workflow.
Sources
- National Restaurant Association (https://restaurant.org)
- ServSafe (https://servsafe.com)
- Small Business Administration (https://sba.gov)
About Free Bar Cash & Till Reconciliation SOP (Printable)
Free printable bar cash-handling SOP: float counts, drops, Z-report, and variance logging to keep the drawer honest. Source-anchored, no signup.
How to use
- Read the full procedure top to bottom before the work — the SOP runs in order and each step builds on the last.
- Toggle Ink-saver (black & white) for a cheaper mono print for the binder; leave it off for the full-color version.
- Click Print SOP to print or save as PDF. Print one per crew, laminate it for the binder, or attach it to the job in your scheduling system.
- Train new hires on it and have staff sign off. Found something out of date? Use the feedback link — flagged SOPs are re-researched against the source list.
Frequently asked questions
How much over/short is acceptable?
Set a tolerance (many bars use a small dollar figure per shift) and treat anything beyond it as a flag to investigate. Consistent variance usually points to a process gap or theft, which is why this SOP pairs with strict tab/POS and comp/void logging.
Why drop cash mid-shift?
Mid-shift drops limit how much cash sits exposed in the drawer, reducing both theft and robbery risk. Set a threshold and log every drop so the deposit can be reconciled at close.
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