How to Properly Connect and Reconcile Chase Employee Credit Cards in QuickBooks Online (USA)

Step 1: Understand How Chase Sends Data

Chase typically provides two connection options:

1. Parent account feed – shows only summary balances (no transaction details).
2. Individual (child) card feeds – show transactions per employee card.

Best practice: Connect each child card separately in QBO, not the parent account. Otherwise, you’ll only see part of the data or duplicates.

Step 2: Set Up Your Chart of Accounts Properly

In Chart of Accounts:

• Create one Parent Credit Card account (e.g., “Chase Credit Card”).
• Under it, create subaccounts for each employee card (e.g., “Chase – John”, “Chase – Mary”).
• Link each subaccount to the specific employee card feed.

This way:

• Each child card downloads its own transactions.
• The parent account automatically rolls up totals for reconciliation and reporting.

Step 3: Handling Missing Child Card Transactions

1. Go to Banking → Link account → Chase → Select specific cards during setup.
2. Choose each employee card (not just the main corporate card).
3. If data is still missing, download a CSV from Chase for that employee card and import it manually into that subaccount.

Step 4: Reconcile the Correct Account

• Reconcile each subaccount (employee card) individually.
• Do not reconcile the parent account directly — it is a roll-up total.
• Once all subaccounts are reconciled, the parent account will match the Chase statement balance.

Step 5: Avoid Duplication

• If you accidentally connected both parent and child feeds, keep only the child feeds.
• Disconnect the parent feed (do not delete it if it has historical data).
• Exclude duplicate transactions from the Banking tab using the “Exclude” option rather than deleting them.

Example Structure

Chase Credit Card (Parent)
  - Chase – John (connected)
  - Chase – Mary (connected)
  - Chase – Alex (connected)

Tip

For class or project tracking, you can tag transactions by employee name, even across different cards, to make expense reporting cleaner.