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quickbooks-reconcile.md

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1# QuickBooks — Reconciliation Reference

QuickBooks — Reconciliation Reference

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3## Reports to pull

Reports to pull

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5### Profit & Loss (P&L)

7Use the **Profit and Loss** report via the QuickBooks connector:

8- Date range: first day to last day of target month

9- Accounting method: **Accrual** unless the user has told you they run cash-basis

10- Include all accounts

12Key fields used downstream:

13| Field | Notes |

14|---|---|

15| `TotalRevenue` | Top-line revenue |

16| `GrossProfit` | Revenue minus COGS |

17| `GrossProfitMargin` | Compute as GrossProfit / TotalRevenue |

18| `NetIncome` | Bottom line |

19| `TotalExpenses` | Operating expenses subtotal |

Profit & Loss (P&L)

Use the Profit and Loss report via the QuickBooks connector:

Date range: first day to last day of target month
Accounting method: Accrual unless the user has told you they run cash-basis
Include all accounts

Key fields used downstream:

Field	Notes
`TotalRevenue`	Top-line revenue
`GrossProfit`	Revenue minus COGS
`GrossProfitMargin`	Compute as GrossProfit / TotalRevenue
`NetIncome`	Bottom line
`TotalExpenses`	Operating expenses subtotal

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21### Transaction Register

23Pull the **Transaction List by Date** report or equivalent for the target month.

24This is the line-item detail used for uncategorized flagging and duplicate detection.

26Key fields:

27| Field | Notes |

28|---|---|

29| `TxnDate` | Transaction date (not posting date) |

30| `TxnType` | Invoice, Payment, Expense, Deposit, etc. |

31| `Amount` | Positive = income, negative = expense in most QB exports |

32| `AccountRef.name` | The GL account category |

33| `EntityRef.name` | Vendor or customer name |

34| `Memo` | Free-text description |

35| `AttachmentCount` | > 0 means a receipt is attached in QB |

Transaction Register

Pull the Transaction List by Date report or equivalent for the target month. This is the line-item detail used for uncategorized flagging and duplicate detection.

Key fields:

Field	Notes
`TxnDate`	Transaction date (not posting date)
`TxnType`	Invoice, Payment, Expense, Deposit, etc.
`Amount`	Positive = income, negative = expense in most QB exports
`AccountRef.name`	The GL account category
`EntityRef.name`	Vendor or customer name
`Memo`	Free-text description
`AttachmentCount`	> 0 means a receipt is attached in QB

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37## Identifying uncategorized transactions

39Flag a transaction as uncategorized if `AccountRef.name` is any of:

40- "Uncategorized Income"

41- "Uncategorized Expense"

42- "Uncategorized Asset"

43- blank / null

44- "Ask My Accountant" (QB's built-in "I don't know" category)

Identifying uncategorized transactions

Flag a transaction as uncategorized if AccountRef.name is any of:

"Uncategorized Income"
"Uncategorized Expense"
"Uncategorized Asset"
blank / null
"Ask My Accountant" (QB's built-in "I don't know" category)

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46## Pagination

48The QB API returns a maximum of 1,000 rows per request. For businesses with high

49transaction volumes, paginate using `startPosition` and `maxResults` parameters.

50Request in 500-row batches to stay safely under the limit.

Pagination

The QB API returns a maximum of 1,000 rows per request. For businesses with high transaction volumes, paginate using startPosition and maxResults parameters. Request in 500-row batches to stay safely under the limit.

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52## Common data issues

54**Split transactions** — a single purchase split across multiple categories appears as

55multiple rows with the same date and vendor but different amounts. These are NOT

56duplicates. Before flagging duplicates, group rows by `TxnID` — rows sharing an ID

57are splits of one transaction.

59**Bank feeds vs. manual entries** — bank-feed transactions have `PrivateNote` set to

60"bank feed" or similar. Manual entries often lack a memo. Neither is a signal of a

61problem on its own, but it helps explain why a transaction might lack a receipt.

63**PayPal transactions already in QB** — if the user has the PayPal-QB auto-sync

64enabled, PayPal transactions will already appear in the register. Don't double-count

65them during reconciliation (Step 3). Check whether the QB deposit lines have

66"PayPal" in the account or memo before matching.

68**Retainer / deposit transactions** — a customer deposit is not revenue until the

69work is delivered. If the user is on cash-basis accounting this distinction matters

70less, but flag any large Deposit-type transactions without a matching Invoice for

71their awareness.

Common data issues

Split transactions — a single purchase split across multiple categories appears as multiple rows with the same date and vendor but different amounts. These are NOT duplicates. Before flagging duplicates, group rows by TxnID — rows sharing an ID are splits of one transaction.

Bank feeds vs. manual entries — bank-feed transactions have PrivateNote set to "bank feed" or similar. Manual entries often lack a memo. Neither is a signal of a problem on its own, but it helps explain why a transaction might lack a receipt.

PayPal transactions already in QB — if the user has the PayPal-QB auto-sync enabled, PayPal transactions will already appear in the register. Don't double-count them during reconciliation (Step 3). Check whether the QB deposit lines have "PayPal" in the account or memo before matching.

Retainer / deposit transactions — a customer deposit is not revenue until the work is delivered. If the user is on cash-basis accounting this distinction matters less, but flag any large Deposit-type transactions without a matching Invoice for their awareness.

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