Reconcile Batch Payments in QuickBooks Online (QBO)

When payment processors like Payrix or Stripe deposit multiple customer payments as one lump sum, you need to group payments in QuickBooks Online (QBO) so they match your bank feed. This keeps your books clean and prevents duplicate revenue.

Before You Start

• Make sure each payment is recorded in QBO (via Docket sync or manual entry).
• Each payment should be set to Deposit to: Undeposited Funds.

Step 1: Create a Bank Deposit

1. In QBO, go to + New > Bank Deposit.
2. Select the bank account where the lump sum was deposited.
3. In Select the payments included in this deposit, check off all payments in the batch.
4. Confirm the Deposit Date matches the bank deposit date.
5. If processor fees apply, add a negative line item:
   • Received From: leave blank or processor name
   • Account: Merchant Fees or Processing Fees (Expense)
   • Amount: Enter as a negative (e.g., -$15.00)
6. Confirm the total matches your bank feed.
7. Save.

Step 2: Match to Bank Feed

1. In QBO, go to Banking > For Review.
2. QBO should auto-match the lump-sum deposit to the one you created.
3. Click Match.

How to Find Posting Dates

You may need to confirm when a deposit actually hit your bank. Options:

• Bank Register: Go to Accounting > Chart of Accounts > Bank > View Register.
• Reconciliation Report: Run Reports > Reconciliation Reports.
• Banking > Reviewed Tab: Shows the bank’s actual posting date.

Pro Tips

• Keep Undeposited Funds clean—only use it for payments not yet deposited.
• If a payment was posted directly to a bank account, edit it to deposit into Undeposited Funds first.
• Confirm if fees are deducted before or after deposits and record them properly.

Summary

• Group payments into a Bank Deposit in QBO.
• Subtract fees as negative line items.
• Match the deposit to your bank feed.
• Use reports or register to confirm posting dates.