Batching & Depositing QuickBooks Payments

QuickBooks Payments automatically adds entries to keep your books in sync with your credit card processing and bank statements.

Pete Zimek, CAE avatar
Written by Pete Zimek, CAE
Updated over a week ago

One of the primary benefits for associations using QuickBooks Payments is their accounting automation.

When a payment is made on an invoice, QuickBooks Payments will notify you of that payment via email.  

The system will also automatically receive that payment against the open invoice, taking yet another manual task off of your plate. You will notice these received payments inside of your Undeposited Funds asset account.

Like many payment processors, QuickBooks Payments will batch payments together and deposit funds into your account.

Unlike other payment processors, however, QuickBooks Payments will automatically log the accounting transactions inside of your books, automatically creating the entry that moves this amount from Undeposited Funds into your bank account.


Error Message: Some QuickBooks Payments deposits weren't automatically recorded. 

When QuickBooks cannot match your actual credit card & ACH transactions to deposits automatically, the system will ask you to do it manually. The process you'll take is identical to processing a bank deposit for checks you have received.
How to create a deposit.

We have worked with QuickBooks to greatly reduce the chances of you seeing this message, but if you do see it, QuickBooks will alert you to this when you first log in:

Viewing "Hidden" QuickBooks Payments Transactions

Underneath the list of payments you're used to seeing, you will notice a "QuickBooks Payments" label. Clicking on the arrow will open up a "hidden" section showing the pending items from QuickBooks Payments (typically your credit/debit and ACH transactions).

Sometimes you will need to look on your merchant center (backend of QuickBooks Online) to figure out exactly what isn't working. If you are struggling to figure out what deposits are messed up, please checkout this article from QuickBooks Online Support where they go into more detail on this and reach out to your accountant or bookkeeper for assistance!

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