In this article, let's talk about the different reasons why duplicate transactions form in your QuickBooks Online account and discuss some best practices to help prevent the formation of duplicate transactions.

If you have an active bank feed with your QuickBooks Online account and are also simultaneously exporting Credit Card Expenses from Expense Management, there is a possibility for duplicate transactions to be created in QuickBooks Online. Here are some of the reasons for this to happen.

Bank feed transactions are categorized before the transactions from Expense Management are imported to QuickBooks Online.

If you have rules set up in QuickBooks Online to auto-categorize transactions based on vendors or amounts then QuickBooks Online will fail to detect the transaction flowing from Expense Management as a match and this will lead to a duplicate transaction being created.

The same issue could occur even if you do not have rules in QuickBooks Online to categorize transactions automatically but are manually categorizing a bank feed transaction before the same transaction from Expense Management is imported to QuickBooks Online.

If the Credit Card Expenses (Categorized) from Expense Management are getting imported to QuickBooks Online before the transactions from the bank feed can hit QuickBooks Online, the system will fail to detect a match between both transactions thus causing duplicates to form.

Now, let's talk about some best practices we recommend to prevent any duplicate transactions from getting created in QuickBooks Online.

Disable any existing rules set up on QuickBooks Online to auto-categorize the bank feed's transactions and also refrain from manually categorizing the bank feed's transactions.
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To disable rules present in QuickBooks Online, follow these steps:

Ensure that the transactions from the bank feed are imported to QuickBooks Online before exporting the transactions from Expense Management.

QuickBooks Online suggests a match between two transactions based on the Amount, Spend Date, and Vendor details. Prevent editing the Credit Card Expenses on Expense Management and ensure that the expense details in Expense Management are consistent with the actual transaction so that QuickBooks Online can detect a match.

You may refer to this article to learn how to match Corporate Credit Card Expenses exported from Expense Management with Bank Feed in QuickBooks Online.

If you have any more questions, feel free to reach out to our support team at support@capitalone-fylehq.com.