The Complete Guide to Managing Deposits in QuickBooks Online


QuickBooks Online is a powerful tool for managing your business finances, and one crucial aspect is handling deposits. Whether you’re receiving payments from clients, customers, or other sources, understanding how to manage deposits efficiently is essential. In this comprehensive guide, we’ll explore the ins and outs of deposit management in QuickBooks Online, including how to record deposits, handle upfront payments, and even address the question of how to efficiently manage deposit in QuickBooks.

Understanding Deposits in QuickBooks Online

Before we dive into the practical steps, let’s grasp the concept of deposits within QuickBooks Online. Deposits represent the money you receive—whether it’s from sales, services, or other transactions. These funds need to be accurately recorded to maintain financial transparency and ensure proper accounting.

Step-by-Step Guide to Recording Deposits in QuickBooks Online

  1. Accessing the Banking Menu:
  • Log in to your QuickBooks Online account.
  • Navigate to the Banking menu. Here, you’ll find various options related to financial transactions.

Selecting the Correct Account:

  • Click on the Record Deposits button.
  • Choose the appropriate account where you want to allocate the deposited funds. This could be your business checking account or another relevant account.

Entering the Deposit Details:

  • Each bank deposit creates a separate record in QuickBooks Online.
  • Make sure to select the checkbox for each transaction you want to combine into a single deposit.
  • Refer to your physical deposit slip to ensure the total of the selected transactions matches the actual deposit amount.

Applying Payments to Invoices or Sales Receipts:

  • If you’ve received payments against specific invoices or sales receipts, associate them with the corresponding transactions.
  • QuickBooks Online allows you to link payments to specific records, ensuring accurate tracking.

Handling Bank or Processing Fees:

  • Some banks impose service charges or processing fees.
  • While you shouldn’t edit the original transactions, you can add these fees during the deposit process.
  • Scroll down to the Add funds to this deposit section and enter the fee as a line item.
  • Select the source of the fee (e.g., the bank charging you) and categorize it appropriately (e.g., Bank Charges).
  • Enter the fee amount as a negative number (e.g., if the fee was $0.50, enter -0.50).

Review and Save:

  • Double-check all details, including the deposit total with any associated fees.
  • Select either Save and Close or Save and New to finalize the deposit entry.

Managing Upfront Deposits or Retainers

If your business accepts upfront deposits or retainers, follow these additional steps:

  1. Set Up a Liability Account:
  • Create a liability account specifically for upfront deposits or retainers.
  • This account will track the funds until they are fully earned or applied to specific services.

Link Deposits to the Liability Account:

  • When recording deposits, allocate them to the liability account.
  • As you fulfill services or deliver products, transfer the funds from the liability account to the appropriate income account.

How to Delete a Deposit in QuickBooks Online

While we’ve covered how to record deposits, sometimes you may need to reverse a deposit entry. Here’s how to delete a deposit in QuickBooks Online:

  1. Locate the Deposit:
  • Go to the Banking menu and find the deposit you want to delete.

Edit the Deposit:

  • Open the deposit entry.
  • Click on the Delete option (usually located at the bottom of the screen).

Confirm Deletion:

  • QuickBooks Online will prompt you to confirm the deletion.
  • Confirm, and the deposit will be removed from your records.

Remember that deleting a deposit should be done carefully, especially if it affects other linked transactions.


Efficient management of deposits in QuickBooks Online is vital for maintaining precise financial records and ensuring compliance with tax regulations. Using tools like SaasAnt Transactions to import transactions into QuickBooks Online can significantly streamline this process. This capability is particularly useful for recording deposits, managing advance payments, or making adjustments. By following these best practices, you ensure that your financial data remains accurate, thereby enhancing the overall efficiency and financial integrity of your business.

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