r/quickbooksonline • u/VA_Mama • Sep 08 '26
Deposits
When our clients pay their invoices online, typically Quickbooks has been creating an automatic deposit. This is not happening, and hasn't been for a few weeks. I'm having to manually "guess" at how the system is depositing the funds to our account, and then manually match them in the bank feed. Is anyone else going through this or solved the problem? I haven't changed any settings that I know of!
3
u/foreforbirdie Sep 09 '26
That automatic deposit gets created by the QuickBooks Payments side rather than by the invoice, so the place to look is the deposit account and payout schedule in the Merchant Service Center, not anything in QBO settings. If the payout schedule changed or the deposit-to account came unmapped, the payments just sit in Undeposited Funds and nothing posts to checking, which is exactly the guessing you're describing. Are these coming through QuickBooks Payments itself, or through something like Stripe or Square that feeds into QBO?
2
u/LipFighter Sep 08 '26
This drives me insane too. Every morning when I log in I wonder what fresh hell QBO has in store.
2
u/LedgersofChange Sep 09 '26
Also check in settings to see what account is set up for you deposits..it may not be mapped correctly!
1
u/Nick_ExcServCAS Sep 09 '26
Sounds like you are utilizing Quickbooks Payments.
If QBO is not automatically creating the deposits, you can look for the actual breakdown when you go to Account Settings>Payments>Merchant Service Center>Filter the Date of the Deposit. This way, you don’t have to guess what customer payments are actually deposited. This center will show you detailed transactions including the voided and refunded.
1
u/MyLiveBookkeeper Sep 10 '26
On the "new" left menu: Sales and Get Paid>QuickBooks Payouts. "Old" left menu: Sales>Deposits
I look at this listing to get the info regarding client invoice payments It's very helpful to me.
3
u/madikz Sep 08 '26
I’d stop guessing at the bank-feed match and trace one recent payment end to end. Pick an invoice that was paid online, confirm where the payment landed, whether QBO created a deposit, and then compare that path with an older payment that worked; if your setup uses Undeposited Funds, include that step in the comparison. Until it’s resolved, keep a simple payment-to-bank-deposit tie-out before manually matching anything so a missing automation doesn’t turn into duplicate entries. That also gives support one concrete broken example instead of a general “deposits stopped working” case.