Under QBO Summary Level Sync, individual payments don't exist as separate records in QuickBooks. All customer payments in Quipli (Stripe card and ACH, checks, cash, and any custom payment methods) post as one daily total to your Clearing account. When money actually lands in your bank, you record a Bank Deposit in QuickBooks that pulls that amount out of Clearing. This article covers how to do that for every type of deposit.
ℹ️ Before you start: Confirm your Customer Payments (Cash) account in Quipli (Accounting → Chart of Accounts) is mapped to a dedicated Clearing account in QuickBooks. This should be an Other Current Asset account, usually named something like "Quipli Payments Clearing," not QuickBooks' built-in Undeposited Funds account. Undeposited Funds is built for individual, selectable payment records, which don't exist under Summary Level Sync.
One Bank Deposit for Every Deposit in Your Bank
The cleanest approach is to record a separate Bank Deposit in QuickBooks for each deposit you see in your bank account. Use the table below to find what applies to yours.
Deposit type | Record one deposit per | Where to find the amount | Fee line needed? |
Stripe payout (card and ACH processed in Quipli) | Stripe payout | Accounting → Payout Reconciliation in Quipli | Yes (Stripe fees) |
Checks | Check, or group of checks deposited together | The amount of each deposit as it appears in your bank account | No |
Cash | Cash deposit | The amount of each deposit as it appears in your bank account | No |
Other methods (wire, ACH received outside Quipli, custom payment methods) | Incoming bank transaction | The amount of each deposit as it appears in your bank account | Only if your bank or provider took a fee |
📌 Note: Payments received outside Stripe only reach Clearing if they're logged in Quipli. Make sure every check, cash, or other payment is recorded against its invoice in Quipli before you record the deposit.
Step 1: Find the Deposit Amount
For a Stripe payout:
Go to Accounting → Payout Reconciliation in Quipli and find the payout that hit your bank account.
Get the total from the After refunds column for that payout. This is the amount to pull out of Clearing. For example: $78.59.
Note the Stripe fee total for that payout. You'll need it in Step 3. In this example, that's $2.03.
For checks, cash, or other payment methods:
Look at your bank account and find each deposit you want to record.
Use the amount of each deposit exactly as it appears in your bank account. For example, three checks for $1,250.00, $480.00, and $2,300.00 deposited together show up as one $4,030.00 deposit. If your bank or provider took a fee, the bank amount is net, so add the fee back to get the amount for the Clearing line.
Step 2: Start a Bank Deposit in QuickBooks
In QuickBooks, click + Create → Bank Deposit.
At the top, select the actual bank account the money was deposited into.
Skip the section listing existing individual payments. That only applies if individual payments exist in QuickBooks, which they won't under Summary Level Sync.
Step 3 — Add Funds to the Deposit
In the Add funds to this deposit section, add the lines that apply to your deposit type.
Stripe payout: two lines
Line 1: Account = your Clearing account (e.g., "Quipli Payments Clearing"). Amount = the payments-minus-refunds total from Step 1 (e.g., $78.59).
Line 2: Account = your Stripe Fees expense account. Amount = the fee total from Step 1, entered as a negative number (e.g., -$2.03).
Checks, cash, or other payment methods: one line
Line 1: Account = your Clearing account. Amount = the deposit total from Step 1 (e.g., $4,030.00).
If your bank or payment provider deducted a fee, add a second line to the appropriate fee expense account as a negative number, the same way as the Stripe fee line.
Step 4 — Confirm the Net Total Matches Your Bank
Once your lines are entered, the deposit's net total should match what actually hit your bank account.
Example: Stripe payout
Line | Account | Amount |
Payments pulled from Clearing | Quipli Payments Clearing | $78.59 |
Stripe fee | Stripe Fees (Expense) | −$2.03 |
Net deposit total |
| $76.56 |
Example: Check deposit
Line | Account | Amount |
Checks pulled from Clearing | Quipli Payments Clearing | $4,030.00 |
Net deposit total |
| $4,030.00 |
If it matches, click Save and close.
What This Actually Does
Moves the deposited amount out of your Clearing asset account.
Books any fees to the matching expense account (for Stripe payouts, $2.03 to Stripe Fees in the example above).
Records the net amount as a deposit into your actual bank account in QuickBooks.
💡 Tip: Once every deposit is recorded, your Clearing balance should only reflect payments that haven't reached your bank yet (for example, a Stripe payout still in transit or checks you haven't taken to the bank). A balance that keeps growing usually means a deposit hasn't been recorded.
Step 5 — Match Against Your Bank Feed
If your bank account is connected to QuickBooks' bank feed, you can now match this deposit against the actual incoming transaction from your bank, confirming the reconciliation is complete.
Need Help?
Contact Quipli support ([email protected]) if you:
Aren't sure which bank account your Stripe payouts deposit into.
Find that your deposit total still doesn't match your bank after accounting for fees.
See individual payments appearing in QuickBooks instead of a lump Clearing balance. This usually means Cash is mapped incorrectly.
Need help setting up a dedicated Clearing account or fee expense account.