You just spotted a mismatch in QuickBooks Online. It is a Shopify payout that does not line up with your orders. Unmatching seems like the quick fix, but one wrong move can break your reconciliation and throw off your month-end close.
In this guide, you will learn exactly how to unmatch a transaction in QuickBooks Online safely, understand the risks, and discover how automation can prevent these.
Before we get into the details of how to unmatch a transaction in QuickBooks Online, note that unmatching disconnects a bank feed entry from its linked QuickBooks transaction, returning it to “For Review” status.
This action is essential for fixing errors, but it can create bigger problems if you do not understand the mechanics.
QuickBooks Online automatically matches downloaded bank or credit card transactions to entries you have already created. When a match is found, QuickBooks marks the pair as “Matched.” You can also manually match transactions in the Banking tab.
However, not every match is correct, especially for ecommerce businesses handling high transaction volumes across multiple channels.
Example scenario:
In reality, one is customer revenue, the other is a merchant payout; now you have duplicate entries. Learning how to unmatch a transaction in QuickBooks Online is the first step to correcting this, but preventing the error is even better.
Matching connects two entries, but reconciliation locks an entire period. Mixing up these processes can lead to costly errors. Manual entry is a common cause of mismatches; automation through tools like Webgility can reduce these errors upstream.
Suggested Read: Manual Product Matching in Webgility
Unmatching a reconciled transaction can break your month-end close and create reporting errors.
Reconciliation in QuickBooks means verifying that your account balance matches your bank statement for a specific period. Once you reconcile (for example, March 1–31), QuickBooks locks that period to preserve the integrity of your financial records.
If you unmatch a transaction from a reconciled month, you risk breaking that lock. For instance, if you reconcile your checking account for March with a $50,000 balance and later unmatch a $500 deposit, your QuickBooks balance drops to $49,500 while your bank statement remains at $50,000.
This discrepancy breaks your reconciliation and can create compliance risks if you have already filed taxes or shared financials.
Safe unmatching windows:
Before you learn how to unmatch a transaction in QuickBooks Online, ensure you are not disturbing a closed period.
Unmatching can fix matching mistakes, but it often introduces new problems if you do not fully understand the impact.
The most common reasons for unmatching reveal deeper workflow issues:
Each of these scenarios points to a fundamental problem: manual processes create the very errors that unmatch tries to fix. But the solution often makes things worse.
You unmatch a reconciled Amazon payout because the fees appear incorrect. Now QuickBooks shows $5,000 in unmatched entries that require manual re-sorting and re-categorization.
This cleanup often takes more time than the original error. Understanding how to unmatch a transaction in QuickBooks Online properly can save you from this chaos.
Real-time order sync and automation platforms like Webgility reduce the need to unmatch by posting orders accurately the first time.
Unmatching a transaction often creates new review work and can disrupt previously balanced books.
When you unmatch, QuickBooks breaks the connection between the bank and QuickBooks entries. Both transactions return to “For Review” status. If the transaction was part of a reconciled period, that period may now be out of balance.
Financial reports can shift if revenue, expenses, or COGS are affected.
Multi-currency and B2B scenarios can multiply these consequences. Unmatching foreign exchange transactions shift currency gains or losses. Additionally, unmatching customer invoices affect accounts receivable aging reports.
Businesses using automation report fewer manual reconciliation errors because they eliminate manual entry at the source, preventing the need to know how to unmatch transactions in QuickBooks Online, which is a frequent source of errors.
To unmatch a transaction, follow these steps in the Banking tab or Chart of Accounts.
Note: The QuickBooks Online mobile app may have different navigation or limited unmatching options. Always confirm steps in the latest app version.
Use the Banking page for most bank feed matches. Use the Chart of Accounts for transactions linked through journal entries or more complex scenarios.
This covers the technical side of how to unmatch a transaction in QuickBooks Online, but knowing when to do it is just as important.
Always involve your accountant for reconciled or complex transactions, and maintain a clear audit trail.
Platforms like Webgility provide detailed logs of unmatches and rematches for easier review and compliance.
The best way to avoid unmatching is to prevent mismatches with real-time automation.
Case study: Epic Mens, a multi-channel retailer, reduced manual errors by 90% and eliminated unmatching after adopting Webgility’s real-time sync, saving over 80 hours per week.
Automation ensures every order, payout, and fee is posted accurately, so you spend less time fixing errors and more time growing your business. You won't need to constantly search for how to unmatch a transaction in QuickBooks Online if the data is correct from the start.
Proactive review and documentation make unmatching safer and more efficient.
Tips for safer unmatching:
A disciplined review process and clear documentation help maintain accuracy, even when manual unmatching is necessary. Mastering how to unmatch a transaction in QuickBooks Online is a valuable skill, but automation makes it rarely needed.
Unmatching transactions in QuickBooks Online is sometimes necessary, but it comes with risks that can disrupt your books. By understanding the mechanics, consulting your accountant, and using automation, you can keep your books accurate and avoid most unmatching headaches.
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You can rematch the transaction if the correct entry still exists in your bank feed or QuickBooks. Double-check for duplicates before proceeding.
Unmatching reconciled transactions are risky and can break your books. Always consult your accountant before making changes to reconciled periods.
Unmatched transactions return to “For Review” status and do not change your account balance until they are re-categorized or matched again.
Use automation and order sync tools to reduce manual entry errors and prevent mismatches before they happen. Knowing how to unmatch a transaction in QuickBooks Online is useful, but avoiding the error is better.