Let's make sure that you're able to match the payments to the invoices, James.
Although payments are automatically synced, the processing fees are not automatically added to your invoices in QBO. Because of this, the amounts that were deposited and downloaded are not the same with the invoices in your account.
The steps below cover how to record receiving a payment minus fees in QuickBooks:
1) Raise the invoice for the full amount manually (Sales > Invoices > New invoice)
2) Select 'Receive payment' on the invoice - enter the payment details and receive the full amount to the 'Undeposited funds' account on the 'Deposit to' drop-down
3) Create a bank deposit (+ New > Bank Deposit) - make sure the date is when the payment hit your account
4) Tick the invoice payment listed under 'Select the payments included in this deposit'
5) Scroll to 'Add funds to this deposit' - Set the 'Amounts are' drop-down to 'No VAT'
6) On the first line, enter the expense account for fees under 'Account', and enter the fee amount as a minus figure
7) Check the total bank deposit amount in the top-right matches the payment received then save & close.
You can now match this transaction to the payment on your banking screen
I recommend reaching out to Zettle and check if there's an integration setting on their part about automatically adding fees to invoices. Go to this link to get their contact details: https://quickbooks.intuit.com/app/apps/appdetails/zettle/en-gb?queryID=642e78f90386b2b6b3982ed23bce162a.
With regards to the transactions that are also showing up in PayPal Bank, you can exclude them to avoid duplicate records. Here's how:
- Go back to the Banking menu and proceed to the For review tab.
- Select the checkbox for each transaction you want to exclude.
- Click Exclude.
Feel free to ask questions if you still need help sorting out your payments and banking transactions. We're always here to answer any QuickBooks-related questions.
