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StoryFirst
Level 1

How to solve Quickbooks Online Invoices showing up as paid, but not being matched in banking transactions

Hello, 

 

Whenever our clients pay us via online payment (credit card or bank transfer), the invoice in 'sales' is marked as 'paid' automatically. However, in "banking" we always have a transaction of the deposit amount that can't be matched to the invoice since it's already marked as "paid." 

 

It appears as a duplicate transaction, but you can't un-link the transaction of the paid invoice.

 

What do we do? We have all these extra transactions in banking of these online deposit/payments that can't be matched (since the invoices are already marked as paid), so they're messing up our books.  

 

Any advice would be appreciated. 

3 Comments 3
Anonymous
Not applicable

How to solve Quickbooks Online Invoices showing up as paid, but not being matched in banking transactions

I'm glad you reached out to us today, @StoryFirst.

 

I can lend a hand with your paid online invoices and match the transactions successfully in QuickBooks.

 

It seems that these payments are deposited in your Undeposited Funds that's why you can't match it. To solve this, you'll have to create a bank deposit for the payments so that they are deposited to your business account.

 

Here's how:

 

  1. Go to Create/Plus Icon and select Bank Deposit.
  2. Fill in the details and select the payments included in the deposit. 
  3. Click Save and close when done.

You can check this article for more information about managing bank deposits: Record and Manage Bank Deposits in QuickBooks Online.

 

Once done, you can now match and categorize the transactions from your bank in QuickBooks. I'll include this helpful article as well for your reference: Match and categorize your downloaded bank transactions.

 

This should help guide you on the right track. If there's anything else you need or if you have additional questions about matching your bank transactions, do let me know. I'd love to help in any way I can. 

echewe
Level 1

How to solve Quickbooks Online Invoices showing up as paid, but not being matched in banking transactions

similar issue. in this case, invoices are marked as paid. bank transfer related to the invoices does not add up. 

RenjolynC
QuickBooks Team

How to solve Quickbooks Online Invoices showing up as paid, but not being matched in banking transactions

Hi echewe,

 

When your account is setup for QuickBooks payments, the invoices are automatically marked as paid once your customer pays you. 

 

If the amount of the invoice doesn't match what was on the bank page, you can exclude the transaction. 

 

Here's how:

  1. On the left panel, click Banking and select Banking.
  2. From the For Review section, put a check mark on the transaction you want to exclude.
  3. Click the Batch actions drop-down list, and select Exclude selected.

I've got this article for more details: Exclude expenses from downloaded bank transactions.

 

Then, manually clear the transaction in the register by following these steps:

 

  1. On the left panel, click Accounting and select Chart of Accounts.
  2. Click the View register link of the bank account where the invoice shows up. 
  3. Find the transaction you want to clear or reconcile.
  4. Under the Reconciliation status column (indicated by a check mark) click the blank field until you see the letter "C".  C=Clear, R=Reconcile.
  5. Click Save.

When you're ready to reconcile your account, here's an article for reference: How to reconcile your bank account.

 

We're always around to help if you have other questions or concerns. Thanks.

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