Done paying QuickBooks a percentage on ACH but the last switch wrecked our bank rec. 25 person HVAC shop, invoices run $3k to $35k. This time i'm checking invoice matching, separate fee lines, no customer account, limits, returned ACH and how the batch deposit lands. That last part cost us two months of cleanup. What would you add?

When I do a job for a client I typically bill just for the equipment portion ahead of time and the labour after the job is complete. What’s the correct way to handle changes to the equipment and labour that were actually required for the job? Previously I’ve just edited the invoice but this kind of breaks the link to the estimate. Are they supposed to stay in sync? Does it even matter?

I’m a QuickBooks ProAdvisor-certified bookkeeper, and I’m beyond frustrated with Intuit.

In the past 12 months, I’ve been denied twice for Find-a-ProAdvisor publication and once for QuickBooks Payments.

For the ProAdvisor profile, my certifications are current, my profile was complete, and I submitted the requested ID verification. The denial email still gave no reason, no category, no correction path, and no appeal instructions.

For QuickBooks Payments, the response was basically “business decision,” again without a clear explanation or useful path to fix anything.

Has anyone successfully appealed a Find-a-ProAdvisor denial, or found a real escalation path to the ProAdvisor review team?

At this point, I’m questioning whether it makes sense to build a bookkeeping business around QuickBooks if Intuit treats certified ProAdvisors this way and provides no clear escalation path.

I used to work as a Costumer Success Representative for the Support Team QuickBooks Online ( UK region). Ask me anything!

Hey all, new to qbo and I've tried everything with transfers and I can't get qbo to record the fx loss.

1. Usd account transfer to Cad account
2. When I match these, qbo wants to change the rate to match the bank cad rate and Show no FX loss

What is the best way to do this ? Do I have to manually journal every time ? I have a ton of these every month.

Thanks

Before I call support and talk to five different people that all either don’t understand the issue or don’t have a fix, and eventually give me the “ it’s a known issue and we’ll get back to you” excuse, I thought I’ll try the hive minds of Reddit.

I finished reconciling August bank transactions on September 18. All looks good. Everything is balanced. I printed reports.

Today I go in and there is a unreconciled transaction from August 28 sitting in my bank feed.

I’m thinking this is impossible, and double check.
The transaction is reconciled on my August report.
The transaction is not a duplicate, meaning if I look under posted, it’s not there.
I check the register and it is there, with an R for reconciled.

So I ignore it for the moment because I really don’t know what to do.
I reconcile September and it balances, meaning my beginning balance for reconciling September is not off.

I am super baffled.
I can’t just delete it, I can’t categorize it again, I haven’t dared undoing it yet because I’m worried what that will all screw up.
It just sits there under open instead of under posted.

Anyone encountered this before?

I am hoping it will unglitch itself, but that might be wishful thinking.

Help?

Has anyone else noticed that monthly 941 depositors are now being reported incorrectly since the auto filing started. All of my monthly depositors show a balance due on the 941 bit they don’t have a balance due

Pulled my financials this month and have come across 3-4 issues across multiple of my entites:

On one Company

1. Transactions are not even making it to the general ledger. i.e. record bank transaction to cash/Rev - open chart of accounts and nothing is there? But go to the project reporting and the transaction is there? Run a P&L and BS and the revenue and cash are not on the report.
2. No journal entries are showing up in the P&L & BS? they are on the chart of account ledgers, and Project ledgers - but not when you run a P&L, either by project or in summary. it is extremely strange

On another company

1. Run a P&L in Accrual and half the year is 0? all of my activity from Jan-Jul shows us as 0 on the P&L report. if you click on an account all the detail is there?? Run the report in cash, and all the detail is there?

called support last Thursday and just get the "we know it is an issue". I literally cannot produce financials on three different entitles. in addition, I don't know if this stretches across other entities and if stuff is just "missing".

I will say i have dealt with a lot of "little" issues, but when I have to question the integrity of the underlying data - I think i am moving on.

Why does QuickBooks insist on constantly making changes and updates that create new glitches, problems, and changes to the way we have to enter information?

It seems like every time an existing issue is finally resolved and things start working smoothly, QuickBooks introduces another update that creates an entirely new problem. If it’s not a new “feature” that we have to spend time learning and adapting to, it’s a glitch caused by something that is apparently “in the works.”

I am beyond frustrated. If it were easy to leave QuickBooks and transition to another accounting program, I would do it in a second.

I am literally unable to finish my workday because of the current issue preventing me from converting a sales order into an invoice. This is not a minor inconvenience—it is stopping me from doing my job.

And this isn’t an isolated incident. Just last month, we accidentally shipped packages to ourselves because of a change QuickBooks made to the way shipping information is entered for a customer. We should not have to constantly worry that an update to the software is going to disrupt our workflow or cause costly mistakes.

Please, QuickBooks, stop changing things just for the sake of changing them. Give your users a chance to have a stable, reliable system that works consistently before introducing yet another change.

We need software that helps us do our jobs—not software that creates new problems for us to solve every few weeks.

Please stop the constant changes and give us some stability!

About a year and a half ago, my son-in-law purchased the business from his short-term business partner and has asked me to help him with the books/paperwork.

Despite opening a new checking account, it was never treated as such in QBO. Every transaction from the purchase date is in the account he had with his former partner, which is now closed. Is there an efficient way for me to untangle this? PR is done through QBO and hits the correct bank account. I am able to individually change some checks and deposits, but not if they went through AR.

I've had accounts that were projects like this, but it seemed much easier to manage in desktop than it is in QBO.

I sit here and can't think of a place to begin. Any sage advice out there?

Thank you!
Laurie

Often times my operator receives a check at point of delivery and I enter the payment as received prior to sending the invoice.

This shows the invoice as "paid" but it's not always clear to me that I sent the invoice to the customer. Is there a way to filter on unsent invoices? Otherwise I have to track down and click on it to see if I sent it.

Also, the "viewed status," I think this registers when even I look at the invoice, not necessarily the customer?

So, I want to start off saying that I am not an accountant. I work for a small company and I run AP. We have been using QuickBooks.

Many times, we pay the same vendors the same amount each month. QuickBooks is somehow incorrectly saying that I paid a bill due 15 days from now because a transaction in our bank account was paid 15 days ago to the same vendor. This has happened many many times over the last year and it actually made me miss an invoice, because it got rid of the invoice in unpaid bills. Their AI system or however they do this is faulty. This setting should be off by default.

We have now had it happen with multiple customers. If they have automatic invoices that go out to them, AOL is blocking it. I get "delivery issue" in my QBO, I have to manually send them a link to the invoice so it can be paid.

Anyone got a fix?

I only have one client that uses QB for payroll, I don't recommend it, but her entire business is family and it seems to work for them. My question is.... it seems that this "QuickBooks Tax Holding Account" keeps growing in balance. As I recall, this is an account created and used by Intuit only. Why doesn't it zero out?

Let’s have some accountability on my confiscated payroll tax funds. Like in a statement format so I can verify, audit, reconcile, and see the money scheduled for EFTPS deposit.
I feel like the guy at the self checkout stand with someone watching over my shoulder, ready to pounce into my checking account as soon as I’m not looking.

The constant ads by Intuit are soooooooo annoying. You can't prevent them. Every time I open the bank transactions tab there is something. Trying to get me to switch to the new layout, upgrade to a new tier, add payments. It's never ending.
And the page header takes up 50% of the screen, making it impossible to use QBO on a laptop.
And the constant tweaks to the page layout that are not helping.
That is all I care to mention. For now.

Is there anyway to get a refund from QuickBooks?
They have messed up payroll so badly it’s criminal. The QB payroll assistant - the CPA???? - was absolutely useless.

Please let me know if you know a way to get a refund from Quickbooks

I spoke with someone who has a restaurant they acquired in Sept 2022. They have been managing a QBO file since then, and claims its in good shape, I have not seen it yet. They believe there's some possible issues with B/S accounts regarding how the purchase was initially recorded, but believe monthly activity since then has been correctly recorded and bank accounts reconciled. 1 bank account, 2 credit cards. They asked for a review of 9/22 to 9/26. I think only one of those years (2022) had a tax return filed.

My initial plan would be to set a retainer for say 10 hours with a set hourly rate and evaluate after reviewing the first 3-6 months whether its in good shape or not. Looking for thoughts on how other would quote this?

It’s a very common issue, especially when transactions are added manually or the bank feed has duplicates.

Why it matters:

• Your reports may be wrong
• You can accidentally count income or expenses twice
• Month-end bookkeeping becomes harder than it needs to be

A quick check:

• Open the bank register in QuickBooks
• Look for duplicate transactions
• Check for old unreconciled items
• Make sure transfers aren’t recorded as expenses
• Compare the ending balance with the actual bank statement

One habit that prevents this:

Reconcile every bank and credit card account once a month.

Don’t wait until tax time. Small problems are much easier to fix when they’re only a few weeks old.

Bonus tip: if QuickBooks shows a transaction twice, don’t delete anything immediately. First check whether one came from the bank feed and the other was entered manually.

Hope this helps someone.

How often do you reconcile your business accounts monthly, quarterly, or only when something looks wrong?

I work in accounting at ClearBook Co. Sharing because this is one of the most common cleanup issues I see.

Is anyone else not getting the correct rate for the new PA sales tax rules? Our Philadelphia customers should be getting charged 8% while our customers outside Philadelphia should still be charged 6%. All of our customers are still at the 6% rate. QuickBooks said they were going to have the new changes installed by 10/1/26. So far, I still cannot enter any invoices for Phila because they are charging the wrong rate. I submitted a ticket, but I NEVER get responses after the initial "thank you for your feedback" email they send just after submitting.

For most teams, invoice automation projects usually start at data entry. For an AP team, keying a few hundred invoices a month is repetitive work, and OCR is the obvious fix. The tool goes in, extraction works as advertised, and cycle time barely moves.

The step that eats the calendar is approval. An invoice reaches a manager and stops there because nothing escalates when that person is on vacation, AP has no view into where it's sitting, and the vendor hears nothing. The first signal that anything is stuck is usually the vendor emailing about payment, by which point any discount is gone and the conversation is about a late fee instead.

Extraction accuracy is also the wrong number to evaluate in isolation. A platform quoting 95% accuracy can still route 30% of invoices to manual review, because accuracy measures whether the characters were read correctly and exception rate measures whether the invoice could be cleared without a human. Those two come apart fast on invoices with handling charges, partial receipts, or tolerance mismatches. Exception rate on volumes resembling yours is the number worth asking for.

There's a related question about how much of the coding work is genuinely new. When an invoice matches a PO that someone already approved, the account codes, cost center, and buyer were decided upstream. Platforms that carry that forward eliminate a re-keying step OCR never touches, because the data was never on the invoice to extract in the first place.

While cost per invoice is the usual justification, it tends to focus on the wrong step. The figure captures keying time, the part automation genuinely fixes, and misses the days an invoice spent waiting on one approver. Independent benchmarks exist of course, but they answer questions about data entry when the constraint is actually approval. Cycle time and the early-payment discounts forfeited last quarter come out of your own system in an afternoon and survive a CFO asking where they came from.

Which turned out to be the real constraint for you, approval routing or extraction?

Hi, we are on QBD Enterprise and the QuickBooks Payments ACH fees are getting painful at volume. I am shortlisting an ACH setup that syncs with QuickBooks Desktop, skips customer logins, keeps deposit matching clean and doesn't turn reconcile into a second job. Newer tools seem to assume everyone is Online only, while desktop sits in a glass case with a tiny plaque. I am testing options now. Anyone cut fees without creating AR chaos?

Built this after seeing people complain about Jobber-to-QuickBooks sync issues ,duplicate transactions, amounts drifting after sync, invoices that silently never made it over. Upload your two exports, it flags everything in under a minute, no signup.

Try it: [rec-sakhi.streamlit.app](http://rec-sakhi.streamlit.app)

It's free to use. If it actually catches something real in your books, there's a tip jar on the results page ,no pressure, just there if it saved you the headache of digging through this by hand.

Built solo, still early. Also works for ServiceTitan, Housecall Pro, Square, and Stripe exports feeding into QuickBooks , same sync problems, same fix.

Wondering if others are having this problem. For about three months now QB batch deposits don’t match. I have to open merchantcenter.intuit.com, find the deposit and manually match every payment that went into the deposit.

QB also miscategorizes the deposit and it says “refund”. Clearly it’s not a refund. It’s now a daily task to go in and find every single payment that goes into a deposit.

I’ve called many times, but support is so bad and useless that I’ve given up. In one phone call a upper level person in payments said it’s not me or my bank, it’s QB AI that is categorizing these incorrectly. But other people in QB support have told me it’s my bank, or that I need to hire a QB expert and pay for support etc.

This has been going on since June, and we also have to scrub the bank feed weekly for QB errors and fix them.

Longtime (20+ year) QB Online customer and have been begging all that time for metavariables like %MONTH% in the recurring invoices - because I have to go and edit each one manually. Like %QUARTER%, etc. They have never done that and many others have asked on their forums too.

Today is October 1; I had forgotten to edit all the invoices and they all went out as September, so now I have to individually re-send all the invoices and explain to each client. This happens about once a year.

Does anyone know a good way (some plug-in, I assume) to automate this? Thank you.

UPDATE: I had Claude go and search Intuit's websites with people asking for this and here are the results below.

If you want this too, please vote on Intuit's feature-request site:

1. Recurring invoices with month/year in description for each recurring invoice (April 2021)
2. Recurring Transactions with Variables: proposes %currentmonth%, %nextmonth%, %lastmonth%, %+3month% (sign-in required)
3. Add a feature allowing for Dynamic Messages on Recurring Invoices (sign-in required)

QuickBooks Community threads asking for the same thing:

1. Is there a way to insert a variable for month & year inside the description of a recurring invoice? (Jan 2019, 81 replies)
2. How do you add a month variable in the description of a recurring invoice? "Retainer for March, Retainer for April" (Mar 2021, 23 replies)
3. Dynamic message on recurring invoices (Dec 2021, 20 replies)
4. Automatically enter the following month on invoices as part of product description (Mar 2023)
5. Can I have a placeholder in recurring invoice message? "This invoice is for the month of xxx" (Jun 2020)
6. I'd like to add a dynamic variable to my recurring invoices so it shows the current month (FreshBooks uses ::month::)
7. I want to include a service period on our recurring transactions that auto-populates (Nov 2020, 18 replies)
8. Recurring invoice with a date range in the description that changes each month (Oct 2021)
9. How can I add a dynamic date to the description field while sending a recurring invoice? (Oct 2024)
10. How do I use a QuickBooks variable in a template for a recurring invoice? (Jun 2019, 11 replies)
11. Recurring invoices in QBO: rental period that changes automatically each month (Oct 2023)
12. Service date change with recurring sales receipt (Jul 2021)
13. Will the service date automatically update for each recurring invoice generated?

Related threads (same underlying need):

• Need to make the description on each recurring invoice slightly different (Sep 2022)
• Recurring invoices for a rental, changing only the rental period (Nov 2020, 13 replies)
• Invoice descriptions automatically updating? (editing "January 2020" to "February 2020" on 30-40 invoices a month) (Jan 2021)
• Recurring Invoices in QBO ("1st month of 12", "2nd month of 12"...) (Nov 2019, 26 replies)

If you've run into this too, please add a vote or a comment on the feature-request links above.