The Deposit Detail Report in QuickBooks Online

The Deposit Detail report lists each bank deposit along with the individual payments that were grouped into it. When several customer payments are deposited to the bank together, one lump sum shows up on the bank statement, and this report breaks that single deposit back into the payments and amounts that made it up. It is the report to reach for when you need to trace income into the bank.

What the Deposit Detail shows

For each deposit, the report shows the date and the account the money went into, and beneath it the payments that made up the deposit, each with the name, the payment method, and the amount, followed by the deposit total. So a deposit that combined three customer payments appears as those three lines under one heading. That structure is what lets you match a single figure on your bank statement to the payments behind it.

Driven by the date range

The main control on the Deposit Detail report is the date range you set. It lists the actual deposits recorded in the window you choose, so a full-history export means setting the period to All Dates. You can narrow it to a single bank account when you want to review the deposits into one account.

Why a CPA or auditor asks for it

It is the practical way to reconcile deposits to the bank and to trace where income came from. A CPA or auditor can use the Deposit Detail to confirm that a lump sum on the bank statement matches the payments recorded against it, to see which customer payments landed in a given deposit, or to support reported revenue in a review. It pairs with the General Ledger: the ledger shows the balance in each account, while the Deposit Detail shows how the money reached the bank in the first place.

How to run and export the Deposit Detail in QuickBooks Online

1. Go to the Reports menu and type "Deposit Detail" into the report search box, then open it.
2. Set the report period. For a complete archive, choose All Dates rather than a single year.
3. To focus on one account, use the report's customize or filter option to limit it to a single bank account.
4. Use the export control at the top of the report to export it to Excel or PDF. The file downloads to your computer.

A full-history Deposit Detail can be long, so the Excel export is usually easier to work with than a PDF. Our guide to exporting all your data from QuickBooks covers how deposit-level detail fits with the other records worth keeping before you cancel.

Keeping the Deposit Detail after you cancel

We include this report in your Books Backup archive on request, and you can also export it yourself before you cancel. Either way it is worth having, because a cancelled paid QuickBooks Online company stays read-only for 12 months and is then permanently deleted, a trial only 90 days, and the IRS generally expects business records to be kept for at least three years, and longer in some situations. The record of what made up each deposit is what lets you trace income back to its source years after the company is gone.

Frequently asked questions

What does it mean that a deposit is "made up of" several payments?

In QuickBooks you can group multiple received payments into one bank deposit, which is how they clear the bank as a single amount. The Deposit Detail lists each of those grouped payments under its deposit, so you can see the parts behind the total.

How is it different from the Check Detail?

They are opposite sides of your bank activity. The Deposit Detail follows money coming in and the payments that made up each deposit, while the Check Detail follows money going out and the accounts each payment hit.

Does the report include my receipts and attachments?

No. It shows the deposits and the payments behind them, but any receipts or documents attached to those transactions are stored separately, and QuickBooks' own export separates those files from their transactions. Keeping each attachment tied to its transaction is part of what a complete archive preserves.