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StrategyConsult
September 12, 2022
Question

Matching Gusto Journal Entry with logged Bill

  • September 12, 2022
  • 1 reply
  • 0 views

I am using the Gusto QBO integration for contractor payroll.  A contractor sends me a bill for their work, I forward that to my QBO email address and log it as a bill.  I then issue payment from Gusto, which logs a journal entry in QBO.  I then see the transaction in my bank transaction feed.  However, when the bank transaction comes in, it sees the Bill and the Gusto journal entry as 2 separate things, and only allows me to match 1.  How can I show that the Gusto payment is to pay off the Bill in QBO, and eliminating the apparent "duplicate" of the journal entry and the bill, and easily tying that payment in the transactions to the bill being paid via Gusto?

 

Thanks!

1 reply

DivinaMercy_N
DivinaMercy_N
September 12, 2022

Hello there, @StrategyConsult. I'm here to ensure you'll be able to match the transactions in QuickBooks Online (QBO).

 

To get started, you simply need to match the Gusto payment to the bill in your QBO account. Below are the steps you can follow:

 

  1. Navigate to the Bookkeeping menu and select Transactions.
  2. Next, click Bank transactions and choose the account where the entries are allocated.
  3. Then, go to the Categorized or Reviewed tab.
  4. From there, find the payment with the Match option under the Action column.
  5. Take note of the Date, Description, Payee, and amount spent or received and select it to expand the view.
  6. Next, review the Matching records found in QuickBooks. 
  7. Ensure this is the correct match.
  8. Then, click the Match button.

 

For more information, check out this article: Categorize and match online bank transactions in QuickBooks Online.

 

Then, to eliminate duplicate transactions, just exclude them. Here's how:

 

  1. In your QBO account, go to the Bookkeeping menu and select Transactions.
  2. Then, click Bank accounts.
  3. Choose the account where the transactions are allocated and go to the For Review tab.
  4. From there, check the box of the duplicate transaction and select Exclude.

 

I've also added this awesome resource that you can use as a guide in making sure your accounts and real-life bank statement are balanced: Learn the reconcile workflow in QuickBooks.


Please let me know how the steps go. I'd appreciate it if you can add updates about this. Also, if you are any other concerns regarding the matching of transactions in QBO, don't hesitate to post again here. I'm just around the corner to help. Have a good one and take care. 

S
StrategyConsultAuthor
September 19, 2022

I believe there is some confusion in the question: The instructions provided are related to a duplication in the BANKING register.  Instead, I have a duplicate as follows: 1 Journal entry from the Gusto integration, 1 Bill entry from QBO.  Those are both currently matching to the 1 bank register entry.

 

QBO gives the option to either match the 1 bank entry to either a) the Journal entry from Gusto or b) the Bill entry from QBO.  If I match one, it leaves the other orphaned in the system--it no longer appears in the banking section as described.  I have selected to match the bank entry to the Bill from QBO.  But now what to do with the Gusto register entry that is still recorded, but not showing up in a view, as there is no longer a bank transaction with which to match it?

S
SashaMC
September 19, 2022

Hello StrategyConsult,

 

Thank you for chiming back in. With QuickBooks, it is programmed to match 1 to 1, whereas you are asking to match two things to 1. You could manually add transactions to account registers in QuickBooks Online, but I recommend speaking with your accountant about the best move for your business or reaching out to your third party on some steps for this. If you don't have an accountant, we offer a ProAdvisor service where you can connect with experts within your area. Here's how:

 

  1.  Go to this Find my Accountant link.
  2.  In the Find an expert in section, choose what you're looking for, then use your search field to enter a City or ZIP code.
  3. Select Search.
  4. Browse through the results and find one that works best for your business. You can click on each ProAdvisor profile to learn more about them.

If you have any other questions, I'm just a post away. Have a wonderful day!

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