How to avoid duplicate transactions in Quickbooks Online (QBO)

Duplicates in QBO can be extremely frustrating to the new Quickbooks user, and these mistakes take time to fix. Duplicates are often created by accident or misunderstanding of how the system works. This video was made to help you understand how duplicates happen so you can avoid these actions in the future.
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Hannah Smolinski is a #CPA and the Founder of Clara CFO Group. Find out more about Clara CFO Group at claracfo.com/
Disclaimer: This video is intended for educational purposes and
should not be taken as legal or tax advice. You should consult with your financial professionals about your unique financial situation before acting on anything discussed in these videos. Clara CFO Group, LLC is providing educational content to help small business owners become more aware of certain issues and topics, but we cannot give blanket advice to a broad audience.
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[@LisaRushing-my5lj]

Thank you for all the Quickbook tutorials. They are so helpful! I am new to this and I really need detailed videos.

[@ClaraCFO]

You are welcome, I'm so glad I could help!

[@chytealthedeal]

You are the master of creating situations for examples🤜🏽🤛🏽☺️! Thank you.

[@ClaraCFO]

I appreciate that! thanks for watching!

[@user-ff9ty5dx5h]

Thanks for your help on the QuickBooks tutorials, you speak very clearly.

[@ClaraCFO]

Thanks Michelle!

[@lisamarr9116]

I have used QB Desktop version for many years. I am new to the online version and I am hating it! There are fewer features and/or it is much harder to find what you are looking for. I also hate the way the reconciliation works. It bounces you out when you have to find errors or omissions and then it is ridiculously frustrating getting signed back on. I do books for two companies and they both got the online version. If your tutorials don't help me figure this out, I will be convincing them to use a different program.

[@vdpeer]

I would say to keep at it. You'll learn the ins and outs quickly enough. I did.

[@jaynefranzinoromero5877]

You're right. I've been using to be online, and I've been recently introduced to Quickbooks Desktop. I love the Quickbooks Desktop. Hands down! QBO is not self-intuitive and it is glitchy! Ugh!

[@EnglishwithFaizan]

Miss QuickBooks is the most user friendly cloud based software till now. You should be intellectual enough to handle it.

[@michaelkelley1177]

very helpful. Im currently getting duplicates on expense in account : Commission & fees. I used this account to show the 15 payments I gave myself this year 2023. Now there are like 85 entries. all duplicates

[@kennyadams3838]

i just was told most of my charges is duplicates! and saw this viedo in my email! thank you!

[@ClaraCFO]

Perfect timing!! Thanks for watching!

[@MrChargerbowl]

Amazing as always! Thank you

[@ClaraCFO]

Thank you so much! Happy to help!

[@mario312]

Thank you for making these QB online videos. I was pushed into QB Online via another software company that closed shop and pushed all my data into QB, however it'sa huge mess, income cataloged as expenses, vendors set up as customers etc. Wondering if I should just start from scratch and try to import as much as possible.

[@vdpeer]

You could start over, but you'll need beginning balances.

[@ericbernecker1944]

Thank you, Hannah!!! Thank you for all the videos. I love your channel. I left a comment on chart of accounts if you can look at it.

[@ClaraCFO]

Thanks Eric! I will try to find the comment

[@colombialibre8419]

Excelent! Thank you!

[@ClaraCFO]

You are welcome! Thanks for watching!

[@youmarc11]

Think I need to watch this a few times :)

[@jorgelopez8736]

I love the way you explain the Quick Book transactions. I would like to see a video about clean up transactions.. Do you have any?

[@dadjbig]

Thank you for the video. Yes PayPal transaction is very tough to figure out

[@ClaraCFO]

I oftentimes leave Paypal disconnected from quickbooks for this reason. I will see if I can find a good video to help with it!

[@scottbrown-xveganxedgex2799]

@@ClaraCFO yes please. I’d rather have it connected because I may miss a transaction when I pay for something with business PayPal that had a balance in it. But having it connected has a lot of issues not finding matches, and I have to exclude transactions from bank or PayPal to not duplicate.

[@vdpeer]

That's because Elon wrote the software.

[@user-cd8ft5gt4o]

Great video. Now, please do one on duplicate invoices appearing.

[@CourtneyBStylisteducation]

Question. First, thank you so much for these clear tutorials. Very helpful! I use square for invoicing. I was going to intergrade with quick books. But I’m worried about the duplicate transaction. I won’t need to add in to quick books until the money hits my bank account and I’m I don’t need to collect sales tax but I need to keep track of the fees square keeps. What would you recommend.

[@817martha]

I'm a 24 yr QB Desktop user. I don't understand why I have to reconcile the bank transactions in this manner. Is this a function I can "turn off" and just reconcile to the bank statements once a month? Seems like it would eliminate all the "duplicate" issues and save a ton of time trying to find what things actually are. I work for a multi-million dollar company and this bank feed transaction feature seems like a major time consumer and frustrating. Is there a way to make it more like Desktop? Any advice appreciated!

[@alonzolopez6264]

Thank You

[@ClaraCFO]

Thanks Alonzo!

[@jobybeltran]

I've never learned so much and been so confused at the same time. Great video?.....maybe.. Can we learn how to actually match the transaction....?

[@virginiazhang8467]

Hi Clara, how do I close the book for the year 2022 on Quickbooks?

[@ACPTVIDEO]

Thanks for the info. If I have a bank account and a credit card both added to bank feeds. Would that cause two entries to be downloaded?

[@lisamarr9116]

So, I can enter all the income and expenses and when I download the banking entries there will be duplicates. When I find, confirm and match them, click match, then it will take away the duplicate entry?

[@daniellastraperez]

So then is it okay to 'Add' the transactions the QB could not match up for me? Or will I be creating a duplicate?

[@user-nh3bw8yu7n]

Please explain SPLIT. Can this be used for tax purposes to allocate personal residence expenses for business purpose, e.g. 3/8 bus 5/8 personal based on sq. footage?

[@DrewKeeper]

Wondering with regards to Bank feeds on a credit card. I have been adding in receipts, say from a restaurant, as I get them. Then the bank feed also brings it in. My question is should I just rely on the bank feeds rather than entering credit card expenses manually?

[@wayne7036]

I found it best to review your receipts and create the expense and then when you load your bank transactions, quickbooks will match the expense with the credit card or bank transaction. Keeps it all in sync.

[@AddisonTaylor-cg5he]

Great video! I have recurring invoices to a customer that pays using the QB payment link. This then shows in the AR register as both billed and paid (complete). The bank feed that receives the funds ALSO shows the deposit, but I can't seem to match it to the recurring invoice payment resolution. Do you know how I can match these from the feed to the recurring invoices? Or should I delete the deposits as they come through the feed since QB is already updating these for the P&L?

[@gracesesto4677]

When I go to Bank Transactions, I see Matching Records Found but when I tell it to Match, select the appropriate invoices, it then duplicates the deposit. With an Online Bank Link how do I record a deposit for six different invoices from different clients?

[@FAELNYC]

I had not done my reconciliations for years!!

[@MichaelMacaque]

do you want some help with that ?

[@FAELNYC]

@@MichaelMacaque Yes if possible.

[@mountelbertlodge]

Please address proper way to enter inventory for resale to avoid duplication and the process to pay the invoice.

[@evakoltunow3438]

I have wages expenses duplicating. One is the right one and one is a journal? It's a pain for my accountant

[@kimclavette3826]

The problem I’m having is there are 2 deposits. One credit and one debit. Do I check both off when reconciling? Why does it do this?

[@MarthaRochesterGant]

Im setting up my "rules" and the bank feed changes my rule, why

[@rythegeneral511]

We are seeing duplicated payroll expenses and taxes and now our P&L is all out of whack and incorrect. The bad part is that it’s been doing it all year and I’ve just now gotten wind of it and trying to stem the flood and correct the issue. We are not actually paying the employees double, but it’s being double reported in QBO. What a total mess. Any ideas on how to make sure Payroll expenses are setup and categorized correctly? My research shows that is a common issue people have, and QBO support is useless despite my “concierge” level 24/7 support. 3 hours later and they gave up on helping me figure it out.

[@FAELNYC]

how can you clean the duplicates?

[@CosmicCattails]

What is the process for avoiding inventory duplicates when matching with bank accounts?

[@MichaelMacaque]

i'm curious about this - these might be 2 separate issues but can you elaborate a little bit please?

[@vanrosauch5659]

yes i realized people were spying on me and my family for years . never undertsood the dollar purchases? on our bank statements

[@ginabeebe7060]

I have so many duplicate transactions with deposits due to owner not entering them properly. Do you have a suggestion for an easy cleanup?

[@ClaraCFO]

Are you entering them in correctly when they come in through the bank feeds? I'd probably try deleting the deposit that the owner entered, and if it was matched up to an invoice or sales receipt, that will "free up" the invoice to be matched properly again with the deposit coming in through the bank feed.

[@ginabeebe7060]

@@ClaraCFO thank you......I will try that. I often feel like the linked bank account feature really causes more issues than its worth :(

[@FAELNYC]

I am a one man show, and I had not time to deal with QBO, any suggestions ?

[@shadiayuneiaduran5792]

I'm encountering an issue with the merchant fees. I'm attempting to reconcile my deposits with my sales receipts, but due to the presence of these fees, the sales receipts and deposits aren't aligning. Consequently, I'm unable to categorize them as matching transactions due to the disparity.

[@ClaraCFO]

I will plan to do a video on this!

[@kyledunsmore6585]

We are having the same issue. I am trying to fix my husband's QBO account. I use desktop at work and this is totally different! I have been on his computer all day trying to figure it out. When he filed his taxes, his income was almost doubled. I did print the sales by customer summary for his accountant and was shocked at how bad it is off. He uses PayPal, mostly.

[@gregcummins6]

Would the "BOOKS" be The Register, not QB. ??? I am new to this.

[@faaksee]

Any tips or tricks with how to resolve missing bank transactions (5-6 months worth), that aren't populating after connecting a bank account?

[@ClaraCFO]

you can manually upload a csv file! If the sync doesn't work, you can always do that! the bank will always have a way to download a transaction list into .csv - just make sure you format it correctly for the upload (i.e. get debits and credits in the right place for QBO upload)

[@sarahhoare9911]

Thank you for this video Clara. I am finding an awful lot of duplicate expenses and I am not sure how I am getting them. I snap most receipts first then upload the CSV file of my bank account, then review the banking transactions. When I am finished reviewing them, I print a general ledger and I have so many duplicates it takes hours to sort it all. Would you have any suggestions? Please ?

[@brandondraughon5160]

Prepaid expenses

[@KevinKempOvenmagic]

Thank you @clara cfo group really appreciate this video and I’m a new sub, I’m one month in on QB online previously desktop and use Zettle for taking payments and have this scenario, struggle with Zettle account mapping, as not used on desktop sales income is set for Zettle , (I don’t get what the Zettle ) liquid is? Do you let Zettle handle all the sales receipts and invoices, or create the sales and invoices on QB then take payment on Zettle card machine then mark QB invoice or sales receipt as payment and it will push to Zettle account. And do not manually mark up as paid and let the system mark up. And videos you might have be great THanks

[@primewestplumbing]

Yes I wanted to upload a bank statement for one month because bank and QB did not match. (refreshed link several time, 5-6 transaction would not post)When I uploaded file...now there in 1 month of duplicated.

[@hotwireman49]

Miss Clara, what would cause a client to be invoiced $2,500 which was his original invoice exactly one year prior, to be invoiced again without a human initiating it?. The weird thing is that I had created a new client and invoice her $2,500 perhaps even the same day. There are all kinds of weird coincidences with this situation. The wrongly invoiced client also went online to make his final payment as he had subbed out the attorney and was no longer going to be a client in our office . That is when he saw the $2,500 invoice and called the office to find out why he was being invoiced again. my boss thinks that I went into the wrongly invoiced client's profile and invoiced him $2,500, but I did not do that. Is QuickBooks Online really that glitchy?

[@darrell6845]

I am getting duplicate debit card transactions in QBO from my bank feed -- a transaction posts in QBO when it is still in 'pending' status at the bank. When it clears the bank, it posts again in my bank transactions. How can I correct this? QB tells me it's a bank issue; the bank says it's a QB issue.

[@darrell6845]

I know I can categorize on of the duplicate transactions and exclude the other, but I would really like to prevent this from happening. This is a relatively new occurence (two months); no issues prior to that.