Record Bank Deposits in QuickBooks Online

by James Antonio

While depositing money in the bank, quite likely you do multiple payments deposits from various sources in one go and it might be getting a little difficult for you to have all the records with you assembled in one place. Know how to record bank deposits in QuickBooks online.

QuickBooks comes has a special feature that can combine all transactions so that you are up-to-date with the records.

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What is Recording Bank Deposits in QuickBooks Online?

While depositing money in your respective bank, there are multiple payments involved in the same for which the bank keeps it registered under a single account.

Now, when you would be entering the payments which you have deposited in the banks on your QuickBooks as individual records, it wouldn’t match with respect to the records your bank has registered.

To manage such a circumstance, QuickBooks has got you a new feature that helps you in combining various transactions made and thus, balances with your real-life bank deposits.

All you need to do for this is to combine all our transactions and put them under the Undeposited Funds account and further run the bank deposit feature to bring all things in one place.

This article would help you further on how to record bank deposits in QuickBooks.

Why do you need to Record Bank Deposits in QuickBooks Online?

Bookkeeping is an essential and pivotal feature of your business and helps in tracking and maintaining all transactional activities.

Having all your bank deposits recorded under a single system along with your virtual records has something made possible by QuickBooks!

Here’s how you do it.

How to Record Bank Deposits in QuickBooks?

Steps to Recording Bank Deposits in QuickBooks

The first phase of understanding how to record bank deposits in QuickBooks involves the following steps:

Step 1: Make sure to put invoice payments and sales receipts (that you wish to keep combined) into the Undeposited Funds account. This would be holding all data together prior to you recording a deposit in the following steps.

Step 2: With the help of bank deposit data, start combining the transactions on QuickBooks. Always remember that every single bank deposit will create a new record in QuickBooks. Thus, ensure to be making deposits one at a time for every deposit slip.

  • Press Select and New together and select Bank Deposit.
  • Under the Account dropdown, select the account to which you wish to deposit the money.
  • Check the box for each transaction that you wish to combine.
  • Always keep a tab on the total number of chosen transactions that must be matching your deposit slip.
  • Hit on Save and new for recording a new deposit or Save and close to finish the process.

Managing Bank Deposits Post Recording

Once you have successfully recorded bank deposits on QuickBooks, the next most important part is to manage the bank deposits. It has three most important aspects; reviewing, removing and deleting bank deposits.

Reviewing Bank Deposits

The first part of understanding how to manage bank deposits on QuickBooks is to know reviewing past bank deposits. Here’s how you do it:

Step 1: Browse Reports.

Step 2: Hover your cursor to the Sales and customers section by scrolling down.

Step 3: Choose the Deposit Detail report.

Removing Payments from Bank Deposits

The second part includes understanding the procedure which would help you in removing payment from a bank deposit. This becomes crucial when you mistakenly add a payment and wish to remove it from the deposits.

Here’s how you do it:

Step 1: Visit the Sales menu and choose All Sales.

Step 2: Locate the payment you wish to remove and open the same (status must show as Closed).

Step 3: Choose the date link placed next to the customer’s name that would further open a bank deposit.

Step 4: Unmark the checkbox for the particular payment that you are about to remove.

Step 5: Choose Save and Close or Save and new to finish.

Deleting Bank Deposits

The final step is deleting a bank deposit. Follow the steps to do it:

Step 1: Visit Accounting Tab.

Step 2: Choose Chart of Accounts.

Step 3: Locate the bank account to which you have deposited earlier and choose Account history.

Step 4: Look for the bank deposit and choose it to unlock further details.

Step 5: Hit Delete.

Wasn’t that easy enough? Not just you know to record bank deposits on QuickBooks now, but hopefully, this article has been able to guide you on further vitals of managing deposits.

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Can I Add Specific Bank or Processing Fees while Recording Bank Deposits on QuickBooks?

There are few banks that would be charging you certain service charges. For such records, you don’t need to edit on the original transactions and can simply add the charges directly on the bank deposit window.

Here are the steps to follow it:

Move to Add Funds under Deposit.
Considering as a line item, starting entering the fee.
Choose the fee source.
Under the Account dropdown, choose Bank Charges.
Input the amount of the charge in negative numerical (for eg. 50 must be entered as –50).
Verify the deposit amount with the bank charges.
Hit Save and new or Save and Close to complete.

How can I create a Bank Charges Account on QuickBooks?

To create a Bank Charges Account on QuickBooks, follow the steps mentioned below:

Press Select + Add New under the Account dropdown.
Choose Expenses and Bank Charges as your account type and detail type respectively on the account creation window.
Name the account as Bank Fees.

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Why should do you change the Employee status instead of deleting them on QuickBooks?

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Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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