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M
ML222
December 29, 2023
Question

Matching Expenses/Bills with Bank Feed

  • December 29, 2023
  • 1 reply
  • 0 views

I need help with QuickBooks Online's ability to "MATCH" Bank Feed Transactions with other QuickBooks entries (like Expenses and Bills). 

 

The situation:

1) QBO Bank Feed: I have credit card transactions showing up in my Bank Feed when I swipe my card and buy something.

2) QBO Expense: I have accounting information for each credit card transaction that's entered in QuickBooks Online as an Expense from my Credit Card software's Reports (Expensify). This includes vendor name, account code, class, etc.

3) QBO Match: For some reason, when I go to reconcile the Bank Feed, it can no longer see the expenses entered by my Credit Card reports from Expensify. When I try to MATCH the Bank Feed transaction to the Expense entered in QBO by my CC report, QBO cannot find it. 

4) Summary: The Bank Feed has the transaction record but no coding, the Expensify Expense in QBO has the coding but can't be found by the Bank Feed "Match" function.

 

For the first month or two I could just click "Match" from my Bank Feed, and QuickBooks Online would match the Bank Feed "Expensify" transaction to the Expense/Bill/Journal Entry. But for some reason I'm not able to do that, and the last 2 months of transactions are "unmatched". I'll need to double-enter the accounting data unless I can get the sync back up.

 

Any one have experience with this, ideas, or input?

 

TIA,

M

1 reply

JaeAnnC
JaeAnnC
December 29, 2023

We're happy to see you here, @ML222. Let's figure out why some transactions are unable to find their match in QuickBooks Online (QBO).

 

By default, the system tries to find a match with the transaction's Date, Description, Payee, and Amount. However, it may not be able to detect a match from the existing records due to the following reasons:

 

  • The payees, amounts, or dates don’t match.
  • The transaction is older than 6 months. However, you can still find a match when you utilize the Find Match section.
  • The bank account used for payment is different from the bank where the match is located.
  • The payment has been reconciled.
  • The record is already matched to another transaction. 
  • There are multiple currencies involved, and the exchange rate has changed significantly, causing large differences in amounts.

 

That said, I recommend reviewing the transaction details to ensure they match. You can read this article for more information: Match online bank transactions in QuickBooks Online.

 

Furthermore, you'll want to create rules for your bank transactions in QBO so they will automatically categorize into the appropriate accounts.

 

If you need further guidance in matching your transactions, please don't hesitate to visit us. The Community is here to help whenever you need it. Stay safe, and have a great rest of the day.

M
ML222Author
June 6, 2024

Hello, and thanks for your reply, however, I don't think this resolves the issue.

 

What I'm hoping to find out is, how can I get my Expensify expenses to import to QBO as Bills instead of Expenses. Is there a setting in QuickBooks where I can change this? Expensify has confirmed my settings on their end are correct, however, my Expensify expenses continue to show up in QBO as Expenses and not as Bills. And as I understand it, the "Match" function is searching for Bills only, and not expenses, so it's not able to see the imported Expensify expenses.

 

Thanks in advance,

ML

MorganB
MorganB
June 6, 2024

Thanks for getting back to us with those additional details, ML222.

 

I'm happy to provide some additional info about how Expensify transactions are recorded in QuickBooks Online.

 

Looking into this a bit further I was able to find an Expensify article that stated, "In Expensify, you can designate expenses as billable. These will be exported to QuickBooks Online with the billable flag." You may want to go back a verify the setup to make sure that the billable option has been selected.

 

If you need additional assistance I recommend reaching out to a member of the QuickBooks Online Support Team. Agents have specialized tools, like the ability to share your screen, to take a more in depth look. Here's how to get in touch with the team:

 

1. Click the Help (?) button.
2. Select either tab to get started:
  - Assistant: Get quick, personalized answers. Select a suggested option, or type a question or topic you need help with. If you decide you need further help, you can still Talk to a human.
  - Search: Search the QuickBooks Online knowledge base directly, or select Contact Us and choose a way to connect with us:
    a. Start a chat with a support expert.
    b. Get a callback from the next available expert.
 

The following article provides these steps if you ever need them again in the future: QuickBooks Online Support

 

Please feel free to reach back out in the comments below if you have any other questions. I'll be here to help in any way that I can.

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