How to clean up Undeposited Funds in QuickBooks Online

These payments might be the result of errors, duplicates, or intentionally left out of the bank deposit. In such cases, take the necessary time to reconcile and resolve the discrepancies to ensure accurate financial records. Double-check the selected payments and their corresponding amounts to ensure accuracy. Review any additional fields in the bank deposit form, such as payment method or reference numbers, and fill them out as needed. Once you are satisfied with the information, save the bank deposit.

  • This is a quick way to handle an undeposited funds cleanup when source transactions don’t exist.
  • All of the dollars, etc have been deposited in the appropriate bank accounts, and everything is reconciled.
  • Now, let’s move on to the steps to clear undeposited funds in QuickBooks Online.
  • When you have your deposit slip, make a bank deposit in QuickBooks to combine payments in Undeposited Funds to match.

It’s important to note that undeposited funds are a feature specific to QuickBooks Online. If you’re using a different accounting software, make sure to check if a similar feature exists or if you need to handle customer payments differently. QuickBooks is a renowned and respected accounting software developed and marketed by American business and financial software company, Intuit. QuickBooks offers products that are geared towards small and medium-sized businesses.

Start using the Undeposited Funds account

The actual payment was never received and most likely will never be so there will not be anything to match it to. I have an undeposited fund listed in QB which came from the POS. To properly clear the undeposited fund, you have to edit the Deposit to. One of our primary goal is to maintain high accuracy level, keep an eye on our transactions and manage in case of any financial discrepancies. We’re glad to know you’re finally able to create an Undeposited Funds account in QuickBooks Online (QBO). If you’re able to create a new Undeposited Funds account using the private browsing mode, you can switch back to the regular browser (Ctrl + N) then clear your browser’s cache.

  • First, reconcile your bank accounts to make sure you have recorded all the deposits you have made.
  • When it comes to keeping your finances straight, QuickBooks does a brilliant job of providing simple yet effective tools to see the flow of money in and out of your company.
  • Select the payments you want to include in the bank deposit by checking the boxes next to them.
  • Think of the undeposited funds account as a virtual cash register or a temporary safe where you can store customer payments until you’re ready to deposit them.
  • Even though accounting is not a new idea, the most recent version of it can be hard to understand.

Another way is to create a giant deposit with a negative amount and the correct income account. However, I still recommend reaching out to your accountant so you’ll be notified on the possible effects when using this process. Other than that, they can also suggest other options and guide you on what to do. Although this will remedy the incorrect account balance on the balance sheet, it will not clear the undeposited transactions from the Bank Deposit screen.

What’s the Undeposited Funds account?

They have the tools to verify your account and to further check to get to the bottom of this. I just reconciled 2019 for our rentals, and had many discrepancies, due to this My first year on QB and my husband’s ability to make things difficult. I have tried to select them and in Add Funds to make same amount but with -, negative and close. Don’t hesitate to post again if you have other questions. If you have further concerns about how to clean out the Undeposited funds, please don’t hesitate to ask.


Imagine this account as the blue bank deposit bag businesses use to hold cash/checks/etc before they deposit them at the bank. This feature can be changed again at any time in the future. If you’re depositing your checks one at a time, which is often the case for smaller businesses, you have to keep careful track of each and every deposit. However, when you use the undeposited funds account, you can record the specific checks in your software and not have to come back to them later to find out which is which.


Before creating a new bank deposit, review your undeposited funds account and organize the transactions within it. This step ensures that all the payments you want to clear are accounted for and properly classified. This feature is particularly useful if you receive multiple payments throughout the day or week and want to group them together for a single bank deposit. Instead of creating individual deposits for each payment, undeposited funds allow you to consolidate and record them together in one transaction. However, when I check my chart of accounts, the 1000 Checking Account QuickBooks balance has increased by the amount of undeposited funds. Your deposit contains payments for multiple invoices.

We’ll have to delete the deposit and use the pending one on the undeposited funds. As provided by my colleague above, the Undeposited Funds account holds everything before you record a deposit. We process and move transactions into what is window dressing your accounts automatically if you are using QB Payments. The Undeposited Funds account holds everything before you record a deposit. If you’re using QB Payments, we automatically process and moves transactions into your accounts.

Reconcile your balance sheet accounts every month.

Welcome to our guide on how to clear undeposited funds in QuickBooks Online. As a small business owner or accountant, you are likely familiar with the challenge of managing cash flow and ensuring that all incoming payments are properly recorded. Undeposited funds can accumulate when you receive payments from customers but haven’t yet deposited them into your bank account. When it comes to keeping your finances straight, QuickBooks does a brilliant job of providing simple yet effective tools to see the flow of money in and out of your company. It can be frustrating to correct issues in QuickBooks when they happen, but you can avoid them by using the proper accounts for the proper transactions. If you run into trouble along the way, don’t hesitate to reach out to us.

What are Undeposited Funds?

The information provided here is not investment, tax, or financial advice. You should consult with a licensed professional for advice concerning your specific situation. Automate invoicing and accounting with Field Promax at the best price. Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings. Furthermore, generating reports can help verify if everything is accounted for accurately and keep all your entries intact. If it’s still the same, I’d suggest contacting QuickBooks Care team.

I’m happy I came across your post and was able to address your concern. For majority of my clients, I personally process (ACH) payments once a month. Let me know if you have any other concerns besides cleaning up an undeposited fund.

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