QuickBooks Deposit Detail Report

What the report includes, and what it leaves out

Intuit is precise about the scope: "The deposit detail report only shows deposit transactions and payments deposited directly to the bank."

The most common surprise is a payment that is missing. If it was received into Undeposited Funds and no deposit has been made yet, it has not been deposited, so there is nothing for this report to show. Intuit has a separate report for that stage: open the chart of accounts, find the Undeposited Funds account, and select Run report from the Action column. Intuit notes that report covers a default period of 90 days.

Invoice deposits are the other trap. When you take a deposit on an invoice, Intuit says to send it to Payments to deposit or Undeposited funds, and warns: "If you select a bank account, it won't show up on your deposit detail report." To see it, Intuit's instruction is to "group them with other payments to deposit", which means including it on a real bank deposit.

Finally, anything that is not a deposit transaction is out of scope. A Transfer between two of your own accounts is its own transaction type, so money that reached the bank by transfer will not be on this report. Look for it in the bank account register instead.

Reading a Stripe payout on the report

Take a payout that covers three card charges of $200.00, $150.00 and $100.00. Stripe kept $13.95 in processing fees ($6.10, $4.65 and $3.20), so the bank received $436.05, which is $450.00 of sales less $13.95.

In QuickBooks, the three sales were recorded into Undeposited Funds when they happened. The deposit then ticks those three payments and adds one line in the Add funds to this deposit section, a fee expense entered as a negative number, as Intuit describes for bank fees. The deposit total is $436.05.

On the Deposit Detail report, set the date range to include the day the payout landed. That payout is one deposit for $436.05, the same figure as the line on your bank statement. Select it and the deposit opens with its contents: the three payments of $200.00, $150.00 and $100.00, and the fee line of -$13.95. The four amounts sum to $436.05.

That is the check the report exists for. If the payments inside a deposit do not add up to the bank line, the deposit is wrong, usually because a fee or refund was never entered, or because a payment was ticked on the wrong deposit. Intuit's fix for the second case is to uncheck the payment on the saved deposit, which sends it back to Undeposited Funds to be deposited again.

Customizing and saving the report

Select Customize on the report. Intuit's general instructions for QuickBooks Online reports say "You can filter by accounts or customers, change the accounting method, adjust the number format," and "choose which rows and columns show, and update the header or footer." For a file with several bank accounts, the account filter is the useful one: it narrows the report to deposits into the one account you are reconciling.

In the modern report view, columns live under Customize, then Columns. Intuit says to use the Reorder tab to drag columns into order and the More Columns tab to check or uncheck data fields. Intuit's modern view article is written around QuickBooks Online Advanced, and it also notes that reports can look different depending on whether they are in the classic view or the newer experience, so the exact labels and options may vary with your plan and view.

Once the report shows what you need, select Save customization or Save as and give it a name. Intuit says it then appears under Reports, then Custom reports, where you can export it as PDF or Excel, email it, or print it.

Deposit Detail versus the reports around it

Undeposited fund report. The stage before this one. It lists payments received but not yet deposited. A payment moves from that report to Deposit Detail at the moment you include it on a bank deposit.

Reconciliation report. A different kind of record. Intuit says QuickBooks saves a reconciliation report each time you finish reconciling, and you find it on the Reconcile page under History by account. It documents a completed match between QuickBooks and a statement. Intuit notes that several QuickBooks transactions can match one statement line, "like a deposit connected to multiple customer payments", and Deposit Detail is where you see which payments those are.

General Ledger and Transaction Detail by Account. The account view rather than the deposit view. Intuit's guidance for seeing debits and credits is to start from Transaction Detail by Account, or run the General Ledger, add the Credit and Debit columns, and filter to one account. Selecting the Cleared column shows each transaction's reconciliation status. Use these when the question is what happened to an account, and Deposit Detail when the question is what made up a deposit.

Check Detail. The money-out companion, listed under Expenses and vendors in Standard reports. Intuit's QuickBooks Desktop article on the pair says only Check Detail and Deposit Detail show links between transactions, and that only Check Detail can show a Paid Amount column. That article is written for Desktop, so treat it as background rather than as a QuickBooks Online instruction.