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Use The Undeposited Funds Account in
QuickBooks Online

Before your incoming payments are deposited into your bank account, you can effectively manage and monitor them with QuickBooks Online’s Undeposited Funds account. It serves as a holding account for money received from clients or customers until it is time to deposit it. Here is a thorough tutorial on how to utilize QuickBooks Online’s Undeposited Funds account:


1. Turn on the account for undeposited funds:

Go to the Chart of Accounts in your QuickBooks Online account.

  • Select “New” to start a new account.
  • Select “Cash on hand and in banks” as the detail type and “Bank” as the account type.
  • Save the account with the name “Undeposited Funds.”

2. Recording client payments:

  • • In QuickBooks Online, generate a sales receipt or invoice whenever a customer pays you.
  • • Choose “Undeposited Funds” as the deposit account in the “Deposit to” section.
  • • Fill in the necessary client and payment information on the sales receipt or invoice.
  • • Conserve the transaction.

3. Accumulating payments:

  • • As you receive payments from multiple customers, each payment will be recorded in the Undeposited Funds account.
  • • Keep documenting each transaction’s client payments using the Undeposited Funds account.

4. Making a deposit:

To deposit into your bank account, open QuickBooks Online and choose the “Banking” option.

  • • To start a new deposit transaction, click “Make deposits.”
  • • From the list of transactions in the Undeposited Funds account, choose the payments you wish to include in the deposit.
  • • Type in the correct deposit date and any additional information.
  • • Make sure the total deposit amount corresponds to the real money you will put into your bank account.
  • • Save the transaction and then finish it.

5. Dealing with several payments from a single consumer:

If you acquire multiple payments from a single customer on the same day, you may combine them in the Undeposited Funds account.

  • • In QuickBooks Online, create a single deposit transaction and select all of the payments from that customer.
  • • This enables proper monitoring of consumer payments and simplifies the deposit procedure.

6. Fixing mistakes:

You may fix mistakes like unintentionally recording a payment to your bank account rather than the Undeposited Funds account.

  • • Find and amend the transaction in your bank account register.
  • • Transfer the deposit from the bank account to the account for undeposited funds.
  • To transfer the transaction to the Undeposited Funds account, save it.
  • • Include the revised payment in the deposit later when you make a deposit transaction.

7. Reconciling deposits:

  • • After receiving your bank statement, compare the deposits shown in QuickBooks Online to those listed.
  • • Click “Reconcile” under the “Banking” tab to begin the reconciliation procedure.
  • • Choose the bank account you wish to reconcile, then input the closing balance and statement date.
  • • Compare the deposits on your bank statement and those indicated in QuickBooks.
  • • After confirming that your bank has received each deposit, mark it as cleared in QuickBooks.
  • • Complete the reconciliation procedure, checking that the final amount corresponds to your bank statement.


QuickBooks Online’s Undeposited Funds account has the following advantages:

Accuracy: By using the Undeposited Funds account, you ensure that the money you receive from clients and the money put into your bank account are correctly reflected in your financial records.
Simplified deposit process: The Undeposited Funds account lets you combine several payments into a single deposit transaction rather than recording separate payments to your bank account. By doing this, you may streamline your accounting and make matching up your bank deposits simpler.
Reconciliation: The procedure is improved by using the Undeposited Funds account. You may quickly find any differences and precisely balance your accounts by comparing the deposits reported in QuickBooks with the deposits on your bank statement.
Error correction: You can quickly fix an error by moving a transaction to the Undeposited Funds account and adding it to the proper deposit if you accidentally record a payment to your bank account rather than the Undeposited Funds account.
Effective tracking: The Undeposited Funds account gives you a comprehensive audit trail of all client payments, guaranteeing that you have a record of every money received and deposited.
Improved control over cash flow: Using the Undeposited Funds account gives you this ability. You may better manage your money by delaying the deposit until it is convenient or required.
While the Undeposited Funds account is a valuable tool, it’s vital to remember that you must routinely monitor and reconcile your accounts to maintain accuracy. Ensure your payment settings are correctly set up to correspond with your desired deposit procedure. Additionally, these payments may be instantly transferred into your bank account without going via the Undeposited Funds account if your company accepts payments through credit card or online payment processors associated with QuickBooks Online, like Stripe or PayPal.


Managing and tracking incoming client payments is simple and effective with QuickBooks Online’s Undeposited Funds account. Using this tool, you may simplify your deposit procedure, keep precise financial records, and easily balance your accounts. Utilize the Undeposited Funds account to improve your cash management and ensure that your QuickBooks Online financial transactions are accurate.

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