Why doesn't Find match show all my invoices in QuickBooks Online, and how do I match a deposit with fees taken out, like a Shopify payout?
When an invoice you know is unmatched doesn't show up in Find match, it's almost always because the amounts differ due to processor fees, the record falls outside the match window of 90 calendar days before to 20 calendar days after the bank transaction date, or the record is already matched or reconciled. For fee-reduced payouts like yours from Shopify, the reliable fix is to record the deposit in QuickBooks net of fees, so the amounts line up and the match appears every time instead of you hunting for it.
Why a record you know exists isn't in the list
QuickBooks won't offer a record as a match when the amount differs because of fees or discounts, when the money was deposited as a group of several payments, when the record sits more than 90 calendar days before or 20 calendar days after the bank transaction date, or when the record is already matched or reconciled. A reconciled record can't be matched at all, so exclude the downloaded transaction instead. When a record's amount is higher than the downloaded deposit, QuickBooks generally leaves it off that deposit's list, which is why the same payment can appear under a larger deposit but not a smaller one. Full list: Match your bank and credit card transactions.
If Shopify creates your invoices and payments, let the connector build the payout
The Shopify Connector by QuickBooks solves this exact situation: it records each payout as a single deposit that already includes the related payments and the fee expense, so the QuickBooks deposit equals the net amount the bank received.
- Review and confirm the payout's transactions on the App transactions tab first.
- Go to All apps, then Accounting, then Bank transactions. QuickBooks suggests a match between the bank deposit and the payout deposit. Select Match.
- Always match the payout deposit, don't add it, or you'll create a duplicate. If no match is suggested, confirm every transaction in the payout was added from the App transactions tab, or contact support from the app tile.
Full steps: Connect Shopify to QuickBooks Online.
Important: if the connector is already recording your Shopify fees (its payout deposit includes the fee expense), don't also add the fee as a negative line when you match, doing both records the fee twice. Use the connector's built-in payout or the manual fee-line method below, not both on the same deposit.
For any processor, record the fee on the deposit so the amounts line up
- Select + New, then Receive payment. Enter the payment details and check the invoice it pays.
- In the Deposit to dropdown, select Undeposited funds, then save.
- Select + New, then Bank deposit, and check the payment you just recorded. If the bank payout covers several invoices, check each of those payments here.
- In the Add other funds to this deposit section, enter the processor fee as a negative amount and pick the expense account you use for fees.
- Confirm the deposit total equals what the bank actually received, then save. Back on the Bank transactions page, the downloaded deposit now finds its match because the amounts are equal.
Already recorded the payment without the fee? Open that deposit, add the fee as a negative line, save, then refresh the Bank transactions page. Full steps: Enter a bank service fee while using a third-party merchant service.
Matching a payment for an old invoice, and the default date range
QuickBooks suggests matches within 90 calendar days before and 20 calendar days after the bank transaction date, and there isn't a setting to change that default range. Two ways to handle older invoices:
- For one transaction, select Find other match (Find match in the classic layout) and set the date filter to include the older record, then select it.
- To skip the date problem entirely, record the payment when the money arrives using steps 1 and 2 above. The payment and deposit are dated when the cash hit your bank, so they sit inside the window and match right away, even if the invoice itself is a year old.
If you'd like QuickBooks to remember a wider default range, send that request through the Feedback option in the product. That's the channel the product team works from.
If you try this and a specific deposit still won't surface its match, reply with the dates and amounts involved and we'll dig into that one together.
