Categorise online bank transactions in QuickBooks Online

1. Go to Transactions and select Bank transactions (Take me there).
2. Select Update.
3. If prompted, complete any additional authentication steps. Some banks require this for extra security.

Note: QuickBooks automatically recognises and adds new suppliers from your bank feed. To turn this off, from the Bank transactions page, go to Settings ⚙ and turn off Add new suppliers.

1. Go to Transactions and select Bank transactions (Take me there).
2. Select the account you want to review.
3. Select the For review tab.
4. For each transaction:
   • Select Add if the suggested category is correct.
   • To change the category, use the dropdown or create a new one.
   • If the transaction already exists in QuickBooks, select match or view multiple matches.

Note: You can use bank rules to automatically categorise transactions. To turn off suggestions, from the Bank transactions page, go to Settings ⚙ and uncheck Enable suggested categorisation.

Use these categories for money received from:

• Sales
• Customer payments
• Refunds
• Sale of fixed assets
• Bank loans 
• Owner investments

Use these categories for money paid to others, such as:

• Office Supplies 
• Meals
• Payroll 
• Taxes
• Fixed assets

If you use QuickBooks Online Plus or Advanced, you can track expenses by item. This is useful if you manage stock or job costing.

1. Go to Settings and select Account and settings.
2. Select Expenses.
3. Select the edit icon next to Bills and expenses, then turn on Show Items table on expense and purchase forms.
4. Select Save.

Note: Item tracking is required for using some reports in QuickBooks Online Advanced. Ask your accountant if you're not sure about using item tracking.

1. Go to Transactions and select Bank transactions (Take me there).
2. Under the For review tab, find and select the transaction.
3. From the Product/service ▼ dropdown, select the item.
   Note: To use both the Product/service and Account, you'll need to split the transaction.
4. Select Add.

Money received is automatically recorded as a Bank Deposit. If it's for a sale, match it to an invoice or record it as a sales receipt.

• If you receive a payment for an invoice, match the payment in your bank feed.
• If no invoice exists, record it as a Sales receipt, and select the item in the Product/service ▼ dropdown.

Split sales receipts across different products or services for better tracking.

1. Go to Transactions and select Bank transactions (Take me there).
2. In the For review tab, select the transaction, then select Split.
3. In the Product/service ▼ dropdown, select items to split the transaction into.
4. (Optional) Enter the quantity (QTY) and the Amount for each item.
5. Select Apply and accept.

If products or services don’t appear in the Product/service dropdown, they may be missing an income or expense account.

1. Go to Sales and select Products & services (Take me there).
2. Find the item, then select Edit.
3. In the Sales and Purchasing sections, set up the income or expense accounts respectively.

This ensures your sales and purchase transactions are tracked correctly.

If a transaction covers more than one type of expense or income, you can split it between categories.

1. Go to Transactions and select Bank transactions (Take me there).
2. In the For review tab, select the transaction.
   Note: If the option is Match, change it to Categorise.
3. Select Split to open the Split transaction window.
4. From the Category ▼ dropdown, select the categories for the split.
5. Enter an Amount for each category so the Difference shows GBP £0.
6. Select a Supplier or Customer name for each split.
7. Select Apply and accept.

Duplicate transactions may appear if your bank feed updates after you manually upload transactions. You can exclude these duplicates to keep your records accurate.

1. Go to Transactions and select Bank transactions (Take me there).
2. In the For review tab, select the checkbox next to each duplicate.
3. Select Exclude.

Excluded transactions move to the Excluded tab and won’t be added to QuickBooks. To reverse this, go to Excluded tab and select Undo.

1. Go to Transactions and select Bank transactions (Take me there).
2. In the For review tab, find and select the transaction.
   Note: Transactions with an image show a number in the Attachments column.
3. Select the image name to view it in the Explore sidebar.

Note: Cheque images disconnect once matched to a bill and turned into a bill payment. If your bank isn’t supported, cheque images won’t appear—but may in the future.