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Level 1

Why when someone pays an invoice online quickbooks cant match it up in my banking?

one paid 135$ the others did not but quickbooks does not match it up when it was quick books transaction. what am i doing wrong or is QB not doing its job??

Why when someone pays an invoice online quickbooks cant match it up in my banking?

Welcome and thanks for visiting the Community, @electricalsoluti.


Since the customer paid the invoice online, it may have a merchant fee causing it not to match with what you've recorded in QuickBooks Online (QBO). If this is the case, you have two options on how to handle merchant fees.


First is you can use the Resolve Difference option. This helps match your transaction through its difference until it will be equal to zero. Here's how:


  1. In QBO, go to the Banking menu at the left pane to get to the Banking page.
  2. Proceed to the For Review tab and tick the transactions to open. 
  3. Select the Find other records or Find match button to open the Match transactions window.
  4. By default, the Match transactions window lists All transactions within the date range, but you can narrow the results.
  5. Use options on the Show drop-down menu to specify the type of transaction you're looking for.
  6. If the amounts are different, you can locate additional matched transactions, or select Resolve Difference to open the Add resolving transaction fields to add the Category and Amount (and, optionally, Payee) of a resolving transaction until the difference equals zero.
  7. If necessary, you can use the Add new transaction button to add multiple resolving transactions.
  8. Hit Save.


The second option is to create a bank deposit for the merchant fee less than the amount of the invoice or sales receipt. This way, you can match this transaction to the downloaded bank transaction. For further guidance with the process, I suggest checking out this article and proceed to the What about recording Bank Fees? section: How to Record Bank Deposits in QuickBooks Online.


For more information about managing bank transactions in QBO, please refer to this article: Categorize and match online bank transactions in QuickBooks Online.


Leave a comment below if you have any other questions or concerns. I'm always here to answer them. Have a good one!

Level 1

Why when someone pays an invoice online quickbooks cant match it up in my banking?

like when I charge 135 for a service call


a lot of people pay me 135 for a service call. I get an email.   but in Quickbooks transactions, it does not match it to the one who paid in QB.   this seems like I am missing something or QB is.  how does it not know who paid the 135 if QB took the payment... 

QuickBooks Team

Why when someone pays an invoice online quickbooks cant match it up in my banking?

Thanks for getting back to this thread, @electricalsoluti.

Allow me to provide you more information on how you can match your downloaded transactions in QuickBooks Online (QBO). 

Since your customers pay you online, you can sign to the merchant account and check the transaction ID in the Activity & Reports menu. This way, you can check the name of the cardholder and categorize them to the ones you've entered in QuickBooks.


Let me show you how:

  1. Sign in to the Merchant Service Center.
  2. From the Activity & Reports menu, select Transactions.
  3. Choose the Show advanced options, this will allows you to do a more specific search using information like transaction ID and expiration date of the card.
  4. Select Search. Please take note that the default Payment Type is Card. If you also have check processing on this merchant account, change the type to Check to view these transactions.
  5. Choose the Transaction ID to display a detailed view of a transaction. 


Once done, you can now categorize your downloaded banking transactions and match them to the ones you've entered in QuickBooks. Here's how:


  1. Click the Transactions menu and select Banking.
  2. In the For review tab, click the transaction and select the Categorize button.
  3. Choose the name of the customer in the Vendor/Customer drop-down list. This should be matched to the customer's name that shows in the Activity & Reports menu in your merchant account.
  4. Select Confirm.


In addition, you can run a quick report on your bank accounts in QBO. This way, you can check the transactions that were already cleared and the deposits that are linked to your account. Just go to the Accounting menu and select Chart of Accounts. Then, search for the account and choose Run report under the Action drop-down list.

The Community always has your back, so please let me know if you have other questions or concerns.

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