When Urable is integrated with QuickBooks Online, Urable sends your invoices and associated payment records to QuickBooks. However, if you use a third-party payment processor, the actual funds are deposited into your bank account separately by that processor.
Because payment processors typically group multiple payments into a single payout and deduct processing fees before depositing the funds, some additional reconciliation is necessary in QuickBooks.
This article explains the recommended setup and workflow.
Step 1: Route Urable Payments to Undeposited Funds
We recommend routing payments from Urable to Undeposited Funds rather than directly to your checking account. This allows you to group individual payments in QuickBooks to match the payouts that actually reach your bank account.
In Urable:
Navigate to Integrations → QuickBooks → Preferences.
Locate “Select the account that all payments will default to in QuickBooks.”
Change the selected account from your Checking account to Undeposited Funds.
Save your changes.
This change only impacts payments taken in Urable moving forward. Payments that were previously sent to QuickBooks will remain associated with the account to which they were originally routed.
Step 2: Locate the Payout in Your Payment Processor
When a payout from your payment processor appears in your bank account, log in to your payment processor's dashboard and locate the corresponding payout.
Review the payout details to identify:
The individual payments included in the payout
The gross total of those payments
Any processing fees deducted
The final net payout deposited into your bank account
For example:
| Amount |
Payment A | $500 |
Payment B | $750 |
Payment C | $250 |
Gross Payments | $1,500 |
Processing Fees | -$45 |
Net Payout | $1,455 |
Your goal is to create a deposit in QuickBooks for $1,455, matching the amount that actually reached your bank.
Step 3: Create the Bank Deposit in QuickBooks
In QuickBooks Online:
Go to + New → Bank Deposit.
Select the bank account where the processor payout was deposited.
Locate the individual Urable payments included in that payout.
Select only the payments identified on the payment processor's payout report.
Using the example above, you would select the three payments totaling $1,500.
Step 4: Account for Payment Processing Fees
Because Urable records the full amount paid by the customer, but your payment processor deducts its fees before depositing the funds, those fees need to be accounted for in QuickBooks.
On the same Bank Deposit screen:
Locate Add funds to this deposit.
Add a line for the processing fees.
Select an appropriate expense account, such as Payment Processing Fees or Merchant Fees.
Enter the processing fees as a negative amount.
In our example:
Gross payments: $1,500
Processing fees: -$45
Bank Deposit: $1,455
Before saving, confirm that the final Bank Deposit amount exactly matches the payout deposited into your bank account.
Then select Save and Close.
Step 5: Match the Deposit to Your Bank Transaction
Once the Bank Deposit has been created:
Navigate to Bank Transactions in QuickBooks.
Find the payment processor payout that was downloaded from your connected bank account.
QuickBooks may automatically identify the Bank Deposit you created as a potential match.
Confirm the amount and transaction details.
Select Match.
If QuickBooks does not automatically identify the deposit, use Find other match to locate it.
Important: Match Rather Than Categorize
Do not categorize the processor payout as new sales or income.
The revenue was already recorded when the original invoice was created in QuickBooks. Categorizing the bank deposit as additional income may result in duplicated revenue.
Instead, the bank transaction should be matched to the Bank Deposit created from the existing Urable payment records.
What About Payments Previously Routed Directly to Checking?
Changing the payment routing preference in Urable to Undeposited Funds does not retroactively change payments that were previously sent to QuickBooks.
If previous Urable payments were routed directly to your Checking account, those transactions may need to be corrected before their corresponding processor payouts can be properly matched.
For affected payments in QuickBooks:
Locate and open the existing payment.
Change the Deposit to account from your Checking account to Undeposited Funds.
Save the payment.
Repeat for the payments included in the processor payout you are reconciling.
Create a Bank Deposit using those payments.
Add the associated processing fees as a negative line item.
Confirm that the resulting Bank Deposit equals the net processor payout.
Save the Bank Deposit.
Return to Bank Transactions and match the actual bank transaction to the newly created Bank Deposit.
If you have a large number of historical transactions to reconcile, we recommend working through them one processor payout at a time, using the payout reports available through your payment processor to identify which payments and fees belong to each deposit.
Recommended Workflow Going Forward
Once your Urable payment preference is set to Undeposited Funds, your normal workflow should be:
Urable creates the invoice and payment in QuickBooks
→ Payment is held in Undeposited Funds
→ Payment processor groups payments and deducts fees
→ Create a Bank Deposit in QuickBooks using those payments
→ Record processing fees as a negative line item
→ Bank Deposit equals the net processor payout
→ Match the Bank Deposit to the transaction from your connected bank account
Following this process allows the invoices, customer payments, processing fees, payment processor payouts, and actual deposits into your bank account to remain properly accounted for and reconciled in QuickBooks Online.