Why can't I find a transaction to match to a bank deposit in QuickBooks Online?

If nothing shows up to match on a bank deposit in QuickBooks Online, the payment usually isn't missing, it's just not eligible for a match suggestion yet. Here's how to track it down, whether you're on QuickBooks Online or QuickBooks Desktop.

Why QuickBooks Online doesn't suggest a match

QuickBooks Online only suggests a match when a downloaded bank transaction lines up closely with something you've already entered, like an invoice payment. A few things can break that connection:

• Bank fees or discounts changed the total. If the deposit amount is even a little off from the invoice amount, QuickBooks won't recognize them as the same transaction.
• Several payments were deposited together. If your bank grouped multiple customer payments into one deposit, QuickBooks looks for a single matching record, not several combined ones.
• The transaction falls outside the date range. QuickBooks checks 90 days before and 20 days after the transaction date. Anything older or newer won't come up as a suggestion.
• It's already been reconciled. Once a transaction has cleared reconciliation, exclude the downloaded copy instead of matching it. That keeps you from creating a duplicate.

How to check if a payment already matched to something else

1. Go to Transactions, then select the Posted tab.
2. Select the bank account you're checking.
3. Look for the transaction. If it's already been matched, you'll find it here instead of in For review.
4. If it's matched to the wrong thing, select Undo. This moves it back to Pending (or For review) so you can match it correctly.

Fix all matches before you run your monthly account reconciliation, so nothing gets left behind. 

Make sure the payment is actually applied to the invoice

If an invoice still shows as unpaid even though your customer paid you, the payment may never have been linked to it. Here's how to connect them:

1. Go to Get paid, then select Invoices.
2. Find the invoice you want to record a payment for.
3. In the Action column, select Record payment.
4. Choose the account to deposit the payment to, then enter the amount and date paid.
5. Select Save.

Once you save it, the invoice status updates and the customer's balance drops accordingly. If your bank combines several payments into one deposit, use the Undeposited Funds account so you can group those payments into a single deposit later, rather than depositing each one separately. 

QuickBooks Desktop: payment stuck in Undeposited Funds

On QuickBooks Desktop, a payment can show up when you search for it, but not in your bank register or reconciliation. That usually means it's still sitting in the Undeposited Funds account, waiting to be combined into a bank deposit.
 

Undeposited Funds holds customer payments until you deposit them at your actual bank. Once you have your deposit slip, here's how to move them into your bank account:

1. Go to the Banking menu and select Make Deposits.
2. From the Payments to Deposit window, select the payments you want to combine, then select OK.
3. In the Make Deposits window, choose the account you want the deposit to go into from the Deposit to dropdown.
4. Check the deposit total against your bank's deposit slip.
5. Enter the date you made the deposit at your bank, and add a memo if you'd like.
6. Select Save & Close.

It's worth periodically checking your Undeposited Funds account for any payments still waiting to be moved, so nothing sits there longer than it should.

Resources:
Deposit payments into the Undeposited Funds account in QuickBooks Desktop
Match your bank and credit card transactions.
Record invoice payments.

Have a different version of this issue, or still not seeing your payment after trying these steps? Let us know what you're seeing and we'll dig in further.