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Level 1

Automatic Matching Invoices

We sometimes receive checks from clients to pay hundreds even a thousand sales orders on each payment. Except that we check off the order one after another, is there a faster way to do this, like importing a spreadsheet and Quickbooks can automatically match the orders? Thanks.

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Best answer November 22, 2019

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QuickBooks Team

Automatic Matching Invoices

Hello, @Angela88.

 

Thanks for visiting here in the Community.

 

You can easily save time adding transactions to the register when you use bank rules. As my colleague mentioned above, setting up bank rules will automatically categorize the transactions from your bank feeds to QuickBooks.

 

Just in case, you might check this article for future reference about bank reconciliation in QuickBooks Online: 

 

 

If you need further assistance with the workaround, just let me know. I'm here whenever you need more help.

View solution in original post

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QuickBooks Team

Automatic Matching Invoices

You don't have to spend a lot of time categorizing the transactions, Angela88.

 

We have a feature called Bank Rules. This automatically categorizes the transactions from your bank to QuickBooks.

 

Here's how to set it up:

  1. On the left panel, click Banking and select the Rules tab.
  2. Click the New rule button.
  3. In the Rule window, enter the rule details.
  4. Under How do you want to apply this rule?, select the Auto-categorize and auto-add option.
  5. Click Save.

I've got an article here for more details: How to set and use banking rules for downloaded transactions.

 

Please don't hesitate to post your reply here if you have more questions about QuickBooks Online Banking. Thanks.

Highlighted
Level 1

Automatic Matching Invoices

Thank you. The solution is more for auto-categorize the transactions downloaded from the bank, but I am still not sure how to auto-match the transaction with multiple even hundreds of invoices. Now when I click the transaction, I click "Find Match" and go through the invoices one by one. Would you please walk me through some better ways of doing this? Thanks.

Highlighted
QuickBooks Team

Automatic Matching Invoices

Hi @Angela88,

 

As my colleague, @RenjolynC stated above, setting up bank rules is the way to go. With this feature, you no longer need to manually look for a match on your bank feed transactions.

 

QuickBooks Online (QBO) will scan your downloaded bank transactions and compare them to your recorded transactions. Say, you have an invoice for a specific customer and their payment is already there on your bank feed. The system will detect that the invoice in question is a possible match for the payment, which in turn will be highlighted with a message saying 1 record found (This number may increase if the system detects multiple invoices of the same customer that's also a possible match for the payment).

 

At this time, you can review which transaction the payment is supposed to be matched.

 

More on matching or categorizing your bank feed transactions are in this article: Download, match, and categorize your bank transactions in QuickBooks Online.

 

I'll be around in case you need further help. Leave a comment below, and I'll get back to you.

Highlighted
Level 1

Automatic Matching Invoices

Thank you so much! I just did that and it worked well with many of my transactions. But I have problem with one transaction. We received a payment from one of our clients for $5000 and when the system sorts out the matching invoices, 100+ popped up and several are not related to this particular payment. I still have to go through the list to see which ones are not. Could you please kindly let me know how should I set the rule better? Thanks.

Highlighted
Level 1

Automatic Matching Invoices

Thank you so much! I tried and it worked well with many of my transactions. But I still have one question. I received one payment from one of my clients for $5000. And when it did the matching, 100+ invoices popped up and several are not related to this particular payment. So I still have to go through the list and take out the ones that are not included. Could you kindly let me know how should I set the rule so that it can help me better? Thanks.

Highlighted
QuickBooks Team

Automatic Matching Invoices

Hello, @Angela88.

 

Thanks for visiting here in the Community.

 

You can easily save time adding transactions to the register when you use bank rules. As my colleague mentioned above, setting up bank rules will automatically categorize the transactions from your bank feeds to QuickBooks.

 

Just in case, you might check this article for future reference about bank reconciliation in QuickBooks Online: 

 

 

If you need further assistance with the workaround, just let me know. I'm here whenever you need more help.

View solution in original post

Highlighted
Level 1

Automatic Matching Invoices

Except that your silly, ridiculous, auto-match feature OVERRIDES any rules you set up, so that if you have multiple transactions that match on amounts, quickbooks will force me to un-match and add each transaction  individually. Why does auto-match over-ride the rules that I've set up? 

 

 

Highlighted
QuickBooks Team

Automatic Matching Invoices

I appreciate you for joining us here in the Community, @arobint.


When creating bank rules in QuickBooks Online, you'll need to make sure that the description that you've entered to the rule is specific to the entries that need to be auto-matched. This way, the bank transaction will be matched to the accurate entry in QuickBooks Online.

 

However, if there are multiple possible amounts that can be matched from your downloaded transaction, the system will automatically match the entry that meets the conditions that you've created.

 

If the entry that was matched is incorrect, you'll need to un-match it. After that, you may manually add and match it to the right transaction, like what you did.

 

Lastly, I'd like to share this reference that you can check out to guide you in managing your bank transactions together with smooth reconciliation: Categorize and match online bank transactions in QuickBooks Online.

 

You can always find me here if you have any other questions about this or with QBO. I'll be around for you. Take care!

Highlighted
Level 1

Automatic Matching Invoices

My bank rules are accurate, and they would work, if Quickbooks did not prioritize it's own matching. But quickbooks auto-matching feature supersedes the rules that I've set up. And because we have so many similar amounts, I am forced to go through these transactions one by one and add them manually. Even though I have set up a rule for them. Quickbooks needs to enable a button to TURN OFF automatic matching. It's really not that smart, or sophisticated, and the fact that we have no control over any of its functionality makes me want to go to Sage. 

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