Purpose

To correctly allocate Intuit deposits that appear in Sales when they include a mix of:

• Invoice-connected payments

• Recurring card payments with no invoice

• Reimbursable or pass-through payments

This process ensures Sales, Reimbursable Expenses, and Net Income are accurate and defensible.

When to Use This SOP

Use this SOP when you see a deposit with a description similar to:

Deposit INTUIT 30539563 TYPE: DEPOSIT ID: XXXXXX6202 CO: INTUIT 30539563

These deposits often bundle multiple transactions and require manual review.

Step 1: Identify Deposits That Need Review

1. Go to Reports → Profit and Loss.

2. Click the Sales total.

3. Sort by Transaction Type.

4. Locate any transactions listed as Deposit.

5. Click an individual deposit amount to open it.

Step 2: Locate the Deposit in Merchant Center

1. Open Merchant Center.

2. Search deposits for the same date range.

3. Locate the deposit that matches the QBO amount.

4. Open the deposit to view individual transactions.

5. Note:

   • Client name

   • Individual transaction amounts

   • Payment dates

   • Card last four digits

Merchant Center is the source of truth for what makes up the deposit.

Step 3: Apply Invoice-Connected Payments (If Any)

1. In the QBO deposit screen, click QuickBooks Payments.

2. Sort by Date.

3. Navigate to the deposit date.

4. Review transactions listed.

If a transaction appears here and matches Merchant Center:

• Check the box to apply the full amount

If a transaction does not appear here:

• It is not connected to an invoice

• Do not try to force a match

Step 4: Identify Recurring Payments (No Invoice)

Some payments are recurring card charges that:

• Do not create invoices

• Do not create sales receipts

• Exist only in Merchant Center

A transaction is likely recurring if:

• Same client name appears consistently

• Same amount repeats monthly

• Payment occurs around the same date each month

• Same card ending appears

• No invoice, sales receipt, or payment exists in QBO

Consistency across months is the strongest indicator.

Step 5: Exclude Reimbursable or Pass-Through Payments

Before classifying a non-invoice payment as Sales, confirm it is not for:

• Ad spend

• Plugin or software licenses

• Hosting

• Domain purchases

• Other refundable or pass-through costs

These must be recorded as Reimbursable Expenses, not Sales.

Step 6: Clean Up “Add Funds to This Deposit”

By default, QBO adds the entire deposit total as a single Sales line item.

This line item must be removed or edited, unless:

• The entire deposit consists only of credit card payments that were run without an invoice

In most cases, remove the default line.

Step 7: Manually Add Unmatched Transactions

For each Merchant Center transaction that could not be matched under QuickBooks Payments:

1. Go to Add funds to this deposit

2. Add one line item per transaction

3. For each line item:

   • Received from: Correct client

   • Account:

     • Sales for recurring or service payments

     • Reimbursable Expenses for ad spend, licenses, domains, or pass-through costs

   • Amount: Exact transaction amount

Do not combine multiple clients or amounts into a single line item.

Step 8: Validate Against Merchant Center (Critical Step)

Do not rely on internal QBO totals.
The totals at the top right and bottom right of the deposit screen will always match each other.

Required validation:

1. In Merchant Center, note the total deposit amount

2. In QBO, review the deposit total

3. Confirm the QBO deposit total matches the Merchant Center deposit total exactly

If the totals do not match:

• Recheck unmatched payments

• Recheck line items in “Add funds to this deposit”

• Confirm the default Sales line was removed

• Do not save until totals match exactly

Step 9: Save and Move On

1. Click the down arrow next to Save and New

2. Choose Save and Close

3. You will be returned to the Sales transactions list

4. Repeat for the next deposit, if any remain

Completion Criteria

You are finished when:

• No Intuit deposits remain miscategorized under Sales

• All deposits match Merchant Center totals exactly

• Sales and Reimbursable Expenses are correctly separated

FINAL CHECKLIST: Before You Click “Save and Close”

Deposit Identification

• ☐ Deposit located via P&L → Sales

• ☐ Matching deposit confirmed in Merchant Center

Matching & Classification

• ☐ All invoice-connected payments applied via QuickBooks Payments

• ☐ Recurring payments identified by consistency

• ☐ Reimbursable payments identified correctly

Add Funds to This Deposit

• ☐ Default Sales line removed or edited

• ☐ One line item per unmatched transaction

• ☐ Correct client selected

• ☐ Correct account used (Sales vs Reimbursable Expenses)

Final Validation

• ☐ QBO deposit total matches Merchant Center deposit total exactly

Save

• ☐ Saved using Save and Close

• ☐ Returned to Sales list

• ☐ No deposits left to review