Matching Invoice to Bank Deposit

ClosetCurator · ‎June 22, 2021

I invoice my customers through QuickBooks Online and have my bank account linked. When I try to match certain PAID invoices to posted bank deposits from the banking review page it will not find a match even though there IS an invoice with the exact amount and date range. This seems to only happen to invoices with multiple line items because some invoices can be matched. Is there something wrong with the way I'm creating invoices with multiple line items?

katherinejoyceO · ‎June 22, 2021

Hello there, @ClosetCurator.

In QuickBooks Online, you'll need to ensure that the invoice payments and deposit have the same date or details so they will be matched.

Additionally, to ensure they will be on the list, confirm that the transactions:

Hasn't been reconciled.
Was entered using the same bank account.
Wasn't matched to another downloaded transaction.

Also, since the invoice is already on a Paid status, I recommend checking the bank account you use for the transactions. Run the Transactions List by Customer report to locate the invoices and their payments.

You can open the invoice from the report to check the payment and the bank account used.

For additional insights, you can check out these articles:

For future reference, you can also read through this article to know the detailed information about Reconciling an account in QuickBooks Online.

Feel free to post again if you have additional questions. Take care!

ClosetCurator · ‎June 22, 2021

Thank you for the prompt reply. Your explanation helps me for future transactions. I realized that I was manually marking the invoices as paid which was preventing the deposits from being matched. I should be good to go for future deposits now. Unfortunately, I don't seem to be able to reconcile the existing invoices/payments now. They are all paid, so I cannot match them to any deposits. Do I need to "un-pay" them to enable them to match?

If so, how do I do that? I have tried "Clear Payment" from the invoice, but that doesn't enable them to be matched either (even when dates and details match). Or do I need to recreate the invoices? Sorry but I can't find help content for my specific case, so your responses and answers are very helpful!

Thanks!

JoesemM · ‎June 22, 2021

Thanks for getting back to us, @ClosetCurator. I'm happy to know that the answer of my colleague helps you with your future transactions. Allow me to chime in and share information to sort this out.

Since you marked the invoices as paid, you'll have to receive the payment and make a bank deposit. This way, you can match and reconcile those existing invoices. I'd be glad to walk you through the process:

Click + New and choose Receive Payment.
Choose a Customer.
Select the Invoice and hit Save and send.

Once done, you'll have to create a Bank Deposit and select those invoices to match the deposit amounts with the existing invoices/payments.

Go to the + New button and select Bank Deposit.
Choose the account from the Account drop-down you want to deposit the money.
Select the box for each payment and make sure the deposit total and selected payments match your deposit slip.
Click Save and close.

Check out these articles for the detailed steps:

I've also added some links below about matching transactions and reconciling accounts for additional reference and guide:

If there’s anything else I can help you with, leave a comment below. I’ll jump right back in to assist further. Have a great day ahead.

Topics

Training

Community

Resources

Matching Invoice to Bank Deposit