Question

How do I match payroll tax payments via 3rd party with qbo payroll center payment history?

Forum|Forum|9 months ago
September 18, 2025
1 reply
10 views

QBO automatically created a record of payment noted as paid outside of QBO, but I don't know how to match my bank transactions to it. They are multiple, and include processing fees so don't exactly match up with the tax payment. When I try to 'match' , the tax payment from qbo system doesn't appear.

Workforce Payroll

MariaSoledadG

QuickBooks Team

Matching transactions is a critical part because it ensures that the financial data in your books aligns with the actual activity in your bank account, David.

You won’t see any suggested matches in QuickBooks Online if:

The amount may differ due to processing fees, discounts, or adjustments that cause the transaction total to be mismatched.
Multiple payments were grouped into a single deposit, requiring manual identification and matching.
The record falls outside the matching window, either more than 90 days before or 20 days after the bank transaction date.
The record has already been reconciled. In this case, the transaction cannot be matched and should be excluded from the review.

If this record of payment is the tax payment that includes fee and which gives you hard time when matching transactions, this should show up on the list of your transactions once you have already entered it in QuickBooks. If found, click Match in the Bank transactions page.

Next, go to the If needed, resolve the difference section and enter the fee as negative amount, then click Match.

This will now fix the payment difference until it equals to zero.

To learn more on how to review and undo matches, check out this article for your reference: Match your bank and credit card transactions.

If you need further help when matching payroll tax payments, always remember that we're always right here for your. Just let us know so we can assist you.

D

David--MitchellAuthor

Hi Maria,

Thanks for getting back to me. My issue is that the payroll tax transaction (accessible via payroll > payroll tax > tax payment history), which is marked by QBO as paid out manually, does not appear in the page shown in your second screenshot.

Thanks

RazzieE

QuickBooks Team

I appreciate you getting back to the thread and following the steps provided by my colleague, David.

To begin with, to ensure the payroll tax payment can be matched correctly, you need to ensure that you're selecting the bank account that you used to pay the actual payment. Also, make sure to filter the date when matching by the date the tax was paid.

It's also important to confirm that the bank account used to record the payment in QuickBooks matches the one used for the actual payment. If they don't align, QuickBooks won't be able to find a match. To ensure they match, you can delete and record the payment again and use the correct bank account.

Here's how:

Go to the Payroll menu.
Select Payroll tax.
Click Payment history.
Locate the payment and click Delete payment.
Return to the Payroll tax menu and click Pay..
In the Records to dropdown, select the bank account where the actual payment occurred.
Set the correct payment date, then click Record payment.

Deleting and re-creating the payment won't result in a duplicate; it's simply for record-keeping purposes. Once this is done, you should be able to go back to the banking menu and match it successfully.

If you have any follow-up questions, feel free to click the reply button.

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