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Automatically match QuickBooks Online product transactions
Learn how QuickBooks Online matches Intuit QuickBooks Workforce or QuickBooks Desktop Payroll, QuickBooks Payments, and QuickBooks Bill Pay transactions.
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When you download bank transactions, new ones must be matched manually. QuickBooks can do this automatically for QuickBooks Payroll, Bill Pay, and Payments transactions.
Note: Automatic matching may not be available in all accounts yet.
How automatic matching works
Video transcript
[0:00] Let's go over how automatic matching works in QuickBooks Online. When you download bank transactions, new ones normally need to be matched manually. But for transactions from QuickBooks Payroll, QuickBooks Payments, and QuickBooks Bill Pay, QuickBooks can match them automatically. This prevents you from recording the same transaction twice.
[0:17] We'll look at how to find automatically matched transactions and how to turn automatic matching on or off. Note that automatic matching may not be available in all accounts yet. To find your automatically matched transactions, go to All Apps, then Accounting, then Bank Transactions. Select the Posted tab. Any transaction that was automatically matched will be labeled as such.
[0:41] Select a transaction to see the details of how it was matched. If anything looks wrong with a match, you can undo it. Select the transaction and select Undo. This sends the transaction back so you can review and match it manually. If you're looking for a match that QuickBooks didn't automatically suggest, select the transaction, then select Find Match, or switch from Categorize to Match.
[1:06] Find the transaction you want and select Match. Keep in mind that not all transactions can be automatically matched. For example, if your bank doesn't provide a unique ID for QuickBooks Payments transactions, QuickBooks won't be able to match them. In those cases, you'll need to match them manually. You can turn automatic matching on or off at any time. From the Posted tab, select Settings.
[1:29] Select Automatic Matching to turn it on or off. When automatic matching is off, you'll need to manually match any new transactions. Now you're ready to use automatic matching in QuickBooks Online.
Manage automatic matching
You can turn automatic matching off or on at any time.
Go to All apps
, then Accounting, then Bank transactions (Take me there).Select the Posted tab.
Select Settings ⚙.
Select Automatic matching to turn it On or Off.
When automatic matching is off, you’ll need to manually match any new transactions.
Note:
Changes apply only to future transactions. Turning automatic matching off won't undo matches QuickBooks already made.
Why can't QuickBooks automatically match all transactions
Not all transactions can be automatically matched by QuickBooks. For example, if your bank doesn't provide a unique user ID for QuickBooks Payments, QuickBooks won't be able to match them. In these cases, you'll need to do it manually.
Disclaimers
QuickBooks Payments: QuickBooks Payments account subject to eligibility criteria, credit, and application approval. A subscription to QuickBooks Online is required. Money movement services are provided by Intuit Payments Inc., licensed as a Money Transmitter by the New York State Department of Financial Services.
QuickBooks Bill Pay : QuickBooks Bill Pay account is subject to eligibility criteria, credit, and application approval. A subscription to QuickBooks Online is required. Money movement services are provided by Intuit Payments Inc., licensed as a Money Transmitter by the New York State Department of Financial Services.
QuickBooks Bill Pay is an additional product enablement to an existing QuickBooks Payments account that may require a separate subscription.
For more information about Intuit Payments' money transmission licenses, please visit https://www.intuit.com/legal/licenses/payment-licenses/.
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