Payment Cycle - dinasor moving from desktop to online

ytwiggy · ‎November 04, 2025

Hi all;

I've been on the Desktop version - various editions - for more years than I can count.

QBO has alot of things that work differently so inparticular I'm looking for guidance on the best way to handle the following:

In the desktop version, I would manually transpose payment information I'd see in the Bank account to create bill payments through out the month. Than at the beginning of the following month, I would bring in the prior month bank feed, let it match up what it could, and work my way through what it couldn't matchup on its own.

but now with QBO, I've side step a little and just bring in the feed and let it do what it can. than I work my way through what it can't match up on its own.

Only I just had a situation were a matched and reconciled payment was linked to two invoices - and it was a mess to figure out how to fix it.

so I'm wondering if I should be following what I use to do in the desktop version??

Or if there is a better way?

Thanks

ZackE · ‎November 04, 2025

Thanks for reaching out to the Community, ytwiggy.

If you're referring to your automatic matching feature, QuickBooks tries to automatically match transactions for Payroll, Bill Pay, and Payments. You can turn this setting off in settings if you'd prefer to match transactions manually.

Here's how to turn automatic matching off:

Go to the Banking screen and access your Categorized tab.
Click the Gear (Settings) icon.
Select Automatic matching to turn it Off.

With automatic matching turned off, you'll need to manually match any new transactions.

I've also included a detailed resource about working with automatic matching which may come in handy moving forward: Automatically match product transactions

Please don't hesitate to send a reply if there's any additional questions. Have a great Tuesday!

ytwiggy · ‎November 05, 2025

Hi zackE

I am aware that I can turn it off

that isn't my question, let me reframe

I'm wondering if I should be letting QB match payments to open invoices (which greatly reduces my work)

OR

if I should be doing it the way I use to do it in the desktop versions - I'd enter all the payments in manually via Bill Pay screen, and then I would do the bank feed

Thanks

Tori B · ‎November 05, 2025

Thanks for checking back with us, @ytwiggy.

Ultimately the choice is up to you. A lot of our users love the idea of having QuickBooks make the match for you, but have issues that some transactions don't automatically match. Some of our users prefer doing it manually.

I'm including a couple of help guides we have available that cover both. This way, you can review them and see which choice better suits you and your business.

If you have any questions or concerns about either option, please don't hesitate to let me know. Have a good one!

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Payment Cycle - dinasor moving from desktop to online