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Everything you need to know about banking in QuickBooks Online - Discover more
QuickBooks Team

Managing Transactions | Post Your Question Below

Hi, feprimafi. I'm here to share some insights about bank balances and QuickBooks balances in QuickBooks Online (QBO).  


The bank balance and QuickBooks balance are two different things. The bank balance represents the actual balance of your bank account from the last bank feed update. On the other hand, the QuickBooks balance is the total balance of all bank transactions that have been added or matched to QuickBooks. This means it includes all transactions, whether they have cleared the bank or not. For example, if you have created a bill payment in QuickBooks, it will be included in the QuickBooks balance even if it hasn't cleared the bank yet. Keeping track of both balances is essential to ensure that your financial records are accurate and up-to-date.

Yes, It's important to reconcile your bank account in QuickBooks regularly to ensure that the QuickBooks balance matches the bank balance. This will help you identify any discrepancies or errors in your financial records. By keeping track of both balances, you can ensure that your financial records are accurate and up-to-date.


I've also included an article that will help you manage your downloaded bank transactions in QuickBooks Online:



I'll be around if you still have questions about banking or bank transactions. Drop them in the comment section below, and I'll happily answer them. Take care and have a nice day ahead.

Level 3

Managing Transactions | Post Your Question Below

Ok, thanks.

QuickBooks Team

Managing Transactions | Post Your Question Below

Hello, feprimafi.


We in the Community are extremely happy that you were able to find my colleague's post helpful and able to resolve your issue. We're more than happy to help you if you need more assistance.


If you need tips and resources to manage your QuickBooks Online account and finances, feel free to visit our Support page to learn more. This provides information to help your navigation experience be more effective.

Keep us posted if you have other questions or concerns. I’m here to help you out. Take care and have a great day!

Level 1

Managing Transactions | Post Your Question Below

We use Clio online and sync directly into QB online.

Some client invoices are paid and the bank deducts a fee at source therefore the amount applied in Clio is $15 greater than the amount uploaded in QB as part of the bank reconciliation process. 

If payments received at less than $500 in total these do show up as an option to match in the banking transactions tab but are imported as an undeposited fund and will show up when matching other transactions on the same date for a greater $ amount.

How can I match these off correctly.

QuickBooks Team

Managing Transactions | Post Your Question Below

I'd gladly help you match your clients' payments with the bank transactions, @Jdontas.


To do this, you can create an expense account for bank fees and then resolve the difference by matching the transaction from your bank feed. Here's how:


  1. Go to Transactions and select Chart of accounts.
  2. Click the New button.
  3. In the Account pop-up, choose Expenses from the Account Type dropdown.
  4. Select Bank charges from the Detail Type dropdown.
  5. Enter Name as Bank fees.
  6. Click Save and Close.


Your account is now created. To resolve the difference, you can refer to the steps outlined in this article's "Resolve the difference" section: How to account for bank fees when matching transactions in the bank feed. Although the article is for AU users, the steps are the same for UK users.


In case you want to categorise your transactions automatically, you can check out this article for more guidance: Set up bank rules in QuickBooks Online.


Should you have any other concerns besides matching your clients' payments and bank transactions, please leave a reply. The Community is always eager to help.

Level 1

Managing Transactions | Post Your Question Below


I have uploaded bills to add to a supplier account but one of the fields is “bank/credit” .. it won’t allow me to choose creditors and won’t let me post the bill without completing this field  what should I be using here? 

QuickBooks Team
QuickBooks Team

Managing Transactions | Post Your Question Below

Let me share some details on why you encounter an error message when using a creditor's account on the uploaded bill, Karen545.


When recording the receipt as a bill, the bill transaction can't be categorized as Account Payable (AP) since the transaction itself is posted in the AP account. This is the reason why you encounter an error message "You can't use a Creditors account on the detail portion of a Bill". See the screenshot for your reference:




To resolve this, we'll need to record the expenses for a specific expense category since you'll have to create a bill. Here's how:


  1. Go to the uploaded receipt.
  2. Click the Edit receipt details link.
  3. In the Account/Category field, select an expense account.
  4. Tap Save and next




You can check out this article for more details about uploading your receipts and bills from suppliers: Upload your receipts and bills to QuickBooks Online. Once done, you can pay the bills by using the Pay Bills option to pay open bills from different suppliers at once. There are checkmark boxes beside the transactions to make the task easier for you. Here's how:


  1. Click the + New option in the upper-left corner.
  2. Tap Pay bills under Vendors.
  3. Put a checkmark on the bills you want to pay from multiple suppliers.
  4. Press Save and close.


For more information about managing bills in QBO, you can check out this article: Enter bills and record bill payments in QuickBooks Online. Feel free to refer to these articles for future reference on handling receipts:




If you ever come across any more concerns or ideas regarding uploading your receipts and bills from suppliers, you're always welcome to reach out. I'm here to help you and address any questions you may have.

Level 1

Managing Transactions | Post Your Question Below

I need to import transactions older than the limit that exists in Quickbooks. I have a CSV of all transactions from my business bank account.

  • I have manipulated it into the four column format of; date, description, credit, debit.
  • I have removed all amounts that equal zero in the credit and debit columns.
  • The date format is all dd/mm/yyyy. 
  • I have removed the symbols *,-/ from the description column
  • I have deleted all blank rows under the data just in case of any hidden characters.

This CSV document absolutely refuses to be imported. I can't think of anything else that would need to be fixed. 

QuickBooks Team

Managing Transactions | Post Your Question Below

I appreciate you for sharing a detailed explanation of your concern, steck. I acknowledge the importance of having a seamless importing process, and I'm here to ensure you can successfully do it. 


When importing bank transactions in QuickBooks, you may encounter specific errors. If you encounter such, you can refer to the last section in this article as a guide in fixing it: Fix bank errors


If you haven't encountered any error messages and have already corrected the mapping and columns, we can perform some troubleshooting steps to rectify this. 


Here are some keyboard shortcuts you can use to switch to a private browsing window:


  • Google Chrome and Microsoft Edge: Ctrl+ Shift + N
  • Mozilla Firefox: Ctrl + Shift + P
  • Safari: Command + Option + P


Once you successfully imported your CSV file, return to your regular browser and clear your cache. Accumulated cache and cookies in the system can become outdated or corrupted, leading to unexpected issues. You can also switch to other installed supported browsers, which is a good alternative.


If the issue continues, I recommend contacting our technical support. Our team of experts can arrange a screen-sharing session and ensure you can successfully import your CSV file. 


To reach them, you can follow these steps:


  1. Hover over to the Help menu and click the Search tab.
  2. Select Contact Us and type in a short description in the box provided.
  3. Choose Continue, then pick the Chat or Callback option.



I'd also like to provide some resources that can help you manage your transactions more efficiently:



If you need further assistance with importing your transactions or any other QuickBooks-related concerns, please feel free to use the reply button below to raise your concerns. I'm always here for you, steck. 

Level 1

Managing Transactions | Post Your Question Below


I am new to QB and am trying to upload my past bank transactions from a CSV file. This appears to be in the correct format (3 columns in the correct order etc) however there is an error when trying to do this in QB. 


Any suggestions?


QuickBooks Team

Managing Transactions | Post Your Question Below

I'm here to ensure you can upload your CSV file to QuickBooks Online (QBO), @SeanB13. To achieve the task, let's check the correct mapping of your file.
Before doing so, can you tell me the exact error you received? Knowing this can help me provide you with the appropriate resolution.
When uploading past transactions using a CSV file, we need to make sure that it meets the standards or file format set by QBO. Aside from the 3-column format, we need to check the following:

  • Special characters are not allowed.
  • Zeros (0) are not allowed anywhere in the file.
  • Correct any transactions that display an amount in the Description column.
  • Remove the word amount if it appears in the name of the Credit or Debit column.
  • MAC users must save the file as a Windows CSV file.
  • Correct and standardize the Date format to a single format (for example, dd/mm/yyyy).
  • Some banks provide the day of the week and include it in the Date column (for example, 20/11/2018 TUE in column A) which is not an acceptable format. To correct this, split the date and the day of the week in two separate columns.

You can utilise this article for more details: Format CSV files in Excel to get bank transactions into QuickBooks Online.

When your file is formatted correctly but the error remains, let's upload the file on a private browser. This type of browser doesn't store cache, thus helping the page to load faster. You may use these keyboard shortcuts to save time:
  • Safari: Command + Shift + N
  • Mozilla Firefox: CTRL + Shift + P
  • Google Chrome: CTRL + Shift + N
  • Microsoft Edge: CTRL + Shift + N

After signing in, please import your file again. If it works without error, go back to your regular browser and clear its cache. If not, consider using a different browser to determine if the problem is specific to the one you're currently using.

Once uploaded, you can review the entries to categorise the transactions. You can also use the bank rules feature to ensure the transactions end up in the correct accounts.
Let me know how it goes by leaving a reply below, @SeanB13, or if you have further questions about importing your CSV file. I'll be around to lend a hand.
Hamilton Occuptional Therapy Sol
Level 1

Managing Transactions | Post Your Question Below

I have recently purchased a new laptop for my business on HP. How do I record the monthly payments on QBSE?


Thanks Jamie 

QuickBooks Team

Managing Transactions | Post Your Question Below

Thanks for joining us here, Hamilton.


I'm here to ensure you can record monthly payments in your QuickBooks Self-Employed (QBSE) account.


To begin, if your account isn't connected yet to QuickBooks, you can manually add transactions to record the payments in your account. 


Here's how:


  1. On the left navigational panel, go to the Transaction menu.
  2. Select Add Transaction.
  3. Enter the amount and a description.
  4. Choose the Select category menu to organise your transaction. To learn more about categories, check this out
  5. If you have a receipt, you can drag and drop it onto the form.
  6. Once done, hit Save.


However, if your account is already connected, QuickBooks will automatically download the transactions, and all you have to do is to categorise them. 


Additionally, here's an article you can browse in case you need assistance creating a new transaction from a receipt image: Record or attach expense receipts in QuickBooks Self-Employed


Keep me posted in this thread if there's anything else you need further assistance with when recording payments. Stay safe, and have a good one.

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