Learn how to add and match Bank Feed transactions in QuickBooks Desktop.
There are three Bank Feed modes available in QuickBooks Desktop. Each mode displays and handles transactions in your Bank Feeds differently. When QuickBooks makes a match, it looks at the check numbers, amount, date, and who paid you. Here’s how to add and match transactions for each banking mode.
Learn more about switching between banking modes in QuickBooks Desktop.
Step 1: Download transactions to QuickBooks
Depending on how you’ve connected to your bank, there are different ways to download your transactions. Here’s how to download transactions to QuickBooks Desktop.
You can also now sync transactions from multiple accounts of a bank with a single click in the Advanced Mode. Here's how:
- Select the Banking menu.
- Hover over Bank Feeds and select Bank Feeds Center to review the transactions in each category.
- Select a bank
- Select Sync this bank
Step 2: Review and match transactions
QuickBooks will separate your transactions into 3 categories based on the information gathered from your bank's transactions and what’s in QuickBooks. Depending on the banking mode you’re using the steps will be different.
- Go to the Banking menu.
- Select Bank Feeds and select Bank Feeds Center and review the transactions in each category.
Optional - Create rules to categorize transactions
You can create rules to categorize transactions for things you frequently spend money on, like supplies or business expenses.
- Go to the Banking menu.
- Select Bank Feeds and then Bank Feeds Center.
- Select Rules, then select Add Rule.
- Add a Rule Name, then select if it’s Money In or Money Out or Both.
- Add Conditions and if the rule is for Any or All of the conditions for description, memo, and amount.
- If your class tracking is enabled, add values for Payee, Account, and Class.
- For Money Out rules, you can also assign a Customer:Job
- Add the conditions for the rule, then when you’re done select Save.
From the rules page you can also search rules based on the name, rule condition, description, payee, class and account.
You can also create a rule from a transaction, here’s how.
- Select a transaction, then from the Action column, select the dropdown then Add More Details.
- Select Create rule from this transaction.
- From the Add Rule screen, add the details for the rule.
- When you’re done, select Save.
- Go to the Bank Feeds Center.
- Select the Rules icon.
- Select the Manage Rules dropdown, then select New or Edit Rule.
- On the Add Rules Details window, give the rule a name and set the conditions.
- In the When section, add or remove conditions for descriptions.
- In the Do this section, rename payees and/or add categories for accounts.
You can also create renaming rules automatically:
- Go to Preferences and select the Checking tab.
- Select the Company Preferences tab. Select Express Mode and select the Create rules automatically and Always ask before creating a rule checkboxes.
- In the Banking Center from the transaction list, add a payee and account then add to register.
- If you have multiple transactions with the same criteria, you’ll receive a Rules Creation pop-up to Ignore or Edit the rule.
Note: Always review transactions changed by rules before matching or choosing Add/Approve from Batch transactions.