How to Identify and Fix Duplicate Income in QuickBooks Online

In this blog post, you’ll learn how to find and correct duplicate income in QuickBooks Online. When you have both a sales receipt and a deposit, or when you have an invoice and a deposit.

Quick Instructions:

Sales Receipt & Deposit:

  1. Open the sales receipt
  2. In the Deposit to drop-down select Undeposited Funds
  3. Click Save and close
  4. Open the deposit
  5. In the Select the payments included in this deposit section click the check box to the left of the sales receipt
  6. Delete the line in the Add funds to this deposit section by clicking the trash can icon on the right
  7. Click Save and close

Invoice & Deposit:

Delete Deposit:

    1. Open the deposit
    2. Click More at the bottom of the screen
    3. Click Delete

Delete Invoice:

    1. Open the invoice
    2. Click the payment link on the right
    3. Click the payment date
    4. Click More at the bottom of the screen
    5. Click Delete
    6. Open the invoice
    7. Click More at the bottom of the screen
    8. Click Delete

Combine Invoice & Deposit

    1. pen the invoice
    2. Click the payment link on the right
    3. Click the payment date
    4. In the Deposit to drop-down select Undeposited Funds
    5. Click Save and close
    6. Open the deposit
    7. In the Select the payments included in this deposit section click the check box to the left of the payment
    8. Delete the line in the Add funds to this deposit section by clicking the trash can icon on the right
    9. Click Save and close

Keep reading for a complete walkthrough with screenshots:

Find Duplicate Transactions on the P&L

You’ll often find duplicate income when reviewing the Profit and Loss report.

Navigating to the Profit and Loss report in QBO

In the Profit and Loss report click the amount to the right of Total Income.

Profit and Loss report Total Income

This will show you all income transactions for your selected date range. You’re likely to have more transactions than my sample QuickBooks file.

What you’re looking for are two transactions on the same date, with the same Name, and for the same amount. They should be two different types of transactions, for example, a sales receipt and a deposit.

Duplicate income on the Income transaction report as a sales receipt and deposit.

Fix Duplicate Income – Sales Receipt & Deposit

When you have both a sales receipt and a deposit for the same transaction it’s a good idea to keep the sales receipt.

The reason for this is that the sales receipt contains more information. Including the individual items purchased.

Also, the sales receipt shows up in the customer’s profile while the deposit does not.

Delete Deposit

The way to fix this is to delete the deposit. But it’s not as simple as just deleting that transaction.

To begin, open the sales receipt.

Within the sales receipt change the Deposit to to Undeposited Funds. Then click the Save and close button in the lower right corner.

Changing Deposit to for a Sales Receipt in QBO

Now you’ll open the deposit. 

In the Select the payments included in this deposit section you should see the sales receipt. Click the checkbox on the left.

Delete the line in the Add funds to this deposit section by clicking the trash can icon on the right.

Then click the Save and close button in the lower right.

Combining a sales receipt and deposit in QBO

Your Profit and Loss report will now show the sales receipt only, the deposit has been deleted.

Duplicate deposit is gone from your Profit and Loss in QBO

Fix Duplicate Income – Invoice & Deposit

Here’s an example of duplicate income where there’s both an invoice and a deposit.

Duplicate income, invoice and deposit, on the income transaction report in QBO

In this situation, you have several options. You can delete the deposit, delete the invoice, or combine the deposit and the invoice. Which method you choose will usually depend on what’s reconciled and what’s not.

Delete Deposit

To delete the deposit and keep the invoice open the deposit. At the bottom of the deposit click More, then select Delete.

Delete a deposit in QBO that's a duplicate transaction

Delete Invoice

If you’d prefer to keep the deposit and delete the invoice you’ll first need to delete the invoice payment.

Open the invoice. Click on the payment link on the right under PAID and click the payment date.

Opening an invoice payment in QBO

To delete the payment click the More at the bottom, then select Delete.

Then go back to the invoice and do the same. Click More, then select Delete.

Combine Deposit and Invoice Payment

If you don’t want to delete your invoice but the payment is unreconciled you can combine the deposit and the invoice payment. 

To do this open the invoice, then open the invoice payment like I showed above.

Change the Deposit to to Undeposited Funds, then click Save and close in the lower right corner.

Changing an invoice payments Deposit to to Undeposited Funds

Now you’ll open the deposit. 

In the Select the payments included in this deposit section you should see the Payment. Click the checkbox on the left.

Delete the line in the Add funds to this deposit section by clicking the trash can icon on the right.

Then click the Save and close button in the lower right.

Combining an invoice payment and deposit in QBO

You now know how to fix two of the most common types of duplicate income in QuickBooks Online.

Below are videos if you’d like to watch a walkthrough.

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This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Gentle Frog, LLC does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

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  • Save time and money by streamlining your bookkeeping process and reducing errors.

  • Learn how to identify trends in your financial data so you can make smarter business decisions.

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