The LedgerMedic blog
Specific answers to specific QuickBooks Online problems, not general advice.
Free tool and comparisons
Undeposited Funds Checker: How Many Payments Are Stuck?
Paste your register, get a count, an age breakdown and the dollars involved. Free, no signup, runs in your browser.
ComparisonDancing Numbers Alternative for Cleaning Up QuickBooks Online Undeposited Funds
A bulk import/export tool versus a scanner for stuck payments, with prices checked on the day.
ComparisonSaasAnt Transactions vs LedgerMedic for QuickBooks Online Cleanup
Where a bulk transaction tool wins and where a diagnostic scan wins.
ComparisonDup-Detect Alternative for Finding and Fixing Duplicate Transactions in QuickBooks Online
AP-side and Xero duplicate detection versus money-in duplicates and stuck payments, checked against its site on the day.
Undeposited Funds
Should You Clear Undeposited Funds With a Journal Entry in QuickBooks Online?
A journal entry changes the Undeposited Funds balance but leaves every payment unlinked. How to find one that was already posted, reverse it, and clear the balance properly.
Undeposited FundsStripe Payout Doesn't Match Undeposited Funds in QuickBooks Online? How to Reconcile It
A Stripe payout is one bank line made of many payments, minus fees and refunds. How to build the matching deposit in QuickBooks Online so Undeposited Funds clears and the bank line ties to the cent.
Undeposited FundsHow to Undo a Bank Feed Match in QuickBooks Online
Matched a bank feed line to the wrong record? How to undo it in QuickBooks Online, what happens to the original transaction, and how to re-match it without creating a duplicate.
Undeposited FundsHow to See Undeposited Funds by Customer in QuickBooks Online
QuickBooks Online has no built-in Undeposited Funds by customer report. Here is how to build one from Transaction Detail by Account, and how to read it.
Undeposited FundsUndeposited Funds at Year End: What to Check in QuickBooks Online Before You Close
A year-end check for the Undeposited Funds account in QuickBooks Online: what is legitimately in transit on December 31, what is stale, and how to clear it without plugging a journal entry.
Undeposited FundsWhy Does the Undeposited Funds Account Keep Growing in QuickBooks Online?
Undeposited Funds goes up every month and never comes back down. How to find which payments are feeding it, and the four habits that make it grow, so you can stop the inflow.
Undeposited FundsWhat Is Undeposited Funds in QuickBooks Online?
What the Undeposited Funds line on your balance sheet means, why it is there, what a normal balance looks like, and how to tell when it is a problem.
Undeposited FundsUndeposited Funds Has a Balance but No Payments Show in the Bank Deposit List
Why QuickBooks Online shows a balance in Undeposited Funds while the Bank Deposit screen lists nothing to select, and how to find what is behind the number.
Undeposited FundsUndeposited Funds Not Matching Your Bank Deposit in QuickBooks Online? Here's the Fix
Your QuickBooks Online Undeposited Funds balance doesn't match what actually hit the bank. Here's exactly why, and the step-by-step fix.
Undeposited FundsHow to Clear Old Undeposited Funds in QuickBooks Online
A backlog of stale Undeposited Funds going back months or years? Here's how to work through it safely without breaking historical reports.
Undeposited FundsDuplicate Deposit in QuickBooks Online? Here's the Fix
A payment recorded twice inflates your bank balance and income. Here's how to find and correctly remove a duplicate deposit in QBO.
Undeposited FundsWhy Undeposited Funds Shows a Negative Balance in QuickBooks Online
A negative Undeposited Funds balance in QuickBooks Online means a deposit was recorded before its payment. Here's how it happens and how to fix it.
Undeposited FundsFixing Stuck Tenant Payments in QuickBooks Online (Property Management)
High tenant payment volume makes Undeposited Funds pile up fast in property management books. Here's a repeatable way to clear it.
Undeposited FundsHow to Delete a Deposit in QuickBooks Online (and What to Do When It Won't Let You)
How to delete a deposit in QuickBooks Online step by step, what happens to the payments inside it, and why QBO sometimes blocks the deletion when linked records exist elsewhere.
Undeposited FundsQuickBooks Online Undeposited Funds Cleanup Checklist
A step-by-step checklist for clearing a bloated Undeposited Funds account, and telling which entries are safe to clear versus real problems.
Undeposited FundsCan You Delete the Undeposited Funds Account in QuickBooks Online?
Undeposited Funds is a system account QBO won't let you delete. Here's what to do instead of routing around it.
Undeposited FundsQuickBooks Online Deposit Recorded to the Wrong Bank Account? Here's the Fix
A deposit built from Undeposited Funds posted to the wrong bank account. Here's how to move it to the correct one without creating a duplicate.
Undeposited FundsHow to Reconcile Undeposited Funds in QuickBooks Online
QuickBooks has no Reconcile button for this account. Here's the manual monthly process to check it anyway.
Undeposited FundsFixing Stuck Patient Payments in QuickBooks Online Undeposited Funds (Medical Practices)
Insurance remittance batches and same-day copays make Undeposited Funds pile up fast. Here's a repeatable way to keep it clean.
Unapplied Cash Payment Income
How to Find Unapplied Payments in QuickBooks Online
Find every customer payment that is not applied to an invoice in QuickBooks Online: the A/R aging report check, the cash-basis P&L line, and the customer-by-customer fallback.
Unapplied Cash Payment IncomeCustomer Overpaid an Invoice in QuickBooks Online? Apply It or Refund It
A customer paid more than the invoice total. How to see the leftover credit in QuickBooks Online, apply it to the next invoice or refund it, and avoid leaving unapplied cash behind.
Unapplied Cash Payment IncomeUnapplied Cash and Accounts Receivable in QuickBooks Online: Why A/R Looks Wrong
How an unapplied customer payment affects your accounts receivable balance and aging report, and how to apply it so A/R and the P&L both come out right.
Unapplied Cash Payment IncomeWhat Is Unapplied Cash Payment Income in QuickBooks Online?
A plain-language explanation of the Unapplied Cash Payment Income line in QBO: what causes it and why it matters more than it looks.
Unapplied Cash Payment IncomeIs Unapplied Cash Payment Income Inflating Your P&L?
Unapplied Cash Payment Income can overstate income on a cash-basis P&L. Here's how to spot it and correct the report before it goes out the door.
Unapplied Cash Payment IncomeCustomer Payment Not Applied to an Invoice in QBO? Fix It Here
A payment that never linked to its invoice leaves both records wrong. Here's how to find and correctly apply it in QuickBooks Online.
Unapplied Cash Payment IncomeRecording Retainers in QuickBooks Online Without the Unapplied Cash Problem
Retainers recorded as payments show up as Unapplied Cash Payment Income. Here's the correct way to handle them in QuickBooks Online.
Unapplied Cash Payment IncomeFinding Unapplied Cash Across Every Client File (For Firms)
Checking each client file by hand for Unapplied Cash Payment Income doesn't scale. Here's a monthly process for firms managing many QBO companies.
Unapplied Cash Payment IncomeHow the Bank Feed Creates Unapplied Cash Payments in QuickBooks Online
An automatic bank feed match can create an unapplied payment without you noticing. Here's how it happens and how to catch it.
Unapplied Cash Payment IncomeDoes Unapplied Cash Payment Income Affect Your Tax Return?
Unapplied Cash Payment Income sits on a cash-basis P&L, the same report many small businesses file taxes from. Here's what that means at tax time.
Unapplied Cash Bill Payment Expense
Duplicate Transactions
Customer Payment Recorded Twice in QuickBooks Online? How to Fix It
The same customer payment entered twice doubles your income or leaves a credit on the account. Here is how to find the second copy and void it safely.
Duplicate TransactionsQuickBooks Online Payment Deposited Twice? Bank Balance Too High After Adding a Deposit
A payment recorded to the bank and then added again as a bank-feed deposit counts the money twice. How to find the extra deposit and remove it.
Duplicate TransactionsQuickBooks Credit Card Payment Showing Twice? Fix the Duplicate Transfer
One card payment, two transactions: how to find the extra entry and delete the right one.
Duplicate TransactionsDuplicate Sales Receipt in QuickBooks Online: Void or Delete?
A sales receipt entered twice doubles your sales and your deposit. Here is how to confirm the duplicate and choose between void and delete.
Duplicate TransactionsHow to Find Duplicate Transactions in QuickBooks Online
A manual method for finding duplicate payments, sales receipts and deposits using standard reports, plus the checks that stop you voiding something real.