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Match online bank transactions in QuickBooks Online

by Intuit Updated 1 month ago

Learn how to match downloaded bank and credit card transactions, put them in the correct accounts, and avoid duplicates. 

After you connect your bank and credit card accounts, QuickBooks automatically downloads the latest transactions. It suggests matching transactions already in QuickBooks. All you have to do is approve the match if it's correct.

Note: QuickBooks Online won’t download pending transactions. It only downloads transactions when they’re no longer pending and are officially posted on the bank site. 

Ways to match transactions:

Tip: QuickBooks can automatically match transactions made with QuickBooks Payments.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view Open this link in a new window

Match with an existing transaction

Match means QuickBooks matched the downloaded transaction with one you already entered, like an invoice, a bill, a receipt, or a payment. This links them together so you don't get duplicates.

  1. Go toTransactions, then select Bank transactions (Take me there).
  2. Find a downloaded record. If you're in:
    • Business view: look for “matches found” in the Assign to column.
    • Accountant view: look for “matches found” in the Category or match column.
  3. Select the downloaded record to expand the view. Note the date, Description (or Bank detail), and amount spent or received.
  4. Review the Suggested matches for any possible matching transactions already entered in QuickBooks.
  5. Select the link next to each match to get more details. Suggested matches will be the same amount as and from a similar date range as the downloaded transaction. Make sure that the match is correct.
    Note: If the suggested matches are not correct, select Find other matches to look for other transactions.
  6. Select a match if it's correct, then select Match to match it.

QuickBooks now knows the downloaded record is the same one you already entered. It connects the two so there are no duplicates.

Some transactions can’t find their match from existing records because:

  • The amounts or dates don’t match.
  • The transaction is older than 6 months.
  • The bank account on the payment isn't the same as the bank where the match is located.
  • The payment has been reconciled.
  • The record is already matched to another transaction.
  • The system will look for transaction(s) that fall within a 10% range of the bank transaction dollar amount when trying to match foreign currencies.
  • There are multiple currencies involved, and the exchange rate has shifted significantly, making the amounts very different.

Tip: You can still find a match when you select the Find other matches section.

Confirm paired bank transfers and credit card payments

QuickBooks automatically identifies transfers between two of your connected bank accounts (including credit card accounts) by looking for matches in transfer amounts and dates. For example, if QuickBooks sees money leaving one bank account, and the same amount of money entering another bank account at around the same time, it'll suggest a record pairing that you can confirm or unpair. If confirmed, it'll mark that transaction as reviewed for both feeds.

  1. Go to Transactions, then select Bank transactions (Take me there). 
  2. Find a downloaded record.
  3. In the Action column, select Confirm.

Review or undo matches

After you match or add downloaded transactions, they're recorded into QuickBooks. Review your work and make sure everything is correct in the Categorized tab.

  1. Go to Transactions, then select Bank transactions (Take me there).
  2. Select the tile for the account you want to review.
  3. Go to the Categorized tab.
  4. If you're in:
    • Business view: select a transaction that says Matched to or Added to in the Assigned to column to review it.
    • Accountant view: select a transaction that says Matched to or Added to in the Added or matched column to review it.
  5. Select Undo if you need to make changes. The transaction is sent back to the For review tab.

Tip: Make all of your changes before your monthly reconciliations.

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