Recording ACH Dispute back to Member Account - QBO Essentials

MissouriHOATreasurer · ‎May 17, 2026

We are an HOA who leverages QuickBooks' electronic payment system and emailing of our annual invoices.

An HOA member elected to pay an invoice on Jan 28 via ACH transaction.

On Jan 30, I received an email indicating there was an issue with the bank for that member, and the payment was cancelled.

On Feb 2, I do see than Intuit pulled $100 which does seem to match the amount in question and is most likely the $100 that was disputed.

Around Feb 24, the member did indicate they did see the money leaving the account.

I'm somewhat limited in my QuickBooks knowledge, and this is for an HOA, so we are limited in knowledge

How do I record the $100 that Intuit pulled back from my bank account so I can close out Feb?
QuickBooks shows the invoice as closed, payment received, and payment applied, how do I reflect the invoice was not paid or reverse the payment?

I do not see a bank deposit for $100 around Feb 24, is there a way to indicate if Intuit received the funds if the member reconfirms the funds were pulled from their account?

Thanks for your help

Erika_K

You can record the $100 as an expense to balance your accounts, then reopen the original invoice to show it hasn't been paid. First, create a new expense to account for the money deducted from your bank account. Once that is done, follow these steps to disconnect the original payment and link it to the expense:

Go to All apps, select Customer Hub, and then choose Customers & leads.
Find and select the name of the member whose payment bounced.
Look for the payment transaction and select Edit.
Choose the payment made link.
Uncheck the box for the original invoice the payment was applied to.
Check the box for the new expense you just created.
Select Save and close.
When you see a message stating that the transaction is linked to others, click Yes.

The original invoice is now open again, and your accounts reflect the returned payment. If you prefer, you can also use a journal entry instead of creating an expense, or even invoice the member for any bank fees. Since tracking these situations can get tricky, it is also a great idea to check in with an accountant.

For the missing deposit around February 24, our live payments team can look into this for you. They can securely access the transaction history to further verify if the funds were received or returned.

Have more questions about managing these transactions? Drop a reply below, and we'll help you out.

View solution in original post

Erika_K

You can record the $100 as an expense to balance your accounts, then reopen the original invoice to show it hasn't been paid. First, create a new expense to account for the money deducted from your bank account. Once that is done, follow these steps to disconnect the original payment and link it to the expense:

Go to All apps, select Customer Hub, and then choose Customers & leads.
Find and select the name of the member whose payment bounced.
Look for the payment transaction and select Edit.
Choose the payment made link.
Uncheck the box for the original invoice the payment was applied to.
Check the box for the new expense you just created.
Select Save and close.
When you see a message stating that the transaction is linked to others, click Yes.

The original invoice is now open again, and your accounts reflect the returned payment. If you prefer, you can also use a journal entry instead of creating an expense, or even invoice the member for any bank fees. Since tracking these situations can get tricky, it is also a great idea to check in with an accountant.

For the missing deposit around February 24, our live payments team can look into this for you. They can securely access the transaction history to further verify if the funds were received or returned.

Have more questions about managing these transactions? Drop a reply below, and we'll help you out.

MissouriHOATreasurer

Because we don't have our bank account linked directly to Quickbooks, there wasn't a record the bounced echeck expense. I am able to see the batch that contained the $100, so I am confident that this is the transaction.

Per the instructions, I did create an expense under the member account with a category of Accounts receivable. The payment date was 2/2/2026 which reflects the date the funds were pulled back from our bank account.

Going into my Feb 2026 bank account, I now show a $100 payment for that member account. I've added that payment and Feb 2026 now reconciles. Looking at the Transaction Journal for the expense, it does appear to balance (Debit/Credit).
I think we are good.
Thanks again.

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Recording ACH Dispute back to Member Account - QBO Essentials