When you receive deposits through QuickBooks Payments, your bank may batch several transactions into a single deposit. This can make reconciling your bank statement tricky—especially if you’re unsure how to match these grouped payments properly in QuickBooks. If not done correctly, it may lead to confusion or duplicate income entries.
Learn how to match QuickBooks Payments batches with multiple transactions quickly and accurately. Call support at +1-866-409-5111 for expert help today. Why Batching Happens in QuickBooks Payments
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QuickBooks Payments often combines multiple customer payments into a single daily bank deposit. This is done for processing efficiency and to reduce transaction fees. However, in QuickBooks, you might still see the individual invoices or payments, not the combined deposit. That’s where batch matching comes in.
Here’s how you can manually match these deposits correctly:
From the left-hand menu, click on Banking or Transactions > Bank Transactions (depending on your version).
Choose the bank account where your deposits are made.
Look for the deposit on your bank feed that includes multiple payments.
You’ll usually see a lump sum amount that represents several invoices.
Click on the deposit and select the “Find Match” option.
QuickBooks will now try to match the deposit with one or more existing transactions.
Use filters such as date range, customer, or amount to help narrow down your search.
You’ll see a list of possible transactions that could match the deposit.
Carefully check the boxes next to all the payments or invoices that together match the batch amount.
The total selected should exactly match the bank deposit amount.
Once the total is correct, click “Save” or “Match”.
QuickBooks will now recognize the batch deposit as reconciled.
Duplicate Entries: Never manually create a new deposit for already-recorded transactions.
Wrong Match: Make sure all selected transactions add up exactly to the deposit amount.
Unlinked Invoices: Ensure all invoices were processed via QuickBooks Payments, not external methods like cash or checks.
Your bank shows a deposit of $1,200, which includes:
Invoice #1001: $500
Invoice #1002: $400
Invoice #1003: $300
Inside QuickBooks, when you select Find Match, check all three invoices. If they add up to $1,200, you click “Match” — boom, done!
Enable Auto-Matching: In QuickBooks Online, enable bank rules to help match similar deposits.
Use Undeposited Funds Account: When recording payments, use this feature so batching is cleaner.
Daily Reconciliation: Don’t wait till the end of the month. Match daily or weekly to avoid pile-ups.
Track Fees Separately: Some deposits might deduct processing fees. Make sure to account for them.
Matching batches in QuickBooks is essential for accurate financial reporting, clean reconciliation, and a smooth bookkeeping process. Once you get the hang of it, it becomes a natural part of managing your transactions. But if things get tangled, just pick up the phone and call +1-866-409-5111 — expert help is just one call away.