Method 1 Best Method: Record Payments First, Then Match the Lump Deposit

This is the cleanest method and avoids duplicates.

Step 1: Record Each Customer Payment

1. Go to + New → Receive Payment.
2. Select the Customer.
3. Check the Invoice being paid.
4. Deposit to: Undeposited Funds.
5. Save.

Repeat for each invoice included in the lump-sum bank deposit.

Step 2: Create the Bank Deposit

1. Go to + New → Bank Deposit.
2. Select the bank account where the lump deposit appeared.
3. Select the individual payments you entered.
4. Check the boxes for all payments included in the deposit.
5. Save and close.

Step 3: Match with the Bank Feed

1. Go to Banking.
2. You will see the lump-sum deposit in your bank feed.
3. QBO should automatically suggest a match.
4. Click Match.

This completes the process without creating duplicates and ensures invoices are recorded correctly.

Method 2 If QBO Already Downloaded the Deposit Before You Recorded Payments

If the deposit is already in your bank feed, do not add it directly as this causes duplicate income.

1. Follow Method 1, Step 1 & 2 to record payments and create the combined deposit.
2. Then go to Banking and match the deposit to the combined deposit created.

Common Problems & Fixes

Problem: QBO won’t match the deposit

Possible reasons:

• One payment is missing.
• Wrong payment date.
• Payment recorded directly into income instead of Receive Payment.
• Deposit created to the wrong bank account.
• Includes extra payments not part of the deposit.

Fix: Open the Bank Deposit window and verify the total matches the bank deposit exactly.

Problem: QBO shows duplicate deposits

Occurs when:

• You clicked Add in the bank feed instead of Match.
• You manually created a Bank Deposit and added the bank feed entry.

Fix: Delete the manually added deposit (not the matched one).

Best Practices

• Always use Undeposited Funds when receiving multiple payments to combine them correctly.
• Never record lump deposits directly to income to avoid leaving invoices unpaid or duplicating revenue.
• Reconcile monthly to catch mismatches early.

If needed, you can also:

• Fix a lump-sum deposit that was added incorrectly.
• Undo and redo deposits.
• Match deposits that include merchant fees (Stripe, PayPal, Square).