How to Hand Over Café Cash: Float, Change, Cash Movements, and Variance Checks

A café cash handover should make it clear to the next person why the drawer balance changed: the opening float, cash received from sales, any change exchanges or other cash movements, and the difference between the count and the records. Separate these items first so you can investigate the cause rather than handing over a single total.

On 2025-11-12, the Bank of Spain released a survey on cash-use habits in 2025. It found that 57% of consumers used cash as their main payment method in physical shops, and 55% used cash every day in these settings. These figures do not represent the share of transactions paid in cash.

These figures describe consumer habits; they are not a guide to how much change your café should keep on hand. Review actual breakfast, lunch, and weekend bills to see which denominations run low, then have the person in charge decide how much to keep based on security and how change can be replenished. More cash is not necessarily better, and staff should not be expected to use their own money to make change.

Count and hand over the opening float by denomination

• Count the opening float: Record each denomination and the total, compare them with the previous shift’s record, and have the person receiving the cash confirm the count. Do not simply carry forward yesterday’s figure.
• Custody and handover: State who is responsible for the key or cash drawer, and who takes responsibility if that person steps away temporarily.
• Change arrangements: Record the source and the person who approved each exchange. Record both the cash coming in and going out; do not include it in sales revenue.
• Keep funds separate: Do not casually mix personal change, money fronted by staff, or tips into the cash drawer. The person in charge should confirm the applicable rules.

Finish handling each cash payment before moving on

Repeat the amount due to the customer, confirm the denominations handed over, and give the correct change before moving on to the next order. If the customer adds coins, clearly restate the total received and the change due. Do not keep adjusting an unfinished mental calculation. Another staff member can help with food handover or explanations, leaving the cashier to fully check the cash for that transaction.

If a handover is needed mid-shift, explain how much has been received for the current transaction, how much change has been given, and what still needs to be done. The incoming staff member should explicitly accept responsibility. When several people share a drawer, record this handover point; two people being at the counter does not mean a count and handover have taken place.

Record each non-sales cash movement separately, with its reason

• Time and amount: Record approved withdrawals, temporary storage of large bills, change exchanges, or refunds. Avoid vague entries such as “cash missing.”
• Supporting record: Link the movement to the relevant bill, exchange, or approval record so there is an explanation for why cash went in or out.
• Person handling and receiving the cash: State who actually handled the transaction and who was responsible for receiving the cash. A verbal mention is not a substitute for recording it.
• Security: Do not include the location of a safe, transport routes, or other unnecessary security details in handover records that are shared openly.

Manage tips separately from sales revenue, and money fronted by staff separately from reimbursements to them. The person in charge should confirm applicable accounting and employment rules with appropriate professional advice. Staff should record the actual source and amount, and who approved it; they should not classify cash movements as business revenue on their own.

Count the closing cash first, then check what should be there

Count cash in a consistent order, listing the opening float, confirmed cash receipts, and documented cash movements separately. Do not include card totals in the cash balance. Check partial payments and refunds against the relevant bills, transaction by transaction. Do not alter the actual count to make a variance disappear, and do not make staff cover a shortfall themselves.

• Count again first: Check that denominations, the opening float, and any temporarily stored cash are listed separately, and keep the original records.
• Then check movements: Review each shift change, change exchange, and temporary cash movement to see whether anything changed hands without being recorded.
• Check payment records: Look for an incorrectly selected cash or card payment method, duplicate entries, or payments still awaiting confirmation. Do not make arbitrary changes to past records.
• If the cause is still unclear: Refer it to the person in charge for further investigation, recording what is unknown and what should happen next. Do not blame someone based solely on a variance figure.

Receiving cash and recording a payment are two separate actions. QR-code ordering on a website, cloud syncing, and online payments depend on network connectivity. The extent to which the native client works offline depends on the official version and configuration in use. If service is interrupted, follow the café’s contingency plan and keep supporting records. Once service is restored, check orders and payments before entering any missing records, to avoid recording the same cash payment twice.

For the next adjustment, focus on the specific problem: if a denomination is consistently running low, review the change supply; if variances tend to occur at shift changes, improve the handover count; if payment methods are recorded incorrectly, review the entry process. A nationwide survey cannot replace evidence from the cash drawer, and reducing cash does not replace verifying electronic payment results.