How to See Undeposited Funds by Customer in QuickBooks Online
Published October 12, 2026 · LedgerMedic
To see who is behind the Undeposited Funds balance, run Transaction Detail by Account, filter it to Undeposited Funds, and group the rows by customer name. It takes about three minutes. The menu names move around between QuickBooks Online releases, so use the steps below as a guide rather than exact clicks.
Build the report
- Open Reports and search for Transaction Detail by Account.
- Set the report period to All Dates, so old items are included.
- Choose Customize. Under Filter, tick Account and select Undeposited Funds only.
- Under Rows/Columns, set Group by to Name, so each customer gets their own section with a subtotal.
- Run the report. Each customer subtotal is what that customer's payments contribute to Undeposited Funds, after deposits drawn from it are taken off.
- Use Export to send it to a spreadsheet if you want to sort by amount.
How to read it
- A subtotal that is zero means the customer's payments and the deposits drawn from them cancel out. Nothing to do.
- A positive subtotal is money recorded as received from that customer that has not been put into a deposit. Check the dates. Recent ones are probably waiting for the bank. Old ones are your stuck items.
- A negative subtotal means a deposit took more out than that customer's payments put in, which is how a negative balance starts.
- Lines with no name. Deposits and journal entries often have no customer on them. A large block under a blank name is worth opening, because entries that are not payments can make up a balance that cannot be deposited.
A quicker look without a report
Open the Undeposited Funds register from Chart of Accounts and sort by the Name or Payee column. This is fine for a handful of customers, but it does not give subtotals, so for anything bigger use the report above.
Once you know who
Pick the customers with the oldest positive subtotals and work through them, using the cleanup checklist. If the same few customers or processors keep appearing, the cause is a habit, and why the account keeps growing covers how to find it.
LedgerMedic's free scan lists every payment stuck in Undeposited Funds with its age and amount, without building a report by hand. Connecting and scanning is free, and every account gets 6 lifetime guided fixes before a paid plan is needed. The scan is read-only and needs no credit card. The free checker works from a pasted register and runs in your browser.