QuickBooks Online workflows
Remittance matching vs. bank reconciliation in QuickBooks Online
By FoxTrove · SteadMatch product guides
Remittance matching explains which customer invoices a receipt pays. Bank-feed matching links a downloaded bank transaction to an existing accounting record. Monthly bank reconciliation checks your books against a statement. These are connected steps with different evidence; completing one does not complete the others.
Start with what the customer says they paid
A bank deposit tells you the cash amount. A remittance may explain several invoice allocations, an existing credit, and a balance the customer has left unpaid. Compare those instructions with current open invoices before recording a payment.
SteadMatch supports this incoming customer-payment workflow. It extracts remittance details and proposes invoice allocations for review or eligible automatic approval under your settings. It records payments already received; it does not transfer funds.
Then match the bank activity to the existing record
After authorized posting, verify the QuickBooks payment. If receipts went to Undeposited Funds, group the appropriate receipts into the deposit that reached the bank. In QuickBooks, inspect the downloaded transaction and the proposed existing record before matching.
Compare amount, bank account and dates. If more than one candidate exists, inspect its details. Adding a new income transaction when the correct record already exists can duplicate the receipt. SteadMatch does not complete the native bank-feed matching step for you.
Keep statement reconciliation as its own check
Matching one bank-feed row does not establish that an entire statement reconciles. Follow your normal accounting process to investigate outstanding items and reconcile the statement period.
Our documented sandbox example verified an app-created payment and deposit, then a native QuickBooks match using an imported fictional bank row. It did not verify a live bank connection or a real customer statement. Use your own supervised workflow to confirm those stages.
Illustrative example · fictional figures
One receipt, three different questions
- Remittance matching
- Which invoices?
- Bank-feed matching
- Which existing record?
- Statement reconciliation
- Does the period balance?
Illustrative workflow. A correct invoice allocation still needs an appropriate accounting record and the later bank checks.
Before you record the payment
- Verify invoice allocations, eligible credits and cash separately.
- Read back the payment and group deposits as appropriate.
- Match the bank row to the intended existing record.
- Complete statement reconciliation through your accounting process.
Where SteadMatch helps
SteadMatch focuses on customer remittance extraction, invoice matching, review and validated QuickBooks payment records. Use its accounting receipt to inspect the recorded payment, then complete bank matching in QuickBooks.