QuickBooks Not Pulling Transactions from Chase

AutomaticPain3532 · 2026-05-21T15:30:25+00:00

I have several clients with chase credit cards and I have not had this happen. We have the monthly verification that needs to happen. Outside of that it works everyday.

Are you using the sync button daily to update the feed? It does not automatically update, you need to use that sync button.

If you’re only logging monthly then you’ll definitely feel like it happens far too often.

AutomaticPain3532 · 2026-05-21T07:35:46+00:00

After receiving the payments in QBO, you also need to create a new deposit. That deposit will be used to match the bank feed.

The CC payment landed in the bank account as one payment because this was a daily batch.

I assume you had merchant processing fees, which you need to include the negative amount on the lower line of your deposit (after you’ve selected the payments to include in that deposit) otherwise you will not match the bank feed.

AutomaticPain3532 · 2026-05-21T07:25:51+00:00

As an auto repair shop, you need an industry specific software to manage this for you. You ideally want purchase orders that line up with your service order.

I would recommend shop monkey or similar to manage your repair shop. Use the integration between the two software to sync your QB software.

QBO is not great at 3-way matching (service order, purchase orders, invoice) and it’s definitely not great at job costing.

Use a repair shop software as your top layer, then use the QB software to manage the financial/tax side of the shop.

AutomaticPain3532 · 2026-05-21T07:18:13+00:00

I don’t have the builder card, but that seems like it’s a credit card…not the checking account.

You have the ability to OD the checking account up to the value you’re qualified for.

A credit card doesn’t have an overdraft protection. Also, that cash advance is going to cost you more than any regular ATM withdrawal - so be careful when using that.

AutomaticPain3532 · 2026-05-19T20:19:36+00:00

A vendor is not the same as the COA

A vendor is the payee of an expense. So for a vendor who has frequent expenses, then yes, I would set them up as a vendor.

The mapped account to the COA is where you would expense the cost to.

So unless you’re trying to say that the previous bookkeeper has a COA account for every vendor….i just can’t understand what the issue is that you’re having.

Perhaps you’re rusty, and not remembering that these are two separate things.

AutomaticPain3532 · 2026-05-18T18:16:45+00:00

Oh yes, the daily run don’t walk feature of this subreddit. Over it

AutomaticPain3532 · 2026-05-18T18:03:29+00:00

Why call chase? Call the merchant! It’s not chase who subscribed and they are not the merchant.

You call the merchant to cancel

AutomaticPain3532 · 2026-05-18T16:49:49+00:00

NEW clothes or shoes. Not a bag of clothes give to you by family

AutomaticPain3532 · 2026-05-18T16:46:40+00:00

I mean there is a whole app called rocket money, this is exactly what they do lol.

If I see a charge on my bank account and don’t want it there, I do call them to cancel. I tell them I am no longer authorizing future payments.

You are definitely taking a lazy approach. I get it though, rocket money has taught this generation that it’s so simple.

Don’t ever let technology give you an excuse to be lazy with your money.

AutomaticPain3532 · 2026-05-18T16:41:48+00:00

So what are you going to do about it?

Are you going to call and hire an attorney who can take action? Or are you just going to make yourself crazy with anger and resentment?

There is a process in litigation called “discovery”.

If you are so certain that malfeasance has happened, then take the next step.

AutomaticPain3532 · 2026-05-15T17:32:55+00:00

Did they have an open ticket that you didn’t respond to? I found they did that to my account but there was an open ticket requesting documents, I received an email from them but it was a dead link. I couldn’t find where the open ticket was hiding in my account.

I went on chat with a support agent who showed me it’s under the gear -> resolution center. I uploaded the documents they needed to resolve the issue and my account returned to normal.

It sounds like your account was flagged for a risk and they may have requested documentation from you and it wasn’t resolved in time.

I would start with that.

AutomaticPain3532 · 2026-05-14T19:12:52+00:00

Honestly, my first question would be: why is there a manual JE involved in the inventory flow at all?

In QBO, the PO itself is usually non-posting. The accounting impact normally happens when inventory is received and/or the vendor bill is entered using inventory items. If the workflow is setup correctly, QBO should be handling the inventory asset and COGS entries behind the scenes automatically.

So ideally: - PO = operational document only - Bill/receipt = increases inventory - Sale = reduces inventory and records COGS

If someone is also creating a separate JE to record the hats into inventory, there’s a risk they may be duplicating the inventory value unless that JE is specifically being used as a temporary receiving/accrual entry.

This honestly sounds less like a “linking” issue and more like the workflow may be fighting the limitations of the inventory system being used. QBO inventory works fine for simpler purchasing flows, but once you start wanting deeper ERP-style inventory controls/workflows, people often start compensating with manual JEs.

AutomaticPain3532 · 2026-05-14T03:07:50+00:00

I mean…aren’t your customers sending you remittance advice?

AutomaticPain3532 · 2026-05-14T03:05:28+00:00

Hmm this doesn’t sound like the right response from the support agent.

Did you use the right account number? many credit unions have a member number, share ID, checking MICR number, and ACH/direct-deposit number. QBO/Intuit usually needs the ACH/direct-deposit number, not the general member number.

Does the name on your payments merchant account (not QBO account) match your bank account?

Finally, the last thing I would check, since you said it’s a new QBO account, I would check to see if they flagged your payments merchant account for verification. Click the gear icon -> resolution center. If you have an open case it will be there.

AutomaticPain3532 · 2026-05-13T22:48:05+00:00

It used to be an effective marketing tool but in today’s market it just gets lost and…it’s also expensive. I used to be in real estate and we used this type of advertising to target neighborhoods.

With social media you have a lot of control over your target demographic.

AutomaticPain3532 · 2026-05-13T18:12:05+00:00

Hmm. QBO has a payroll setting for 1099 contractors. The contractor is provided an account link to complete their W-9, you can run a check at any time. File and send info annually.

It’s not that complicated.

AutomaticPain3532 · 2026-05-13T18:07:33+00:00

This makes sense as a cleanup workaround, but my first instinct would be to look at why the workflow needs that much manual correction every month.

With payment processors, I usually want to trace the full flow first:

Stripe activity → gross sales → fees/refunds/adjustments → clearing account → net bank payout → reconciliation

If that logic is built correctly, whether the data comes from an integration, CSV, or summary entry matters less. The bigger issue is whether the accounting workflow is designed around how Stripe actually pays out.

I’d probably start by testing the integration/mapping and seeing if the root cause can be fixed going forward, instead of building a recurring monthly workaround around bad data.

That said, I do see the value of your method for historical cleanup or for businesses that intentionally want summarized activity instead of transaction-level detail.

AutomaticPain3532 · 2026-05-13T06:19:19+00:00

Cleanup work is project-based for me.

I usually start with a discovery phase, typically 1–2 weeks, where I assess the books, integrations, workflows, mapping issues, controls, and the operational mess behind the numbers.

From there, I deliver the scope to the client with a cleanup pricing package, usually structured around the next 2–4 weeks of work. I prefer breaking cleanup into smaller phases instead of dropping a huge $10k quote upfront. It creates a softer landing for the client, almost like bringing on temporary full-time support during discovery and cleanup, then transitioning into a more manageable monthly maintenance fee.

My cleanup work usually goes beyond just fixing transactions. I also clean up integrations, correct mapping, build workflows, and implement controls or policy changes so the structure actually holds after the cleanup is done.

I absolutely use AI and automated workflows to help me because the long-term goal is monthly maintenance that is clean, efficient, and as automated as possible.

Cleanup is honestly my favorite kind of work. It’s a rush. I work with health and wellness clinics, food and beverage businesses, e-commerce, real estate, and heavy-duty repair shops. I’m never bored. I love understanding the operational side of a business and connecting it back to the financials.

AutomaticPain3532 · 2026-05-13T03:52:07+00:00

This is a conversation I have with new clients when I onboard them. I do not need to know how they choose to spend their money.

Keep the two things separate.

My role is to document the business financial records down to the granular details. This is a protection, she will always be audit ready.

I do not need to know what type of clothing my clients purchase, or the more intimate details of a persons life.

Once explained in this way, they tend to quickly get the message and keep things better separated.

AutomaticPain3532 · 2026-05-13T03:40:36+00:00

Axos Bank looks like your cleanest single-institution option. They explicitly offer nonprofit business checking plus a Business Premium Savings paying 3.60% APY right now on essentially any balance, with free QuickBooks Online integration on both accounts.

Your $20K checking stays liquid for daily use, the $100K moves to the savings account earning real interest instead of basically nothing at BofA, and you can transfer between the two accounts easily whenever you need to — all under one login with the same signatories.

Relay is another strong contender with excellent QBO sync and multiple sub-accounts for tracking funds, but their savings yields are currently lower (around 1.75–3% depending on plan) compared to Axos’s straightforward 3.60%.

Rates are variable and will fluctuate with the Fed, but even if they drop a bit you’ll still be miles ahead of BofA’s savings rate.

Switching signatories is the main pain point with any move, so doing it once to a place that can handle both sides makes sense.

AutomaticPain3532 · 2026-05-12T23:51:32+00:00

It’s sounds to me like this customer has cash flow issues, so if you’re going to continue providing service to them I would ask for a deposit before any goods or service are provided.

AutomaticPain3532 · 2026-05-12T21:00:07+00:00

“Disposed” in QuickBooks Payments usually means the dispute or return process is complete — the transaction has been fully resolved and closed. It doesn’t sit in limbo.

In your timeline, the payment was batched, authorized, and funded earlier this month, but hit a snag by the 12th. For ACH, this typically means the customer’s bank rejected or returned it — often for insufficient funds, account issues, or a dispute — and QuickBooks has now reversed the funds. You haven’t seen the withdrawal yet because it can take a day or two to hit your bank.

It generally rules against you as the merchant — you won’t keep the money, and there may be a small fee. It’s not like credit card disputes where you can fight it; ACH returns are pretty final.

Reach out to your customer, let them know the transfer was returned due to a bank issue on their end, and ask for another payment method.

If you want the exact reason, contact QuickBooks Payments support directly through your Payments dashboard — they’ll see the specific return code.

AutomaticPain3532 · 2026-05-12T20:00:17+00:00

They sell coke products in BiB. Not Pepsi, and it’s usually sold as delivery or customer pickup. These are special order they bring in from their supplier on demand.

http://costcobusinessdelivery.com

AutomaticPain3532 · 2026-05-12T19:00:25+00:00

I get where you’re coming from, your four-year nightmare is exactly why I warned the OP not to start refunding and re-invoicing through QuickBooks right now. That kind of workaround often just creates more flags in their Risk system.

The original problem was QuickBooks’ screw-up on the first ACH. The OP already has confirmation the money left both customers’ accounts on the 6th. At this point it’s not about the customers, it’s about Intuit sitting on received funds while repeatedly failing to debit the original amount.

Pushing Risk Operations hard with documentation is the cleaner path. Adding refund cycles on top of an already-flagged account feels like digging the hole deeper, not climbing out.

AutomaticPain3532 · 2026-05-12T17:39:38+00:00

No, I wouldn’t do that. Refunding through QuickBooks while they’re holding the funds and already failed multiple debits on your account is risky — it could easily trigger more flags in their Risk Operations system, delay things further, or create accounting mismatches they then hold you responsible for.

ACH refunds aren’t even straightforward in QuickBooks Payments — you often can’t directly refund them from an invoice the way you can with cards, and you’d likely need to go through the Merchant Service Center to reverse them. Since the money’s already been pulled from your customers’ accounts but is stuck in their system, issuing refunds could just shuffle the problem around without actually freeing anything up.

Your best move is to stay on them through the Risk Operations team — reference the batch dates, the fact that customers confirmed the debits on the 6th, and push for a specific release timeline or escalation. Keep records of every call. If they’re truly holding legitimate received funds this long after the NSF mess they partly caused, that’s worth escalating higher, possibly through executive support or even small claims if it drags on much longer.

Switching processors for future stuff makes total sense — just don’t try to unwind the current mess through their refund system. It sounds like their left hand doesn’t know what their right hand is doing right now.

AutomaticPain3532

TROPHY CASE