You've scanned a stack of customer checks and sent the deposit to the bank. The scanner has produced one PDF, the bank will show one deposit, and your QuickBooks invoices are still open. Someone now has to read every stub, find each invoice and enter the payments before that deposit can be matched. When checks arrive all week, the scanning takes minutes and the accounting can occupy much of the afternoon.
We recently set this up for a US customer receiving paper checks throughout the week. Their scanner emails the batch to RemitClear, which matches the checks to their QuickBooks invoices. The team then groups the posted payments into a bank deposit. The same workflow works for Canadian businesses receiving cheques.
From the scanner to a matching bank deposit
The scanner's PDF needs both the checks and their payment advice, usually the stub listing the invoices paid. With scan splitting enabled during setup, RemitClear separates a combined PDF into individual payments and matches each one's invoice lines against QuickBooks. A fully matched check can have all its invoice allocations posted together, with one click from its review screen when posting confirmations are switched off.
- Scan the checks and stubs.
- Email the PDF to your dedicated RemitClear forwarding address.
- Review and post the matched checks to Undeposited Funds, or enable auto-posting for eligible matches.
- In QuickBooks, group the payments belonging to that deposit.
- Match the resulting Bank Deposit to the bank-feed credit when it arrives.
RemitClear posts the customer payments. You create the Bank Deposit and confirm its bank-feed match in QuickBooks. If the bank records two deposits for the day, keep them as two deposits in QuickBooks too.
Set the scanner to email the paperwork
We added the customer's RemitClear forwarding address to the scanner's email destination. They could scan the day's checks together as usual, and the PDF went straight to their RemitClear inbox. They no longer had to save it and upload it separately. After the next batch, the customer confirmed that every check had been read correctly.
If your scanner or its software supports email, it can send the PDF directly. Some bank deposit software only saves a file, so we'll check the available forwarding options during setup. Include the stubs in the accounting copy: the images your bank needs may leave out the invoice list.
Keep the stub attached to its check in the scan, with any continuation pages alongside it. Faint invoice numbers, clipped columns and missing pages make a payment harder to allocate even when the check amount is legible. Our guide to setting up a remittance email inbox covers the forwarding side in more detail.
Match the invoices inside every check
A check might pay one invoice or a long list of them. RemitClear reads the payment advice and shows the proposed invoice allocations beside the document, so you're reviewing the payer's instructions against the open balances in QuickBooks. It handles exact, partial and prefix-based invoice numbers, so a payer's shortened invoice number can still be matched.
A property manager or centralized payables team may write one check for invoices held under several QuickBooks customers. QuickBooks payments belong to one customer, so RemitClear creates separate customer payments where needed. Those payments can share the check reference and later belong to the same deposit.
Missing invoices, short payments and already-paid lines show up for review. A deduction on the stub doesn't authorize a write-off. Our short-paid invoice guide covers that decision.
Post clean matches and keep exceptions visible
One click posts one matched check and its invoice allocations. You can review every check before posting, or enable auto-posting for eligible perfect matches. Checks needing a decision remain in the review queue.
Set the check payments' destination to Undeposited Funds during onboarding. If you also receive ACH advices, those can use the appropriate bank account separately. Confirm the payment-date convention too: for emailed batches that split into individual checks, we can use the local arrival day while preserving the printed check date. That fits same-day scanning and emailing; a backlog sent later needs its actual dates checked before posting.
Group the posted payments into the bank deposit
In QuickBooks, open Bank Deposit, choose the destination account and select the relevant payments from Undeposited Funds. Check the total against the deposit confirmation before saving. Intuit documents this grouping workflow for both US and Canadian QuickBooks Online.
For example, a $4,500 deposit might contain three checks for $1,250, $2,400 and $850. Select the payments for all three. If the $2,400 check paid invoices under two QuickBooks customers, you'll need both customer payments in that deposit, even though the bank received one check.
Once the bank-feed credit arrives, match it to the saved deposit. QuickBooks may suggest the match; otherwise, locate the existing deposit and confirm it. Adding another income transaction would duplicate money you've already recorded through the invoice payments. Intuit's guidance on matching bank transactions explains the distinction. Matching the feed is also separate from your periodic bank-statement reconciliation.
When the batch total doesn't agree
Compare the deposit confirmation with the payments in QuickBooks. A check may still be waiting for review in RemitClear, or its payments may have been included in another deposit. Search by check reference to find it. A check you've decided to return to the payer should be left out of the deposit, even if it was included in the scan.
A fee withheld by the bank can also leave the credit below the total of the checks. Record that fee separately; don't reduce the customer's invoice payment to make the deposit balance. If payments have accumulated across batches, our guide to clearing Undeposited Funds covers tracing them back to their deposits.
Try the workflow with a real deposit batch
Bring a normal day's scan to the setup call, including the stubs and any check covering several invoices. We'll check how the PDF arrives, whether it separates into the right payments, and how those payments map to your QuickBooks customers. Include a difficult check as well as the clean ones, so you can see what the review queue will look like in use.
We'll set the forwarding destination, payment dates and Undeposited Funds account with you, then follow the batch through to the QuickBooks deposit.See RemitClear for QuickBooks Online to book a demo.
