Not able to link deposit transactions to quickbook payments

I'm here to point you on the right path, @Chaps.

I appreciate the screenshot and details you've shared.

When invoices are paid in QuickBooks Online, you can look for the payment to match it with the bank deposit transaction. This way, it won't double the entries in the bank register.

Since the invoice is already paid, you'll want to click the Find Match option to link the invoice payment to the bank deposit transaction. Also, make sure that you selected the correct bank account or Undeposited Funds from the Deposit to field.

Let me show you how find a match manually:

1. From the For Review tab, select the transaction in question.
2. Tick the Find match radio button and then click Find other matches.
   
   
3. From the Show drop-down, select Receive payments.
   
4. (Optional) Turn on Suggested Matches.
5. Check the payment box.
   
6. Hit Save.

I'm adding this article as your reference about matching transactions: Categorize and match online bank transactions in QuickBooks Online. It covers how to view and review multiple matches, work with partially matched transactions, and exclude entries.

Let me know if you have other banking feeds concerns. I'm always here to help you more. Stay safe and well.

This is what I am talking about as you can see from the attached picture nothing comes up when we try to match the invoice, as it has already been completed so there is nothing to match it to,

Let's figure out why you're unable to match the deposit to the existing QuickBooks Payment transaction in QuickBooks Online (QBO), @Chaps.

There are situations where some of the bank transactions are unable to find their match in QBO. In your case, it's possible that the bank account on the payment may not be the same as the bank deposit.

To correct this, ensure you've deposited the payment in the appropriate bank or the Undeposited Funds (UF). The UF keeps their record in QBO until you physically deposit them at your real-life bank.

Here's how:

1. Go to Sales and select All Sales.
2. Search for and select the payment.
3. In the Deposit to section, ensure the bank is similar to what's in your online banking. You may also select the Undeposited Funds account if you choose to combine all the payments into a single transaction.
4. Click Save and New.
    
    

Once done, match the transactions again.

Moving forward, you'll also want to review the account you've set up to record your QuickBooks Payments transactions to see if they match with what's in the bank deposit. To do that:

1. Go to the Gear icon and select Account and Settings.
2. Click the Payments tab.
3. Select the Chart of Accounts section, and choose the correct bank in the Standard deposits dropdown.
4. Click Save, then Done.
   

    

Furthermore, we recommend reconciling your accounts once a month to confirm that the transactions you entered in QBO match those on your bank statement. 

Stay in touch whenever you need further help matching transactions in QBO. We're always available to continue assisting you. Take care and have a good one!

I am having the same issue, and your replies are not helpful.  I (and I assume the OP also) am not talking about a manual deposit marked for Undeposited Funds.  I believe we both are talking about payments made in Quickbooks via the payment link (ach).  

When customers used this link to pay an invoice, QBO used to mark the invoice as paid and all I had to do was confirm it in bank transactions.

Now, the invoices are being marked as paid, but I am unable to match the payment to the bank transaction.  QBP  wants me to categorize it.  I am unable to use the "find match" option and link it to the payment.

Please note that this is a deposit that we are not making.  This is a deposit that is made from QB when a customer uses the payment link option on the invoice.  QB is the one marking it and making it impossible to match.  So I beg you not to post a response having anything to do with undeposited funds or the same stuff you posted above.  I read that, and it is not helpful.

Hey there, @ktags. 

I appreciate you chiming in and coming here with your concerns. 

Let's try a few troubleshooting steps to help resolve the issue or narrow down the cause: 

• Clear you browser's history
• Sign out and then back into your QuickBooks Online account
• Turn your device off and then back on

If none of these actions work, I recommend contacting our Customer Support Team for further assistance and to escalate the issue. 

I'm only a post away if you have any other questions. Take care! 

I mean...did you even read my response?  Your reply was in no way helpful. This is a quickbooks issue but you act like it's a user issue.

Quick books is marking the payments as paid from QB payment bank.  We have no way of matching these to our bank transactions.

But sure.  I'll contact QB support when I have time to sit and go through that.  Even though this is clearly a common issue and your responses are not helpful.

I also am having the same problems. I did try what you suggested and am still having the same issues ktags brought up. All deposits from 2024 that have come through the quickbooks payment portal aren't linking to their invoices. The invoice isn't an option on the match. Any help would be much appreciated. 

I appreciate what you've done so far, Robbie. I have some reasons why you're unable to match the invoices with your deposits and steps to fix the issue. Let's delve into the details.

If you're using QuickBooks Payments, the system will automatically record invoice payments and deposits in QuickBooks Online (QBO). Thus, the invoice will not show up when matching since it's already paid. Also, for the downloaded deposit, you can match it to the deposit created in QBO, not on the invoice. 

On the other hand, if you can't see the created deposit when matching, you can refer to the following reasons below:
 

• The amounts or dates don't match.
• The transactions are 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.
• There are multiple currencies involved, and the exchange rate has shifted significantly, making the amounts very different.
   

With this, let's go to your account register to find, review, or edit the transactions. 

You can also manually match your transactions. 

Here's how:

1. Go to the Transactions menu, then select Bank Transactions.
2. From the For Review tab, click the transaction.
3. Select the Match button and click Find other matches.
4. Filter the date range and transaction type. You can also search by reference number, payee, or amount.
5. Tick the box for the transaction you want to match.
6. Click Match.
    

You can check out this article for further guidance: Match online bank transactions in QuickBooks Online.

Moreover, you can use the Automatic Matching feature so transactions from QuickBooks Payroll, Bill Pay, and Payments will match automatically. Here's an article for further guidance on using it: Automatically match QuickBooks Online product transactions.

Furthermore, once everything is good and you're ready to reconcile your account so it always matches your bank statements, you can refer to this article for future reference: Reconcile an account in QuickBooks Online.

Tag me in the comment section if you have follow-up queries about linking your bank transactions to invoices in QuickBooks. I'll be here to help you.

I finally took the time to get on chat with a CS rep last week.  They were very helpful.

If anyone is still having this problem, make sure your banking info is correct in your settings.  Something got changed on mine, and I do not appear to be having the issue any more.

Go to Accounts and Setting/Payments/Chart of Accounts and make sure the options for where QB is to automatically record payment is correct.

I know this doesn't help with old payments that have already been recorded wrong.  That took me going through one by one and fixing them with the CS rep in a screen share.  But the account setting is why it started going wonky in the first place.

Hope this helps.  Sorry I don't have a fancy c&p instructions.