To enter a bill payment made via your bank’s website, EFT, ATM, or debit card into QuickBooks. 

For an open bill, record an EFT, ATM, or debit card charge:

  • Select + New.
  • Select Expenses, then Vendors from the drop-down menu.
  • Choose the provider for the bill you want to pay, then the bill.
  • Select Make a payment from the Action column.
  • Pick the bank from the Bank/Credit account drop-down menu.
  • Uncheck the option to print later.
  • To define the payment it is, write a note in the Ref no. area.
  • Fill in the Due Date and Amount fields.
  • Pick the bill or bills on which you want to report payment in the Outstanding Transactions section.
  • Choose Save and Exit.

Make a note of an expense charged by EFT, ATM, or debit card: f you paid for anything that doesn’t have a bill in QuickBooks, choose the options that are as follows.

  • Select + New.
  • Choose Expense.
  • Pick the account you used to make the payment from the Payment account drop-down menu.
  • To define the payment it is, write a note in the Ref no. area.
  • Additional information is optional. Choose a payee.
  • Fill in the due date.
  • Pick the Expense account to use in the Category information tab.
  • Fill in the payment sum in the Amount column.
  • Choose Save and Exit.

Make a single charge to several vendors bills.

Step 1: Document the single bank transfer in a journal entry:

  • Select + New.
  • Choose journal entry.
  • Pick the bank from which you made the payment on the first line, in the Account column.
  • Enter the cumulative payment sum in the Credit column.
  • Select Accounts Payable from the Account column on the second line.
  • Enter the balance of one of the vendor payments in the Debit column.
  • Pick the Vendor you paid in the Name tab.
  • Repeat these measures until all vendor payments have been entered.
  • When you’re done, the sum of all transfers should equal the total of the debit column.
  • Close the window after selecting Save.

Step 2: Apply the journal entry to your open bills as credits:

  • Select + New.
  • Choose Pay Bills.
  • Choose a payment account and a date for the payment.
  • Choose the bills you want to pay.
  • Fill in the payment amounts in the Credit Applied tab.
  • Close the window after selecting Save.

To begin, turn on automatic matching, which will allow QuickBooks to deposit and record customer payments for you.

  • Select Record Merchant Service Deposits from the Banking menu.
  • Choose Modify your deposit options.
  • Set the Auto match & record-setting to on.
  • Save the file.

Here’s how to check your expenses in QuickBooks Desktop after receiving your monthly bank statement:

  • Go to the Banking section of the menu.
  • Select Record Merchant Service Deposits from the drop-down menu.
  • Select the Recorded choice from the drop-down menu.
  • Take a look at the first bank deposit on your list. Pick the small arrow icon next to the deposit for more details. This displays each customer payment as a separate deposit.
  • In your bank statement, look for the corresponding bank deposit.
  • Check your bank statement to see if the date and amounts are right. QuickBooks correctly registered it.
  • Examine each of the bank deposits on the list. Make a note of any bank deposits in QuickBooks that don’t fit your bank statement.

To sync transactions:

  • Select the For Review tab on the Banking list.
  • To check, find a transaction with one or more potential matches.
  • The corresponding transaction would appear in the Category or Match column if one match were found.
  • If the match is suitable for a transaction matched to a single record, select Match from the Action column to accept it.
  • Select View to open the transaction row, review the potential matches listed under Records found, select the right one, and choose Match to approve it from the Action column for a transaction matched to multiple records.


In conclusion, QuickBooks Desktop software is a great accounting software in managing the finances of a particular organisation. This blog is all about EFT payment in QuickBooks Desktop and some aspects related to the same. I hope that this blog helped you in some way or the other and was worth a read. 

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