n-How to Add a Deposit in QuickBooks Online (Matching What Actually Hit Your Bank)
Click + New, choose Bank deposit under the Other column, pick the bank account, then check off the payments sitting in Undeposited Funds that make up this deposit. Add any extra lines for money that didn't come through a QuickBooks payment (a cash sale, a loan, an owner contribution), confirm the total matches your actual deposit slip, and save.
The full walkthrough
1. Open a new bank deposit. Click + New, then Bank deposit under Other.
2. Choose the account and date. Pick the bank account the money is physically landing in, and set the deposit date to match your actual deposit.
3. Select the payments included. Under Select the payments included in this deposit, QuickBooks lists everything currently sitting in Undeposited Funds, customer payments that were received but not yet grouped into a deposit. Check the boxes for whatever's part of this particular bank run.
4. Add anything that wasn't a QuickBooks payment. Below that, under Add funds to this deposit, add a line for each amount that didn't come from an invoice payment: a cash sale rung up elsewhere, loan proceeds, an owner putting money in. Pick who it's from, which account it affects, and the amount.
5. Account for cash back if there is any. If you pulled cash out of the deposit before it went to the bank (petty cash, for instance), there's a Cash back section for that; it reduces the net deposit total accordingly.
6. Check the total, then save. The running total at the bottom should match your actual bank deposit slip exactly. Save and close, or save and new for the next one.
Where this gets harder than it should
This works cleanly when one bank deposit equals a tidy handful of customer payments. It gets messier with payment processors: Stripe, Square, and similar services typically batch several days' worth of card payments into one lump payout to your bank, often minus a fee. That single bank line doesn't match any single invoice payment one-to-one, so matching it correctly in Undeposited Funds takes manual reconciliation work every time a payout lands.
Multiply that by every payment method you accept and every bank account you deposit into, and someone's spending real time each week just making sure deposits in QuickBooks tie back to what actually happened in the bank, instead of doing anything more useful with that time.
What we've built on top of QuickBooks deposits
Payout-matched deposits
A processor payout lands in the bank and QuickBooks automatically splits it back into the individual payments and fees that made it up, instead of someone manually reverse-engineering a lump sum against a list of invoices.
Deposit creation triggered by the bank feed
The moment a matching batch of payments is ready and the bank shows the deposit, the QuickBooks deposit record gets created and categorized on its own, so nobody's doing it as a weekly batch chore.
Which deposits take the most manual matching right now?
Tell us which payment method or processor causes the most reconciliation work, and we'll tell you if it can be handled automatically.
Spending real time matching deposits to what actually hit the bank?
Tell us which deposits take the most untangling, processor payouts, multi-payment batches, whatever it is, and we'll tell you if it can be automated. If deposits aren't actually your biggest time sink, that's fine too; we automate whatever's manual in the business, not just this one task.
Let's talk