Frequently asked questions

LedgerMedic connects to your QuickBooks Online company and looks for four specific problems: payments sitting in Undeposited Funds that were never grouped into a bank deposit; Unapplied Cash Payment Income, which is a payment QuickBooks is tracking as unresolved because it was never applied to an invoice; deposits that count a payment twice; and credit card payments entered twice. It explains why each one happened. For the first three it can fix the transaction itself, not just hide the symptom; for a card payment entered twice it tells you exactly what to delete in QuickBooks.

When you record a customer payment or a sales receipt in QuickBooks, it can land in a holding account called Undeposited Funds instead of your real bank account, until you group it into a deposit. If that grouping step never happens, the payment sits there indefinitely, and your QuickBooks bank balance stops matching your actual bank balance.

This happens when a customer payment is recorded before the invoice it belongs to exists, or with no invoice to apply it to at all. QuickBooks books it as income right away, before it's actually earned. Left unresolved, it throws off your Profit and Loss report, either by counting income too early or by counting it twice once the real invoice is paid.

LedgerMedic checks every connected company for four problems: payments stuck in Undeposited Funds, Unapplied Cash Payment Income, deposits that count a payment twice (a payment recorded straight into the bank, then added again as income from the bank feed), and credit card payments entered twice (once from the bank feed and once from the card feed). For the first three it can fix the source transaction after you preview and confirm the change. For a credit card payment entered twice it finds the pair and tells you exactly which transaction to delete in QuickBooks, but it does not make that change for you.

Often, yes. When LedgerMedic finds a deposit whose income lines equal a payment (or the exact sum of several payments) already recorded straight into the same bank account within 7 days, it flags the deposit as counted twice and shows the bank balance and income before and after the fix. Nothing changes in QuickBooks until you confirm, and you can undo the repair afterwards. If the match is not clear, for example more than one combination of payments fits or the deposit includes cash back, LedgerMedic flags it for your review and does not offer an automatic fix. Applying the repair is not available in Detect Only mode, and it uses one of your free guided fixes unless you are on a paid plan; undoing it is always allowed. The manual steps are in payment deposited twice, bank balance too high.

Yes, one pair at a time, never automatically. LedgerMedic detects it: one payment to a credit card that shows up as two transactions, with the same amount to the cent, dated within 3 days of each other, one on the bank account side and one on the card side. It shows both transactions with their account names and which one to keep, and each pair gets its own Fix button. One click fixes that one pair (usually by deleting the extra expense or credit card credit and keeping the transfer), after you have looked at it. There is no fix-all on purpose, because each fix changes your books, and every fix can be undone for 90 days. A pair with a reconciled transaction, or a transaction that could pair up more than one way, is never fixed by LedgerMedic: you get the manual steps instead. The manual steps are in credit card payment showing twice.

No. LedgerMedic only works with QuickBooks Online, connected through Intuit's official sign-in and API. It does not read or write to QuickBooks Desktop files.

No. Every issue LedgerMedic finds comes with a plain-language explanation of why it happened and what the fix will do, written for a business owner, not just a bookkeeper. If you do work with an accountant or bookkeeper, they can use the same account and see the same information.

Yes. It checks payments, sales receipts, and deposits for likely duplicates, such as the same customer paying the same amount twice within a few days, or two deposits into the same account for the same amount on the same day. It also flags money posted straight to a bank account instead of through Undeposited Funds, which can hide a duplicate on the bank side.

Not in Detect Only or Suggest Fix mode. In those modes, every single change requires your confirmation after you've seen a preview of exactly what will happen. One-Click Fix mode can apply changes automatically, but only above a confidence level you set yourself, and even then, reversing a journal entry always requires your approval, with no exception.

No, not to resolve an issue. The only journal entry action LedgerMedic ever takes is deleting a journal entry that someone previously used to incorrectly cover up one of these problems, and that action always needs your approval first.

Only what it needs to detect and explain these issues: customers, payments, sales receipts, deposits, invoices, journal entries, expenses and transfers (to spot card payments entered twice), and your chart of accounts. It does not need or request access to payroll, tax filings, or banking credentials.

Yes. Your QuickBooks access tokens are encrypted at rest, and every connection between LedgerMedic, your browser, and Intuit's servers happens over HTTPS.

Yes. Disconnecting QuickBooks from LedgerMedic revokes access immediately and stops any further syncing. You can also request full deletion of your account data at any time.

No. LedgerMedic is an independent, third-party application built on Intuit's public QuickBooks Online API. It is not affiliated with, endorsed by, or sponsored by Intuit Inc.

Not automatically, in any mode, including One-Click Fix. Voiding a transaction cannot be undone by a re-sync, so LedgerMedic always shows you both transactions side by side and asks you to confirm which one to remove, or to mark the pair as not a duplicate if it got it wrong.

Yes, with no limit and no time restriction. Connecting QuickBooks, scanning your books, and reading the explanation for every issue found costs nothing and never requires a card.

A guided fix is when LedgerMedic walks you through correcting one specific issue, showing you a preview before anything changes in QuickBooks. Every account gets a lifetime allowance of these for free. After that allowance is used, issues stay visible and explained, but applying further fixes requires a paid plan.

Pro covers unlimited guided fixes for one QuickBooks company. Accountant covers unlimited guided fixes across every company you manage under the same login, with one dashboard to see all of them at once. If you only manage one company, Pro is the right fit. If you manage several, Accountant is usually cheaper than paying for Pro on each one.

No. A card is only needed if and when you choose to upgrade to Pro or Accountant.

Yes. Billing is handled through Stripe, and you can manage or cancel your subscription at any time from the Settings page inside the app.

Intuit only lets a Primary Admin or Company Admin of the QuickBooks company authorise an app connection, so you need to be signed in to Intuit as one of them when you click Connect. If you are an accountant connecting a client's company, the firm's admin (the firm owner) may need to authorise it from the firm's own account. If Intuit shows a permission error, you are not signed in as an admin for that company: ask the company's admin to complete the connection. LedgerMedic never sees your Intuit password.

Connecting QuickBooks takes about a minute through Intuit's standard sign-in screen. Once connected, LedgerMedic scans automatically and your dashboard fills in with whatever it finds.

Yes. If your Intuit account has access to more than one company, you choose which ones to connect. You are not required to connect all of them.

LedgerMedic reads your payments, deposits, invoices, journal entries, expenses and transfers, checks them against the patterns for Undeposited Funds, Unapplied Cash Payment Income, deposits counted twice and card payments entered twice, and lists whatever it finds on your dashboard. Nothing is written back to QuickBooks during this step.

Start with Detect Only. It only finds and explains issues, without proposing or applying any fix, so you can see exactly what LedgerMedic finds before deciding how much you want it to do on its own.

Log in and click Help in the left-hand menu. It covers each issue type, how each fix works, the operating modes, two-factor authentication, billing, and managing multiple companies, in more detail than this page.

Send us a message from the Contact page. A real person reads and answers every message.