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Add and match downloaded bank transactions in QuickBooks

by Intuit•25• Updated 3 weeks ago

Learn more about how to review, match, and add your downloaded bank transactions in QuickBooks. Downloaded transactions from your bank show in the For Review tab on your QuickBooks Banking page. From here, you can review, categorise, and add them to QuickBooks.

QuickBooks checks your transactions against your existing data to suggest matches. If you have banking rules, QuickBooks uses them automatically. Otherwise, it suggests categories based on past transactions or asks you to create new ones. Transactions older than 90 days need to be matched manually.


Match transactions

Follow these steps to match bank transactions with existing QuickBooks records:

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Look for a green outlined box under the Category or Match column indicating a possible match (e.g., “1 record found”).
  3. Expand the transaction to review details.
  4. If the match is correct, select Match under the Action column. The transaction moves from For Review to In QuickBooks.
  5. If it is not correct, select the row and choose Find Other Records, Add, or Transfer.
  • If QuickBooks finds multiple possible matches, the green box will display “# matches found”.
  • Select View under the Action column.
  • Choose the correct match from the list, then select Match. The transaction moves to In QuickBooks.
  1. Select the transaction row to view details.
  2. Choose Find matches if there are existing QuickBooks transactions, or Find other matches if not.
  3. Tick the transactions that correspond to the bank transaction.
  4. Ensure the total amount matches the downloaded amount:
    • Exact match: No further action required.
    • Total too high: Remove or adjust transactions until it matches.
    • Total too low: Add more transactions, adjust amounts, or create a new transaction to balance.
  5. Select Save. The transaction moves to In QuickBooks.

Check that the transaction:

  • Has not been reconciled.
  • Was entered using the same bank account.
  • Has not already been matched.
  • Falls within the displayed date range. Adjust the From/To dates as needed.

Note: Multicurrency bank feeds do not support matching. Only your home currency allows matches. Multicurrency transactions can only be added or excluded.


Add transactions

If the transaction doesn’t exist in QuickBooks, review and add it manually:

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Under the For Review tab, select the transaction to review its type.
  3. Choose a category from the Category drop-down. Avoid Uncategorised Income or Uncategorised Expense; select a specific category instead. You can create new categories via your Chart of Accounts if needed.
  4. If VAT is enabled, select the VAT amount from the VAT drop-down.
  5. Select Add to move the transaction from Categorised to In QuickBooks.
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