How do I match a QuickBooks Online bank deposit to an invoice if the invoice is already marked paid? (No match appears in the selection window.)

Why You Can’t Match Transactions in QuickBooks Online

Sometimes QBO does not allow you to match a bank feed transaction to an invoice. Common reasons include:

1. Invoice is Already Paid

When you received a payment (via bank transfer, QuickBooks Payments, PayPal, etc.), QBO automatically marks the invoice as paid.

2. Bank Feed Shows Deposit Separately

The bank feed transaction reflects the actual funds deposited into your bank. QBO sees this as a new transaction, but the system considers the invoice already cleared through an internal payment record. As a result, the invoice will not appear in the match selection list.

How to Fix / Reconcile Properly

Step 1: Check Where QBO Recorded the Payment

Open the invoice in question and click the Payment link at the top.
Check which account the payment was deposited to:
- Undeposited Funds: You will need to deposit to Checking.
- Checking: The deposit may already match the bank feed but appear slightly different due to fees, timing, or date.

Step 2: Decide How to Handle the Bank Feed Deposit

Scenario A: Payment Already in Correct Bank Account

Bank feed deposit = $1,000
Internal payment = $1,000 to Checking
Action: Exclude the bank feed transaction:
1. Go to Banking > Reviewed.
2. Select the transaction > Exclude.
This prevents duplication.

Scenario B: Payment Went to Undeposited Funds

The bank feed shows money arrived, but the invoice payment went to Undeposited Funds.
Action: Deposit the payment to Checking:
1. Go to + New > Bank Deposit.
2. Select the payment from Undeposited Funds.
3. Deposit to the correct bank account.
4. The bank feed deposit will now match automatically or can be marked as cleared.

Step 3: Consider Fees

If the deposited amount differs from the invoice payment (for example, due to Stripe or PayPal fees), you should:

Record the payment to Undeposited Funds.
Deduct fees as an expense when transferring to Checking.
Match the net deposit to your bank feed.

Important Notes

Do not manually mark the invoice as unpaid to match; this creates duplication.
Do not add a new payment for the same invoice; QBO already recorded it.
Always check Undeposited Funds versus the bank account; this is the usual cause of the “cannot match” issue.

Summary

Situation	Action
Payment already in bank account	Exclude the bank feed deposit
Payment in Undeposited Funds	Deposit it to the correct bank account and match bank feed
Deposit differs due to fees	Record fees as expense, deposit net amount, then match bank feed