QuickBooks Reconciliation

Last updated: January 24, 2026

Overview

The Reconciliation Report helps you compare your Monk invoices and payments against QuickBooks to identify and resolve discrepancies before closing your books. This is essential for accurate month-end close and revenue recognition.

Accessing the Reconciliation Report

Navigate to Accounting > Sync and click Reconciliation Report

Selecting a Period

Use the month and year dropdowns to select the reconciliation period.

Understanding the Summary Cards

The report displays side-by-side summary cards comparing Monk and ERP (QuickBooks) data:

Monk Summary

Metric

Description

Total Payments Received

Sum of all payment allocations in the period

Total Invoiced

Sum of all non-draft invoices created in the period

ERP Summary

Metric

Description

Total Payments Received

Sum of all QuickBooks payments in the period

Total Open

Sum of open invoices in QuickBooks

Total Deposited (Bank)

Sum of bank deposits recorded in QuickBooks

Payment Received Comparison

The delta summary shows whether your totals match:

  • Green checkmark (✓ Match)

  • Orange value: Shows the difference that needs investigation

Understanding Discrepancies

Discrepancies are invoices where Monk and QuickBooks records don't match. Each discrepancy shows:

  • Monk card (left): Invoice number, customer, dates, and payment amounts from Monk

  • ERP card (right): Corresponding QuickBooks record (if any)

Filtering Discrepancies

Use the filter tabs to focus on specific discrepancy types:

  • All: Shows all discrepancies including hidden

  • Not Synced: Invoices that need to be synced to QuickBooks

  • Payment Mismatch: Synced invoices with different payment amounts

  • Hidden: Invoices or customers marked as unsyncable

Viewing Discrepancy Details

Click any discrepancy row to open the detail dialog with full information.

Monk Card Details

  • Invoice number and date

  • Invoice amount

  • List of payment allocations with dates and amounts

  • Synced Remote ID (if synced to QuickBooks)

  • Associated bank transactions

ERP Card Details

  • Document number and date

  • Invoice amount

  • List of QuickBooks payments

  • Open in ERP button to view directly in QuickBooks

Delta Summary

The bottom of the dialog shows:

  • Delta amount: The difference between Monk and QuickBooks payment totals

  • Description: Explanation of the discrepancy type

Resolving Common Discrepancies

Invoice Not Synced

Cause: Invoice was created in Monk but not pushed to QuickBooks.

Resolution:

  1. Go to Accounting > Sync

  2. Find the invoice in the sync review list

  3. Review and approve the invoice for sync

  4. Click Sync to QuickBooks

Payment Mismatch

Cause: The payment amount recorded in Monk differs from QuickBooks.

Possible reasons:

  • Payment was manually adjusted in QuickBooks

  • Partial payment recorded differently

  • Payment date falls in a different period

Resolution:

  1. Click the discrepancy to view details

  2. Click Open in ERP to review the QuickBooks record

  3. Determine the correct amount

  4. Update either Monk or QuickBooks to match

Hidden Discrepancies

Some discrepancies are hidden because the invoice or customer has been marked as unsyncable. This is useful for:

  • Test invoices that shouldn't sync to QuickBooks

  • Customers managed outside of Monk

  • Historical invoices that predate your integration

To view hidden discrepancies, click the Hidden filter tab.

Best Practices

  1. Reconcile monthly: Run the reconciliation report at the start of each month for the previous period

  2. Resolve before close: Clear all discrepancies before running month-end close

  3. Check cross-period items: Review cross-period badges to understand timing differences

  4. Use search: Filter by customer or invoice number to find specific records quickly