How to Correctly Match Bank Deposits in Your Bank Feed

TL;DR

Match your payment processor deposits (TransFirst or Mindbody Payments) to FlexBooks expected deposits (never add them). Filter to your processor only, ignore QuickBooks suggestions, and match to deposits dated 1-5 days BEFORE your bank feed date. This prevents duplicate income and keeps your books accurate.

Understanding the Core Concept: Matching vs Adding

FlexBooks creates "expected deposits" in your checking register based on your sales data. When your payment processor (TransFirst or Mindbody Payments) sends the actual deposit to your bank feed, you have two choices:

MATCH (✅ Correct): You're telling QuickBooks "These are the same transaction entered from different sources - don't count it twice." This keeps your income accurate.

ADD (❌ Wrong): You're telling QuickBooks "Count both the expected deposit AND the bank feed deposit as separate income." This doubles your income and creates major accounting errors.

The entire deposit matching process is about ensuring QuickBooks treats these as the same transaction, not separate ones.

Understanding What FlexBooks Creates vs. What It Doesn't

FlexBooks CREATES in QuickBooks:

  • Expected deposits in your checking register
  • Individual sales receipts in undeposited funds
  • Invoices, credit memos, and payments
  • Refunds

FlexBooks does NOT create anything in your Bank Feed, this includes:

  • Payment processor deposits (TransFirst, Mindbody Payments)
  • Other payment processor deposits (Swallet, Square, etc.)
  • Bank fees and charges
  • Manual cash/check deposits
  • Chargebacks
  • Most expenses

The payment processor deposits you see in your bank feed need to be matched to the expected deposits FlexBooks created in your register.

Step-by-Step Matching Process

Step 1: Filter Your Bank Feed

  1. Open your QuickBooks bank feed
  2. Click in the search box
  3. Type "TransFirst" OR "Mindbody" to filter only your payment processor transactions
  4. Why this matters: This prevents accidentally matching other transactions to FlexBooks expected deposits

Step 2: Start with Easy Matches

  1. Look for transactions showing "1 match found"
  2. Start with the earliest date and work forward
  3. Click Match on each "1 match found" transaction
  4. Expected result: These should process quickly with no decisions needed

[Screenshot: Bank feed showing "1 match found" transactions with Match buttons]

Step 3: Handle Multiple Matches

When you see "3 matches found" or similar:

  1. Ignore these completely:
    • Sales receipts
    • Invoices
    • Any non-deposit transactions
  2. Look only at deposit options
  3. Check the dates on each deposit option
  4. Choose the deposit dated 1-5 days BEFORE your bank feed transaction date
  5. Click Match

Example: If your bank feed shows a payment processor deposit on March 15th, match it to the FlexBooks expected deposit from March 10th-14th, never March 16th or later.

[Screenshot: Multiple matches showing correct date selection]

Step 4: Verify Your Work

  1. Go to Categorized tab in bank feed
  2. Filter by "TransFirst" or "Mindbody" (whichever you use)
  3. Success check: All payment processor deposits should show "Matched" status
  4. Red flag: If you see "Added" status, you've created duplicate income

Alternative check:

  1. Go to your checking register
  2. Filter by "Deposit"
  3. Look for the matched icon next to all deposits

[Screenshot: Categorized tab showing "Matched" status]

Critical Rules to Remember

❌ NEVER Do These Things:

  • Never match payment processors to sales receipts or invoices - This breaks FlexBooks' expected deposit system
  • Never click "Add" for payment processor deposits - This creates duplicate income
  • Never match to deposits dated AFTER your bank feed date - This blocks later correct deposits from matching and creates a chain of wrongly matched deposits

✅ ALWAYS Do These Things:

  • Always filter to your payment processor first - Prevents cross-contamination with other transactions
  • Always start from earliest dates - Prevents future deposits from being blocked from matching

Troubleshooting Common Issues

Issue: No Match Button Appears

Possible causes:

  • Expected deposit already matched to something else
  • Amount mismatch (off by a penny)

Solution: Email FlexBooks support immediately with the date and amount. Don't attempt to fix this yourself.

Issue: "Multiple Matches" Showing Wrong Suggestions

Cause: You have common transaction amounts (like $129 sales) so QuickBooks picks matches at random

Solution:

  • Don't rely on QuickBooks auto-suggestions unless it shows "1 match found"
  • Focus only on date logic (1-5 days before)
  • Don't match anything other than Deposits - QuickBooks will offer Sales Receipts/Invoices as options - ignore them!

Issue: You Accidentally Matched Wrong

To fix:

  1. Go to Categorized tab in bank feed
  2. Find the incorrect match by date/amount
  3. Click Undo
  4. Return to For Review tab and match correctly

Issue: Auto-Rule is Adding Instead of Matching

How to identify:

  1. Go to Categorized tab
  2. Look for "Added" deposits with "Added by [Rule Name]" in the Rule column

Solution: Disable the auto-rule and un-add any incorrectly added deposits

Success Confirmation

You've done everything correctly when:

  • All payment processor transactions in Categorized tab show "Matched" status
  • No payment processor transactions show "Added" status
  • Your checking register shows matched icons on all deposits
  • Your Profit & Loss report doesn't show unexpectedly high income

Time estimate: 1-15 minutes for a week's worth of transactions

What's Next

After completing payment processor matching:

  1. Process other payment processor transactions (if any)
  2. Categorize remaining bank feed items (expenses, fees, etc.)
  3. Review your weekly Profit & Loss report for accuracy

Still Need Help?

Email FlexBooks support if you encounter:

  • Missing match buttons
  • Expected deposits that seem missing
  • Amounts that don't match exactly
  • Any systematic issues affecting multiple transactions

Include in your message:

  • Screenshot of the problem
  • Date and amount of the transaction
  • Brief description of what you expected to see

Response time: Most matching issues resolved within 1 business day

Remember: When in doubt, don't match. Email us instead. It's easier to fix a non-matched transaction than to untangle incorrect matches that create duplicate income.

Still need help? Contact Us Contact Us