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Review a downloaded transaction
Assign a single payee, category, class or location to multiple transactions
Assigning multiple categories to a single transaction
Assign a billable customer to a transaction
Add an attachment to a banking transaction
To accept a transaction
Edit a transaction?
After you've downloaded transactions from your financial institution, you can assign and categorize them.

For each downloaded transaction, QuickBooks Online analyzes all the information received from the bank and tries to give you the best possible suggestion for accepting the transaction.

To review a downloaded transaction:

  1. Go to your Dashboard.
  2. Select Banking from the left menu. 
  3. Click the within the row of the transaction. The Description column gives you a clue about the type of transaction it is.
  4. Review the transaction:
    o     QuickBooks Online may display a matching customer or vendor/supplier name if one exists. If one doesn't exist, you can add the name in the Select Payee field by clicking +Add at the very top. The Payee field lists Vendors/Suppliers, Customers, and Employees. If you don't select or add a name, QuickBooks Online adds the transaction to the register without a name/payee when you accept the transaction.
    o     QuickBooks Online might show possible matches from existing entries like payments from customers and purchases to vendors/suppliers. For example, if an invoice payment matches a downloaded income transaction, QuickBooks Online suggests it as payment for the invoice.
  5. Review the selection in the Category drop-down to see if it's accurate. If the entry is either Uncategorized Income or Uncategorized Expense, choose a more specific category from the list. You can create additional categories (from your "chart of accounts" in QuickBooks Online) as needed. You can also split a transaction between different categories (see section below).
  6. Select a class or location, if these fields appear in the row. These fields only appear if you have set up classes or locations in your company settings.
  7. When you're satisfied with the information in the row, click Add. The transaction moves from the NewTransactions tab over to the In QuickBooks tab.

Assign a single payee, category, class or location to multiple transactions:

  1. Click the check-box for each transaction row you want to assign to the same accounting information (payee, category, class, location).  You can choose multiple rows by selecting the first, holding down shift, and clicking on the last.
  2. Click Batch Actions drop-down arrow at the top of the list, then click Modify Selected and make the changes you want. 
  3. Click Apply
  4. The transactions move from the NewTransactions tab over to the In QuickBooks tab.

Assigning multiple categories to a single transaction (Split):

There may be times when you want to split a transaction, either a deposit or expense, between different categories. To split a transaction:

  1. Go to your Dashboard.
  2. Select Banking from the left menu.
  3. Click within the row of the transaction and select Split towards the right.
  4. In the first line, select a category from the Account list and then enter an amount.
  5. Click in the second row, repeat step 3.  
    o     To add more rows, click Add Lines.
    o     To delete a row, click the trash can that appears to the right of the row.   
    o     Click Reset to start the Split Transaction over.
  6. When the total amount matches the downloaded amount, click Save and Add.
  7.  The transaction moves from the New Transactions tab over to the In QuickBooks tab.
Assign a billable customer to a transaction:

In order to assign a billable customer to a transaction, billable expenses must be turned on. For more information on how to turn on billable expenses, please see  How do I turn on Billable Expenses?
  1. Go to your Dashboard.
  2. Select Banking from the left menu. 
  3. Click within the row of the transaction and check the box for Billable.
  4. In the Select Customer box, choose the appropriate customer. 
  5. Click Add to save the transaction to your register. 
  6. The transaction moves from the New Transactions tab over to the In QuickBooks tab
?Please note: Only one customer can be assigned to a transaction. If a transaction needs to be split, the option to add a customer will not show in the split screen. 

Add an attachment to a banking transaction:
  1. Go to your Dashboard.
  2. Select Banking from the left menu. 
  3. Click within the row of the transaction and click Add Attachment.
  4. A File Upload window will pop up. Navigate to the desired file to be uploaded and click Open. 
  5. Once the attachment has been added, you will see the file name next to Attachment. If the wrong file was uploaded, click the X next to the file name to remove it.
  6. Click Add to save the transaction to your register. 
  7. The transaction moves from the New Transactions tab over to the In QuickBooks tab. 
  Please keep in mind the following information when adding attachments to a transaction:
  • Only one attachment can be added to a transaction. 
  • Attachments have to be linked to a transaction in order to be uploaded to the account. 
  • The attachment is not saved until the Add button has been clicked. Navigating away from the page without clicking add will require the attachment to be uploaded again. 
  • If a transaction is added as a Match, there is currently no way to add an attachment to that transaction. 



After you assign and categorize a transaction, you accept it into QuickBooks Online so it is added to the bank register and becomes part of your business finances. Transactions that aren't accepted can't be tracked or reported on, so this is an important task.

To accept a transaction:

  1. Select a row and review it, making choices in the Payee, and Category or Match drop-down lists.  Specify Class and Location (if set up in your company settings).
  2. Click Add button for the row.
  3. The transaction disappears from the list and moves to the In QuickBooks tab. You can make additional changes there if you need to.

To accept multiple transactions at once:

  1. Review and categorize several transactions, but don't accept them.
  2. Reviewing can be more efficient if you, click a column header, such as Description, to sort similar transactions together.
  3. Click the checkbox to the left of the date column for each row you want.
  4. At the top of the list, click the Batch Actions drop-down arrow and select Accept Selected.
  5. All the selected transactions move from the New Transactions tab to the In QuickBooks tab.

Edit a transaction:

Changes to a downloaded transaction, whether it's unaccepted or accepted. You can change how you assigned or categorized a transaction.You can also undo an acceptance, and even exclude a transaction from being included in your business finances (See Exclude downloaded transactions from your business finances or due to duplicate banking transactions for the steps on how to exclude transactions).

To change an assignment or category for a transaction:

  1. On the New Transactions tab, click a row to select it.  
  2. Click the Category or Match drop-down list and select a category from the Account list

Note: You can't change the assignment or category from the In QuickBooks tab. You can only change them on the New Transactions tab or in the corresponding QuickBooks transaction.

To undo an acceptance:

  1. On the In QuickBooks tab, click the Undo button to move that transaction back to the New Transactions tab.
  2. For multiple transactions, check the box to the left of all transactions then click the  Batch Actions drop-down and select Undo Selected. The transaction will now be in the New Transactions tab.
  3. From New Transactions tab, select the transaction and click the Category or Match drop-down list and select a category from the Account list
Bank Detail Settings

Bank Detail information is downloaded automatically from the bank into QuickBooks Online. There are two settings within the Bank Feed window that can be turned on or off as necessary. 

When the transactions are downloaded from the bank, you will notice the bank detail information has been copied into the Memo field on the downloaded transaction. 

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This setting is turned on by default but can be turned off from within the bank feed window. To do so, click the Gear icon just above the Action column. In the drop down menu, uncheck the Copy bank details to memo box. 
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The Bank Detail information that is downloaded into QuickBooks Online may be slightly different than what your bank statement shows.  

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This setting can also be changed by clicking the Gear icon above the Action column. In the drop down menu, check or uncheck the Show bank details box.
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Changing a downloaded transaction type from Transfer: 

If QuickBooks Online is automatically assigning Transfer to an expense transaction after downloading an .ofx file from your bank and you'd like to change this, here's how:

  1. Go to your Dashboard.
  2. Select Banking from the left menu. 
  3. Click within the row of the transaction to select it.  
  4. Change the radio button from Transfer to Add or Find Match.
  5. You should then be able to recategorize or match your transaction.

See also:

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