QuickBooks reconciliation for the cases your bank feed misses
Reconciles handles QuickBooks reconciliation that goes beyond the bank feed. You export a transactions report from QuickBooks Online, upload it with your bank statement or payout file, review the matches and exceptions, and import the approved journal entries back into QuickBooks as a CSV file.
Your files are processed in your browser and never stored. No card needed.
Where built-in QuickBooks bank reconciliation stops
QuickBooks Online has its own reconcile screen and bank feed matching, and for a single checking account with simple deposits it does the job. The trouble starts when one bank line stands for many entries in your books.
- A Stripe or Shopify payout lands as one deposit while QuickBooks holds dozens of individual sales.
- A customer pays three invoices with one transfer, or pays one invoice in two parts.
- Processor fees and refunds sit inside the payout and never appear as separate bank lines.
- The same payment is entered twice, once from the feed and once by hand.
- You keep the books for several companies and repeat the same work in each file.
Reconciles takes these cases off your plate and leaves your QuickBooks file as the place where the books live.
How to reconcile QuickBooks with Reconciles, step by step
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01 Export the report from QuickBooks Online
Open Reports, choose Transaction Detail by Account or the General Ledger report, filter it to the bank or clearing account and the month you are closing, and export it to Excel. Download the matching bank statement from your bank in CSV, OFX, QFX or another supported format. If you reconcile payouts, export the payout file from your processor as well.
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02 Upload both files
Drop the bank statement in the first slot and the QuickBooks export or payout file in the second. Reconciles finds the date, amount, payee and reference columns, normalizes signs and dates, and shows how many lines it read from each file.
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03 Review matches and exceptions
Exact matches, grouped payouts and partial payments are listed with a plain-language reason and a confidence score. Whatever does not match goes to the exceptions queue as unmatched, partial, duplicate, amount difference or date difference. Your team works that queue instead of the whole month.
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04 Export journal entries back to QuickBooks
Approved adjustments, such as processor fees, refunds and rounding, are exported as a journal entry CSV laid out for QuickBooks. Import it with the journal entry import in QuickBooks Online, or hand it to whoever posts entries on your team. You also get the reconciliation report in XLSX or PDF for your close file.
What QuickBooks reconciliation with Reconciles covers
- Bank account vs QuickBooks register, with missing and extra lines on both sides.
- Undeposited funds and clearing accounts vs the deposits that actually arrived.
- Stripe, PayPal and Shopify payouts split into charges, fees and refunds. See Stripe reconciliation and Shopify payout reconciliation.
- Customer payments vs open invoices, including one payment for several invoices.
- Credit card statements vs expense entries.
Rules you save, such as "payee contains merchant fee, book to bank charges", run again every month, so the second close is faster than the first.
QuickBooks reconciliation for many client files
Bookkeepers who manage several QuickBooks Online companies can keep each client as a separate entity in one Reconciles workspace, with its own rules and its own exceptions queue. Growth covers five entities and Scale covers twenty five. The reconciliation software for accounting firms page shows how a firm runs the month across clients.
Your QuickBooks data stays under control
Reconciles never writes to your QuickBooks company on its own. It reads the files you upload or connect, and every journal entry is reviewed before it goes back. Files are encrypted in transit and at rest, demo files are processed in your browser and never stored, and paid workspaces have retention settings. Read more on the reconciliation software security page.
QuickBooks reconciliation questions
No. You can still mark the account reconciled in QuickBooks. Reconciles does the matching that is hard to do there, so by the time you open the reconcile screen the differences are already explained and the adjusting entries are posted.
Transaction Detail by Account or the General Ledger report, filtered to one account and one period, works best. Any QuickBooks export in CSV or XLSX with a date and an amount column can be read.
Journal entry export for QuickBooks is part of Growth and Scale. Starter includes the reconciliation report and matched pairs in XLSX and CSV.
Reconcile your QuickBooks month
Upload a bank statement and a QuickBooks export. You see the first matched pairs before you create an account. Plans start at $74 per month billed yearly, see pricing.