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Find, categorise, and edit transactions in QuickBooks Online

by Intuit•18• Updated 1 month ago

After you’ve connected your bank or downloaded your latest transactions, it’s key to double check that everything’s where it needs to be. Let us help you out with finding, categorising (viewing, matching, adding, and excluding), or editing your transactions from both QuickBooks Online and the QuickBooks Mobile App.

Select the following headings to get started.

  1. Go to Bookkeeping, select Transactions, then select Bank transactions (Take me there).
  2. Select the bank account or credit card tile that you want to search.
    • Newly downloaded transactions will be in the For review tab.
    • Recently categorised transactions will be in the Categorised tab.
    • If you mark a transaction as personal or a duplicate, it goes to the Excluded tab. QuickBooks won't add excluded transactions to your accounts. If you want to include it, select Undo from the Action column.

Can’t find the transaction you’re looking for?

QuickBooks downloads the latest transactions on business days only - the specific time depends on your bank. So it could be the case that you just need to wait a little longer! Alternatively:

  1. Go to Bookkeeping and select Chart of accounts (Take me there).
  2. Find the account you want to review. Then, in the Action column, select Account history.
  3. Select the Filter icon and select the filters you want to apply. You can use the Find field to search by amount, reference number, or memo.
  4. To remove a filter, select the X next to the filter name.
  5. Select Apply.
  1. Find and select the transaction in the account register to expand the view.
  2. Make changes to the available fields.
  3. If you want to change something that is greyed-out, select Edit to open the full transaction form where you can make additional changes.
  4. When you're ready, select Save or Save and close.

Note: If the transaction you want to edit is marked with the letter R, this means the transaction has already been Reconciled. In order to edit it, keep clicking on the field with the letter until the field becomes blank. Then select Save. You will now be able to edit this transaction.

If you don’t categorise transactions into specific accounts, QuickBooks puts them into the Uncategorised Income or Uncategorised Expense account. To check these accounts:

  1. Go to Bookkeeping and select Chart of accounts (Take me there).
  2. Look for the Uncategorised Income or Uncategorised Expense accounts.
  3. Select Run report.
  4. Look for your missing transaction in the report.



You can edit transaction information from the Bank Transactions or Expenses tab within your QuickBooks Online account.

  1. Go to Bookkeeping, select Transactions, then select Bank transactions (Take me there).
  2. Navigate to the Categorised transaction list.
  3. Select the hyperlinked transaction within the Assigned To column to open the transaction window.
  4. Make the necessary changes.
  5. Select Save and Close.
  1. Go to Expenses (Take me there).
  2. Navigate to the transaction you wish to edit.
  3. Select View/Edit from the Action column to open the transaction window.
  4. Make the necessary changes.
  5. Select Save and Close.

Next steps

It's always a good idea to plan for every scenario. Learn how to fix common bank and transaction errors like duplicate transactions and transaction feeds that aren't updating.

To save some time in the future, you can set up bank rules to categorise online banking transactions in QuickBooks Online. The more QuickBooks uses your rules, the better it gets. After a while, it can even scan transactions and add details like payees!

Have any other questions for our team?

If any of your questions were left unanswered, we'd love to hear them!
Pop over to our QuickBooks Community's discussion on bookkeeping processes where you can ask your questions, have them answered by qualified QuickBooks Online experts, and hopefully help others with the same questions out in the process.
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