Moving money between two accounts your business owns, checking to savings, say, isn't income or an expense, so it doesn't get a category at all. Use + New > Transfer, pick the from and to accounts, enter the amount, and save. QuickBooks records it as a transfer, which keeps it off your profit and loss entirely.
1. Confirm it's actually a transfer first. A genuine transfer moves money between two accounts you own and have set up in QuickBooks, business checking to a business savings account, for example. If money is leaving the business entirely (paying a vendor) or entering it from outside (a customer payment), it's an expense or income, not a transfer, even if it moves through what looks like a plain bank-to-bank transaction.
2. Use the Transfer function, not a category. Select + New, then Transfer under the Other column. Don't route this through Expense or Deposit; Transfer is its own transaction type, built specifically for moving money between your own accounts.
3. Pick the accounts and the amount. Choose the account the money is leaving (Transfer Funds From) and the account it's landing in (Transfer Funds To), enter the amount and date, then save.
4. Match it in the bank feed if both accounts are connected. When both the source and destination accounts feed into QuickBooks, the same movement often shows up twice, once as money out, once as money in. QuickBooks usually recognizes this and offers a Transfer match instead of two separate Add actions; take that option rather than adding both sides as unrelated transactions.
5. Leave the category field alone. A transfer doesn't need, and shouldn't get, an expense or income category. Categorizing it as something else is the single most common way a transfer ends up inflating or distorting your profit and loss by mistake.
The confusion isn't really about the QuickBooks mechanics, those are simple once you know them. It's that a transfer and a real transaction can look identical sitting in a bank feed: both are just a dollar amount moving out of an account on a given date. Nothing in the raw bank data tells you which one it is.
Someone has to know the business well enough to recognize "that's just money moving to savings" versus "that's an actual payment going out," and when that judgment call happens dozens of times a month across several accounts, a transfer eventually gets Added as an expense or a deposit instead of matched as a transfer, quietly double-counting or overstating activity on the P&L until someone catches it during reconciliation.
Once a pair of accounts is confirmed as belonging to the same business, a transaction moving money between them gets matched as a transfer on sight, instead of sitting in the bank feed waiting for someone to recognize it.
Transactions that look like they should've matched as a transfer but got Added as something else instead get flagged for review, catching the mistake during the month it happened instead of at year-end reconciliation.
Tell us how you currently catch it, if at all, and we'll tell you if that check can run on its own.
Tell us how many accounts money actually moves between in your business and how those transfers get handled today. We'll tell you if the matching can happen automatically instead of depending on someone remembering which transaction is which. Bank transfers are one spot this mix-up happens; the same kind of manual judgment call tends to show up elsewhere too, and we'll take a look at that as well.
Let's talk →Desktop works the same way conceptually: use the Transfer Funds feature (under Banking, or the Transfer Funds icon) rather than writing a check or making a deposit. Pick the from and to accounts and the amount, and QuickBooks records it without touching your income or expense accounts.
Open the transfer transaction (it shows up in either account's register, since it touches both) and delete it from there. Deleting removes it from both accounts at once, since it's really one transaction, not two separate ones.
If it was entered correctly but needs to be reversed, the cleanest approach is usually a second transfer in the opposite direction, rather than deleting the original, especially if the first one's already been reconciled. If it was entered wrong entirely, wrong accounts or amount, editing the original transfer directly is simpler than voiding and re-entering it.
Moving undeposited funds to the bank isn't a transfer between two of your own accounts; it's combining customer payments sitting in the Undeposited Funds holding account into a single bank deposit that matches what actually hit your account. A transfer, by contrast, always moves money between two real accounts you've already connected, nothing is sitting in a holding account waiting to be grouped.