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QuickBooks reconciliation services

QuickBooks reconciliation services

Every account tied to the statement.

QuickBooks reconciliation services compare your books to the underlying bank, credit-card and loan statements, identify what is causing the difference, correct it at the source, and bring each account to a zero difference. An account is not reconciled because the screen says so — it is reconciled when the balance can be explained from the statement and any unresolved item has a documented cause. Remote, fixed scope, quoted before work starts.

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Last reviewed October 2026 by a Certified QuickBooks ProAdvisor

What this page is based on: our reconciliation-first methodology and the reconciliation mechanics in QuickBooks itself

The reconciliation identity

The reconciliation identity, worked $48,905.10 Book balance LESS $694.55 Outstanding items = $48,210.55 Bank statement CHECKS + DEPOSITS STILL IN TRANSIT OUT BY 0.00 CAUSE CORRECTED
Read this as text

Book balance of $48,905.10, less $694.55 of items still in transit, equals the $48,210.55 bank statement. The difference is out by 0.00, so the account is reconciled. A worked, illustrative example.

A worked QuickBooks bank reconciliation: the book balance, less the items still in transit, equals the statement — and when the difference is out by 0.00, the account is reconciled for the period. Figures are illustrative.
  • Every account reconciled
  • Tied to the statement
  • One specialist — never a rotating pool

What bank reconciliation is in QuickBooks

In QuickBooks, bank reconciliation is the check that every transaction in an account matches the bank's own record for the period — so the ending balance in your books ties exactly to the statement, with nothing missing, doubled, or invented.

The mechanics are an identity: your book balance, less the items still in transit — checks written but not yet cashed, deposits not yet posted — equals the statement balance. Reconciliation lists those outstanding items, applies them, and confirms the two sides agree. When the difference is zero, the account is reconciled for that month.

This is not the same as a matched bank feed. The feed imports transactions and pairs them with entries, but a fully matched feed can still hide a duplicate, a deleted transaction, or a wrong date. Reconciliation is the deliberate proof a feed can't give on its own — the concept is set out in full in what bank reconciliation is.

Who needs QuickBooks bank reconciliation done for them

Reconciliation done for you makes sense when your reports no longer match the bank, your accountant wants reconciled books before a return, or months of un-cleared transactions have piled up — any case where the numbers must be proven rather than assumed.

A file that won't reconcile usually looks like one of these:

  • A business several months or years behind, where the feed matched but no account was ever reconciled — usually a catch-up as much as a reconciliation.
  • An owner handed a file by a departed bookkeeper who reconciled the checking account but never the credit cards.
  • A company whose CPA won't file a return until every account ties to a statement.
  • A file heading into a sale, a loan application, or an audit, where the balance sheet has to hold up to scrutiny.
  • Anyone whose QuickBooks balance and actual bank balance simply don't agree, and who wants to know exactly why.

How we reconcile every account

We reconcile the way an accountant does: one account at a time, one statement at a time. We clear what has cleared, chase what hasn't, correct duplicates and wrong dates at the source, and drive each period's difference to zero.

For each account we pull the real statement, match every cleared item, then isolate whatever is left over. A stubborn difference is almost always one of three things — a duplicate, a deleted or altered transaction, or a wrong opening balance — and we find which, rather than forcing the books to balance with a plug. Every correction is traced to its source and written down, so the reconciliation holds up if anyone looks. The full method is documented in the reconciliation reference.

The free review runs on view-only access; if you hire us, the work uses QuickBooks' accountant access to make and log every correction — never your bank logins. Desktop runs by screen-share or a hosted copy of the file, and nothing changes until you approve a scope in writing.

How it goes

Four steps, backlog to reconciled

A reconciliation project is usually planned at one to two weeks: a free review to scope every account, statements gathered, each account tied to its statement until the difference is zero, then a documented hand-back; your written scope sets the finish date.

  1. Free review

    Day 0

    View-only look at the file; we list every bank, card, and loan account and quote a fixed fee.

  2. Gather statements

    Days 1–2

    Collect a monthly statement for every account in scope, and flag any month that's missing one.

  3. Reconcile

    Days 3–8

    Clear items, fix duplicates, and tie each account to the statement until the difference is zero.

  4. Hand back

    Day 9

    A reconciliation report for every account, a written summary, and a written note of how to keep it that way.

Illustrative day numbers. Your written scope sets the schedule.

See how it works

What you get when the work is done

You get a reconciliation report for every account, each period's difference at zero, a written summary of what we found and fixed, and a written note of how to keep it that way — books you can hand to a tax preparer without a caveat.

  • A QuickBooks reconciliation report for every account, for every period in scope.
  • Each account's ending balance tied to the statement, with the difference at 0.00.
  • A written list of the duplicates, missing items, and corrections we made.
  • Any month a statement genuinely couldn't be found, flagged in writing rather than guessed.
  • A live call to review it, and the file left ready to file — or to keep reconciled every month as a month-end close.

What it costs

What QuickBooks bank reconciliation costs

QuickBooks bank reconciliation is priced by the number of accounts and the number of months in scope, fixed after a free view-only review — never billed by the hour. The starting floors below become exact numbers before any work starts.

Bank reconciliation pricing
EngagementStarting pricePlanned timelineWhat's included
Per-account reconciliationFrom $1,5002–5 daysOne bank or credit-card account tied to the statement, back through the months you name.
Full multi-accountCustom fixed quote1–2 weeksEvery bank, card, and loan account in the file reconciled and documented.
Reconcile + monthlyFrom $400/moOngoingClear the backlog, then keep every account reconciled each month.
Get your exact quote

What moves the price

  • How many accounts — each bank, card, line of credit and loan ties to its own statement and is its own piece of work.
  • How many months are in scope, and whether an earlier period has to be proven before the ones you care about.
  • Transaction volume. A busy account for six months can outweigh a quiet one for two years.
  • Whether the statements are already to hand, or have to be gathered before a month can be tied.
  • What the difference turns out to be — a single duplicate resolves quickly; a beginning balance broken by an edited prior period has to be traced to its source.
  • Account type. Loans need their principal and interest split checked; processors like PayPal and Stripe need fees, refunds and holdbacks untangled before deposits agree.

The floors above are published starting points, not a quote for your file. If one account is wrong you may not need a full cleanup at all — the free review identifies the actual scope and says so when the smaller job is the honest one.

When a reconciled month breaks: QuickBooks' own tools

The hardest reconciliation job is not this month; it is a month that tied once and now doesn't. QuickBooks Online has two tools for it. The reconcile screen — All apps → Accounting → Reconcile — shows an alert when the beginning balance is off, and its link opens the Reconcile Discrepancy Report, which Intuit says "lists what changed, how it affected your balance, and what you can do to fix each item" (Intuit, updated September 2026, checked October 2026). Intuit's own caution is to fix only changes made in error and to check with your accountant before touching a reconciled period. When a period has to be redone from scratch, a primary admin or the accountant can undo the reconciliation from History by account. We work those tools in that order, write down every item we change, and re-reconcile every month after the break, because one changed transaction moves every ending balance that follows it.

Edge cases we handle

Reconciliation is rarely tidy. Missing statements, years of backlog, credit cards and loans, PayPal and Stripe, foreign-currency accounts, and a beginning balance that won't agree are the usual complications — each has a defined way through.

Reconciled vs. un-reconciled

One account, before and after reconciliation BEFORE · UN-RECONCILED Book balance $52,140.00 Bank statement $50,935.70 Difference $1,204.30 UNEXPLAINED — UNPROVEN RECONCILE AFTER · RECONCILED Book balance $50,935.70 Bank statement $50,935.70 Difference $0.00 TIED TO STATEMENT
Read this as text

Before reconciliation, an account's book balance of $52,140.00 sits $1,204.30 above the $50,935.70 statement — an unexplained, unproven difference. After reconciliation, a duplicate is removed, both balances read $50,935.70, and the difference is out by 0.00, tied to the statement. A worked, illustrative example.

The same account before and after: an unexplained $1,204.30 gap between the books and the statement, driven to 0.00 once the duplicate is found — the difference between matched and reconciled. Figures are illustrative.
  • Missing statements. We tell you exactly which months and accounts are missing one; most banks let you download them in minutes. Where a statement truly can't be found, we reconcile to a closing balance you can verify and note it in writing.
  • Many months, or years. A long backlog is scoped as catch-up bookkeeping — the number of accounts and the transaction volume drive the timeline, not the calendar.
  • Credit cards, loans, PayPal, and Stripe. Cards and lines of credit reconcile to their statements like a bank account; loans get their principal and interest split checked; PayPal and Stripe reconcile to the processor's payout and balance reports, with fees and holdbacks untangled so deposits match.
  • Foreign-currency accounts. We reconcile in the account's own currency first, then check the QuickBooks home-currency revaluation, so the balance sheet is right in dollars.
  • Beginning-balance mismatches. The classic account that won't reconcile: a prior period was changed, a transaction deleted, or the opening balance entered wrong. We find the break and fix it at the source rather than plugging it.

Why it matters

Reconciled vs. un-reconciled books

A reconciled account proves every report that touches cash; an un-reconciled one leaves the balance sheet, the cash-flow statement, and the P&L unverified. The gap shows the moment a lender or a preparer looks.

Reconciled vs. un-reconciled books
ReconciledUn-reconciled
Reports tie to the bank
Duplicates and doubled entries caught
Ready to hand to a tax preparer
Audit trail you can defend
VerdictReports rest on real cashReports rest on a guess

How we're different

How we're different from a bank feed or a big firm

A bank feed matches transactions but never proves the balance; a big firm hands your file to a rotating pool. We reconcile every account to the statement, and the same hands that scope your file do the work, start to finish.

Our reconciliation service vs. DIY vs. a bank feed alone
Our serviceDIY in QuickBooksBank feed only
Every account tied to the statementIt depends
Duplicates and missing items caughtIt depends
Difference driven to 0.00 and documentedIt depends
Credit cards, loans, PayPal, and Stripe includedIt depends
Reconciliation report for a tax preparerIt depends
One specialist does the work, start to finish
VerdictProven to the statementRight if you have the timeMatched, never reconciled

The honest line is the one on the table: a matched feed and a reconciled account are not the same thing, and no amount of automatic matching closes the gap. If you're tempted to skip the step entirely, read what actually happens when QuickBooks goes unreconciled — and if you'd rather see where your file stands first, a free review will tell you which accounts are actually reconciled and which only look it.

How each reconciliation is documented

  • Who’s responsible for your file

    A Certified QuickBooks ProAdvisor handles your file from the review through the corrections to the hand-back — the same person throughout, never a rotating pool.

    About QBSpecialist
  • Sample reconciliation workpaper — an illustrative bank reconciliation for Sample Company LLC: statement balance and timing items to the adjusted bank balance, compared with the books, at a zero difference. Marked SPECIMEN, not a real client document. Columns: Item, Ref, Amount. Rows: Balance per bank statement, Bank 03-31, $48,600.00; Plus deposit in transit, Dep 03-31, $2,400.00, ticked; Less outstanding checks, #1043, #1044, ($1,400.00), ticked; Adjusted bank balance, $49,600.00; Balance per books, Ledger 03-31, $49,600.00, ticked. Result: Adjusted bank = books, difference 0.00.Illustrative example — not a client file.

    Sample reconciliation report

    The exact report you receive for each account, with the difference driven to zero.

  • Our methodology

    Every account tied to the statement, and every correction shown. Read exactly how it works.

    Read the full method

  • Security posture

    View-only access for the free review, QuickBooks' accountant access for the work itself — never your bank logins — and nothing changed until you approve a scope.

When not to hire us

If you have a single account, you're only a month or two behind, and every statement is already in hand, you probably don't need us — QuickBooks' built-in reconcile tool will get you there in an afternoon.

Reconciliation is a skill, not a secret. If the scope is small and the statements are handy, follow how reconciliation works and do it yourself — that's the right call, and we'll say so. The bank reconciliation checklist walks each account statement by statement, and the reconciliation workpaper template gives you the same working paper we use to document the result. Where we earn a fee is the harder cases: several accounts, a real backlog, credit cards and loans that were never touched, or a difference that simply won't resolve. Not sure which you are? The bookkeeping health score takes a few minutes and tells you whether this is a DIY afternoon or a job worth handing over.

Remote-first, nationwide

Mon–Sat · 8am–6pm CT

We work entirely remote — view-only access for the free review, QuickBooks' accountant access for the reconciliation itself, every change visible to you in the audit log, and every account documented in writing.

Questions about bank reconciliation

How many months will you reconcile?

As many as you need — a single month or several years. We scope the number of months and accounts after a free view-only review, then commit to a fixed fee and a timeline before any work starts.

Isn't the bank feed the same as reconciliation?

No. The bank feed imports and matches transactions, but a matched feed can still hide duplicates, missing items, or wrong dates. Reconciliation proves the account against the actual statement and drives the difference to zero — the feed cannot do that on its own.

What if I don't have all the statements?

We tell you exactly which months and accounts are missing statements, and most banks let you download them in a few minutes. Where a statement truly can't be found, we reconcile to a closing balance you can verify and note it in writing.

Do you reconcile credit cards and loans too?

Yes. Credit-card, line-of-credit, and loan accounts reconcile to their statements the same way bank accounts do. Loans also get their interest and principal split checked, so the balance sheet matches what you actually owe.

What does a reconciled account actually prove?

That every transaction in QuickBooks for that account matches the bank's record for the period, with nothing missing, doubled, or invented. The ending balance ties to the statement, so any report built on that account rests on real cash.

What happens after you reconcile?

You get a reconciliation report for every account, a written summary. If you want it kept that way, we can reconcile every account each month as part of a monthly close.

Do you reconcile PayPal, Stripe, and Shopify Payments?

Yes. Payment processors reconcile to their own payout and balance reports the same way a bank does. We untangle the fees, refunds, and holdbacks the processor nets out, so the deposits recorded in QuickBooks match what actually hit your bank.

My beginning balance won't match — can you fix that?

Yes, and it's one of the most common reasons a file lands here. A beginning-balance mismatch means a prior period was changed, a transaction was deleted, or the opening balance was entered wrong. We find the break and correct it at the source, rather than forcing it with a plug.

How do you access my file, and is my data safe?

The free review runs on view-only access; if you hire us, the reconciliation uses QuickBooks' accountant access to make and log every correction — never your bank logins. Nothing in the file changes until you approve a written scope.

What if a month I already reconciled no longer ties?

Something reconciled was changed, deleted or unreconciled after the fact. In QuickBooks Online, the reconcile screen flags a beginning balance that is off and links to the Reconcile Discrepancy Report, which, Intuit says, lists what changed and how to fix each item. Intuit's caution is to fix only changes made in error, and a primary admin or your accountant can undo a whole reconciliation from History by account if it has to be redone.

Do you work in QuickBooks Online and Desktop?

Both. Online through QuickBooks' accountant access, with every correction logged; Desktop through screen-share or a hosted copy of the file. If you're moving from Desktop to Online, we can reconcile first and migrate a clean file after.

Related fixes that surface during reconciliation: the Opening Balance Equity fix, accounts receivable cleanup, audit-ready books, and year-end cleanup.

Keep going

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Describe the file and a specialist will tell you which of these you are dealing with — including when the answer is that you don't need us.

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