Manage Payrix Payment Reconciliation in QuickBooks Online (QBO)

When using Payrix with Docket, fees are usually deducted before deposits. This can make reconciliation in QuickBooks Online (QBO) confusing. Here’s how it works and how to simplify your setup.

Default Payrix Behavior

• Payrix deducts fees at the time of each transaction.
• Example: Invoice = $100, Fee = $3, Bank Deposit = $97.
• QBO shows invoice as $100 paid, but bank feed shows $97.
• This requires manual adjustment with Bank Deposits.

Problems:

• Slower reconciliation.
• Harder to track gross vs. fees.
• Can confuse non-accounting users.

Option 1: Record Fees Manually (Default)

1. In QBO, go to + New > Bank Deposit.
2. Enter the gross amount ($100).
3. Add a new line:
   • Account: Bank Fees or Processing Fees (Expense).
   • Amount: -$3.00.
4. Save. Deposit now matches $97 in bank feed.

Option 2: Request Fee Separation (Recommended)

You can request Payrix to separate deposits and fees daily or monthly.

Daily Fee Separation

• Bank receives gross deposits daily (e.g., $100).
• Fees are debited separately each day (e.g., -$3).

Monthly Fee Separation

• Bank receives daily gross deposits.
• One monthly debit appears for total fees.

Benefits:

• Easier reconciliation (bank matches QBO directly).
• Clearer reporting (gross vs. fees).
• Faster month-end close.

📩 To request separation, email docketpay@yourdocket.com with:

• Business name.
• Preference: daily or monthly separation.
• Effective date.

Summary

• Default: fees deducted per transaction, requires manual fee entry.
• Recommended: request daily or monthly fee separation.
• Always track fees in a dedicated expense account (e.g., “Payrix Fees”).