How to reconcile bank statements to QuickBooks Online

Jill and Bob recently handed their books off to their tax accountant, who just happens to know how to use QuickBooks Online (Isn’t that a coincidence?). After a quick glance at their QBO, the accountant, Caroline, asked why they didn’t reconcile their business’ bank accounts. Baffled by this question, Jill and Bob told Caroline that they did reconcile all of their bank accounts. When Caroline reacted with her hand to her forehead and an exasperated sigh, Jill and Bob wondered what they did wrong. Caroline then patiently explained that they didn’t reconcile QuickBooks Online to their bank statements.

  • So, what if a bank account has never been reconciled in QuickBooks Online?
  • Some QBO users assume that reconciling a bank account is when they add or match transactions in the bank feeds window.
  • If you have connected your bank accounts with QuickBooks Online, it’s important that all of your downloaded transactions have been matched with recorded expenses.
  • Perhaps the most useful information on the report is the list of uncleared, or outstanding, checks and deposits, which you’ll find at the bottom.
  • If it is, then click the green Finish now button in the upper right-hand corner of the screen, as seen in the sample completed reconciliation below.

The main difference is that you’ll be reconciling credit card transactions instead of bank transactions. In QuickBooks Online, you can choose to reconcile any of your connected accounts, as well as bank accounts that are not connected. If you want to reconcile your checking account, you would just choose checking from the drop-down menu. You can also reconcile various asset and liability accounts using the reconciliation feature. When reconciling an account, the first bit of information you need is the opening balance. If you choose to connect your bank and credit cards to your online account, QuickBooks will automatically bring over transactions and also the opening balance for you.

How to do a reconciliation with QuickBooks Online

Sometimes, taking a breather can help you spot what’s causing the difference. Once you verify that you are on Business View, click on Switch to Accountant view to update the appearance of your sidebar menu. In a few seconds, you should see the same left-side menu bar illustrated in this tutorial. We’re firm believers in the Golden Rule, which is why editorial what is depreciation how is it calculated opinions are ours alone and have not been previously reviewed, approved, or endorsed by included advertisers. Editorial content from The Ascent is separate from The Motley Fool editorial content and is created by a different analyst team. If you’re on a Galaxy Fold, consider unfolding your phone or viewing it in full screen to best optimize your experience.

You can also confirm you reconciled a transaction by running a reconciliation report and finding the transaction in question. You now know how to process bank reconciliation in QuickBooks Online. The next lesson in our tutorial series is on managing downloaded credit card transactions in QuickBooks Online. It will teach you how to review, classify, and accept or exclude transactions that are imported automatically from your connected credit card accounts. Connect QuickBooks to your bank, credit cards, PayPal, Square, and more1 and we’ll import your transactions for you. When you receive your bank statement or account statement at the end of the month, you’ll only spend a minute or two reconciling your accounts.

  • When you’ve entered all the information from your bank statement, click the green Start reconciling button to continue.
  • Verify that all transactions on your statement have been matched to QuickBooks.
  • To successfully reconcile your transactions against your bank statement, the difference between the ending balance and cleared balance should be zero.
  • Give your customers the option to pay via credit card, debit card, PayPal, or bank transfer.
  • A proper reconciliation will allow you to detect these data-entry errors.

I was informed by a QBO rep that it will show as a charge due to the fee is actually a charge but not an actual purchase charge. Once done, let’s create an expense transaction and use the expense account you’ve created in the Category column, then save the transaction. Once done, you can now match it with your downloaded transaction. After clicking Finish now, QuickBooks will display a confirmation with a link to view the reconciliation report. If the difference is not zero, we recommend that you try to locate transactions that aren’t recorded in QuickBooks. If you still can’t fix the discrepancy, we cover troubleshooting tips on finding the difference later on, after Step 5.

If you added older transactions to QuickBooks that are dated before your opening balance, it may impact the account’s total. Here’s how to reconcile older transactions so everything stays balanced. If you forgot to enter an opening balance and you’re already tracking transactions in the account, here’s how to enter an opening balance later on.

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However, adjusting entries should be made only as a last resort for small amounts. If you adjust larger amounts, you risk creating issues for the future. With QuickBooks, you won’t waste time spinning your wheels.

Troubleshooting Tips for Bank Reconciliation in QuickBooks Online

Remember, after undoing a previously reconciled transaction, you may need to re-reconcile to keep your books accurate. Also, it’s always a good idea to consult your accountant or financial advisor before making these changes. First, let’s undo your reconciled statement by manually unreconciling each transaction. If you find one, then you should contact the vendor or employee to see if the check has been received. If it hasn’t, you need to void the check and reissue a new one to the payee. When you’ve entered all the information from your bank statement, click the green Start reconciling button to continue.

Common accounting mistakes business owners make

Now, simply compare the transactions on your statement with what’s in QuickBooks. The tricky part is making sure you have the right dates and transactions in QuickBooks so you know everything matches. Let me step in to shed some light on how you can undo reconciliation in QuickBooks Online (QBO), @aye. Sometimes things get missed – it’s bound to happen every once in a while. Follow the section based on what type of account you’re reconciling. Ignoring reconciliation may lead to serious financial pitfalls that can negatively impact your business’s success and sustainability.

If I hadn’t looked at the checks that were clearing to match them with my transactions, chances are I never would have spotted them. Bank account reconciliation is used to ensure that your general ledger balance and your bank balance match. This is done by noting discrepancies between the two accounts, finding the missing information, and making any additions or corrections in your general ledger. We’re here to helpIf you’ve got any questions or need a hand fixing a connection error, linking or reconciling a bank account, let us know. Sign in to QuickBooks and start a discussion in our QuickBooks Community.

We look forward to having you here if you need further assistance reconciling an account inside QuickBooks or have any additional questions related to the program. We appreciate you getting back here in the thread, @amc62. We’ll help you fix zero balances when reconciling an account inside QuickBooks Desktop (QBDT). I did exactly what you said and when I went to reconcile the beginning balance is still zero.

Your bank statement and your general ledger rarely match

If you pay your vendors or your employees with a check, you’ll need to keep track of those checks. Most importantly, you’ll need to know how much in outstanding checks you have at the end of the month. Next, let’s go to the window where you’ll actually perform a bank reconciliation. If you reconciled an account more than once, you likely already reviewed the opening balance. This is only available for accountants who use QuickBooks Online Accountant.

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