If I make a payment from a customer my accountant is telling me to use the make deposits feature by selecting each check that makes up the total deposit where this is?

Hi there, JBennett2009!

Thanks for reaching out. It’s great to have you here. Staying on top of customer payments is important, and using the Make Deposits feature is a helpful way to keep everything organized. I’ll walk you through how this ties into your invoices and the deposit workflow so the process is as simple as possible.

Before depositing a payment related to an invoice, ensure that the payment is properly recorded and applied to the specific invoice. Payments should be temporarily saved in the Undeposited Funds or Payments to Deposit account, which acts as a holding account for received payments that have not yet been deposited into your bank. When you're ready to make the deposit, use the Make Deposits feature to select the recorded payment from the Undeposited Funds account. This ensures the deposit matches the payment applied to the invoice and aligns with the actual bank deposit.

Here’s how to record payments (Step 1):

1. Go to your Receive payment, then select the Customer drop-down.
2. Hit the checkbox for the invoice you’re receiving payments for.
3. From the Deposit to dropdown, choose the account you’re using for Undeposited funds/Payments to deposit.
4. Click Save and send, Save and new, or Save and close.

To match your invoice payment with your bank, make a Bank Deposit. This allows you to combine payments from customers into one total that matches your deposit slip. Payments saved in the Undeposited Funds account will automatically appear in the Bank Deposit window, making it easy to group them accurately.

Here’s how to record the deposit (Step 2):

1. Select + Create.
2. Choose Bank Deposit.
   
   
   
   
3. From the Account ▼ dropdown, choose the account you want to put the money into.
4. Under RECEIVED FROM, choose the checkbox for each transaction you want to combine.
5. Confirm the total of the selected transactions matches your actual deposit slip.
6. Hit Save and close or Save and new.
   
   
   

For more information, you can also review the article: Record and make bank deposits in QuickBooks Online.

I'll be here if you need anything else. Wishing you all the best!