Case File 002: Mismatched Deposits
Case File 002 🕵️♀️ The Case of the Mismatched Deposits: Undeposited Funds.
Duplicate entries. A trail of mismatched deposits that doesn’t add up. Time to investigate.
Filed under: QuickBooks Quirks & Owner Oopsies
The numbers looked good—too good, even. A small business owner checked her QuickBooks income report, expecting it to match her bank balance… but something was off. Higher income in the books, lower deposits in the bank.
Enter: Detective Debit. QuickBooks may make it look easy to track income—but behind the curtain, there’s a tricky twist: Undeposited Funds. This holding account often traps transactions that were never truly posted to your actual bank, even if you thought they were. The result? Your books whisper sweet (but misleading) nothings about your profitability.
🧾 The Clues
Client invoices marked “Paid” but with no corresponding bank deposit
Income showing up twice on reports
Bank balance and QuickBooks balance stubbornly disagreeing
🔍 The Twist What’s happening here is classic: payments were recorded against invoices, but the deposit step never made it into the bank register. Or worse, a payment was manually entered again as a deposit—creating a duplicate. Detective Debit sees this all the time, and the culprit is usually “common sense logic” being applied to software that thinks differently.
📌 The Takeaway Use QuickBooks’ “Record Deposits” workflow to group customer payments properly. Always double-check that the total matches your actual bank deposit. And steer clear of entering deposits manually unless you’re sure they didn’t originate from paid invoices.
📞 Need Backup? If your books are spinning tales of phantom income or your Undeposited Funds are holding your cash hostage, it might be time to bring in a pro. Detective Debit (and her real-life human counterpart—you know, me) are here to clean it up and give you clear, trustworthy numbers you can build on.
🕵️♀️ Coming Soon: Case File 003 — The Suspicious Subscriptions The charges seemed small… until they started to stack up. Monthly software, forgotten trials, and mystery charges were quietly draining funds. Detective Debit investigates the recurring costs that slipped under the radar—and how to stop the subscription creep before it sinks your budget.
