Undeposited Funds is a QuickBooks' default account that keeps payments on hold to your business before you deposit them to your bank account.

Since Undeposited Funds is just a temporary account, you can't deposit funds directly there; however, you can deposit funds in a single transaction after you've taken your deposits to your bank account.

The benefit of a lump sum payout is that your transactions are still listed in the account ledger, so when reconciling transactions with bank statements, you only need to search the total deposits.

Why use undeposited funds in Quickbooks?

Consider the Undeposited Funds account to be an envelope in which you hold checks before you go to the bank to deposit them.

If you receive several checks or payments in a single day, you may want to combine them into a single deposit.

You'll need to enter those transactions so that your Quickbooks Online Bank Register matches the monthly statement from your bank.

When you're ready to make a payment, follow these steps:

(Instead of a Bank account, choose Undeposited Funds as the Deposit to account.)

  • When you've entered all of your payments and are ready to deposit them in your accounts, go to the Plus (+) Sign Icon at the top of QuickBooks Online and select Bank Deposits in QuickBooks services.
  • You can choose which bank account you'd like to deposit to in the top left corner of the Bank Deposits page.
  • At the top left, select the appropriate Date.
  • You can choose a location if you have location tracking allowed.
  • A Payments segment will appear.
  • The payments listed are those that you reported and designated for Undeposited Funds.
  • You can now choose which of these payments you want to make in your day's deposit. Note that these will be reported in the order in which the payments were made, not in the order in which they were due.
  • Save the file.
Since we're attempting to replicate what you do daily in your QuickBooks Online Business, the amount of the deposit on your bank statement will match the deposit in your QuickBooks Online bank register.

Note: The deposited sum may be reported under Undeposited Funds on some records or registers, which is used to indicate the last account the funds were in before being deposited.

To see what funds are in Undeposited Funds that have not yet been deposited to the bank account, go to your Bank Deposits account and select Undeposited Funds from the Reports menu.

How to clear undeposited funds from Quickbooks?

Let's go back to how things should have been set up in the first place.

1) Creating an invoice,

2) accepting invoice payment, and

3) making a payment.

If you look at this in clear measures, it's easy to find and fix the errors.

You will find the error several times by running the P&L, drilling into the total revenue, and removing all the forms that say "deposits" made to one of the accounts, and then doing the following.

1. What was the intention of the deposit?

2. Who did the deposit come from?

3. When you go to Gear Icon>Make Deposits, does this "receive payment" show up as undeposited?

If the direct deposit into the income account is still open in your make deposits window:

-Return to your Make Deposits window and void the deposit that is sitting on the P&L under Income. This will immediately unmatch the deposit from your cleared bank feed.

-Return to your banking tab and match the deposit that you voided earlier with the correct payment and deposit date.

This will clear your undeposited funds to the account of any outstanding funds and reduce your income account.
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Common mistakes to avoid while using undeposited funds:

If you decide that the safest way to evade generating any mistakes with undeposited funds is to avoid using this function at all, you may also opt to turn it off.

You can do this by selecting the Edit option from the main drop-down menu

Choosing Preferences, then Payments, followed by Company Preferences, and finally receiving Payments

And then uncheck the Use Undeposited Funds box as the default 'Deposit to' account.

If you have used undeposed funds in the past but have not used them lately, you would need to clear out the hold bin feature to clear out any old consumer payments that have been deposited since then.

You should call your accountant to help you do this.

On the contrary, when Undeposited Funds are used correctly, the balance sheet of the folder will be set to zero to reflect that there are no more checks that have yet to be deposited.

Then, when the time comes to settle your bank statements, it will be much easier to balance your lump-sum deposits with the cumulative amount of your statements.

Instead of trying to locate several single checks and compare them to what appears on your deposit slip.