If you’re using Urable’s QuickBooks Online integration, your invoices and payments will automatically sync to QuickBooks—saving you from double data entry.
However, you may notice a mismatch when reconciling your bank deposits. That’s because most payment processors (like Stripe, Square, or UrPay) deduct their fees before depositing funds into your bank account.
This article will show you how to account for those fees in QuickBooks Online so everything matches correctly.
🤔 Why doesn’t my bank deposit match my payment?
Example:
Customer pays: $1,000
Payment processor fee: $29
Deposit to your bank: $971
In QuickBooks:
Urable syncs the full $1,000 payment
Your bank feed shows $971 deposited
👉 The difference is the processing fee, which needs to be recorded as an expense.
✅ The Goal
You want to:
Keep the full customer payment recorded
Mark the invoice as fully paid
Record the processing fee as an expense
Match your bank deposit exactly
🛠️ Step 1: Create a Processing Fees Account (one-time setup)
Go to Accounting → Chart of Accounts
Click New
Set:
Account Type: Expenses
Detail Type: Bank Charges
Name it something like:
Merchant Processing Fees or Bank Fees
Click Save
🧾 Step 2: Record the Deposit with the Fee
If your payments are going into Undeposited Funds:
Click + New → Bank Deposit
Select the payment(s) from Urable
In the Add funds to this deposit section:
Account: Merchant Processing Fees
Amount: Enter the fee as a negative number
Confirm the total matches your actual bank deposit
Click Save and close
🔄 Step 3: Match to Your Bank Feed
Go to Transactions → Bank Transactions
Find the deposit from your bank
Click Match
🔧 Alternative: Resolve the Difference During Matching
If the deposit is already in your bank feed:
Go to Transactions → Bank Transactions
Select the deposit
Click Find Match
Choose the related payment
Click Resolve Difference
Select:
Category: Merchant Processing Fees
Save the match
📦 If You Receive Batched Deposits
Sometimes multiple payments are grouped into one deposit.
In that case:
Go to + New → Bank Deposit
Select all related payments
Add one (or multiple) negative fee line(s)
Ensure the total matches the bank deposit
Save and match
⚠️ Important
Do not reduce the customer’s payment amount to account for fees.
👉 The customer paid in full.
👉 The fee is a separate business expense.
💡 Summary
Urable records the full payment
Your bank receives the net amount (after fees)
QuickBooks needs the fee recorded separately
This ensures everything reconciles cleanly