QuickBooks doesn't match your POS report, or PDI says one number and QuickBooks Online says another. Neither is necessarily wrong. This page explains why, how to find the gap, and how QuickBooks reconciliation, and our PDI QuickBooks reconciliation, makes your books trustworthy.
Works with your POS, back-office & accounting stack
PDI and QuickBooks Online are built to answer different questions, so their totals will not always agree. PDI tells you what the store did. QuickBooks tells you what is owed, what was earned and what is in the bank. When the numbers differ, the gap almost always has a specific, findable cause.
PDI totals sales. QuickBooks records income, liabilities, expenses and bank activity. Sales tax and lottery appear in PDI's total but are not income, so the two will never match unless someone separates them.
A sale happens today. The cash is deposited a day or two later, and card and fleet card money arrives after that, net of fees. Until it all lands, PDI and the bank will not agree, and QuickBooks sits between them.
Each PDI total has to be posted to one correct account. A department mapped to the wrong account, or a tender sent to the wrong place, posts the same error every day until someone finds it.
An import that failed, a day entered twice, or a correction in one system that was never made in the other will leave the two totals permanently apart.
Pick one day. Compare PDI's total, the amount posted in QuickBooks and the bank deposit. Which two agree, and which one does not, tells you where to look. The common causes below cover most cases.
We line PDI up against QuickBooks and the bank for the same days, so the first gap is found instead of guessed at.
Timing, mapping, a pass-through, a duplicate or a missing day. We name the cause for every difference.
We correct the mapping or the posting so the same difference does not return next month.
You get a short list of what we found and what to change at the store.
We start with the days where PDI, QuickBooks and the bank do not line up.
Sales, tenders, tax, lottery and fees are compared one line at a time across the three.
Each difference gets a cause: timing, mapping, a pass-through, a duplicate or a missing day.
The mapping or posting is fixed, and any missing or doubled days are cleared.
The corrected months are checked against the bank, and you get a short summary of what changed.
Report names and layouts vary with how your PDI is set up. These are the categories we compare.
They are collected for someone else. When they are posted as income, QuickBooks runs higher than the real sales.
Cash, card and fleet card money arrives on different days, so a comparison on the sale date will never tie.
The processor takes its fee before the deposit. If the fee is never booked, QuickBooks and the bank drift apart.
Payouts and amounts owed show in PDI but are left out of the books.
A day is posted twice or not at all after an import or a correction.
A department, tender or tax line is posted to the wrong account, so totals are right in total and wrong in detail.
You can see PDI and QuickBooks disagree, but not which one is right or why.
The bookkeeper posts the totals but does not check them against the bank, fuel or lottery.
Small differences repeat across stores, and the total gap grows quickly.
You do not need to know the cause. Finding it is our job.
A 30-minute call, then about 48 hours while we review your books. You get our findings and a plain explanation of how we would fix them.
If you go ahead, we correct the mapping and the postings and work through any backlog from the oldest affected month forward.
From then on, each month is reconciled and closed so the totals keep agreeing.
Fuel inventory, daily POS reconciliation, jobber statements and fuel versus store margin.
5 services →Car wash, lottery and ATM, vendor and DSD invoices, prepared food, shrinkage and more.
9 services →Fuel excise and motor fuel tax, multi-category sales tax, BSA/AML-aware books and entity tax.
4 services →Multi-location consolidation, store acquisitions and disposals, and loan and financing packages.
3 services →FAQ
Follow one day of sales from the register to PDI to QuickBooks Online, see where the numbers go missing, and how to check that all three agree.
Read more →Monthly bookkeeping for stores that run PDI: daily reconciliation, month-end close and PDI totals posted into QuickBooks Online.
Read more →A step-by-step month-end close checklist for a gas station running Verifone, PDI and QuickBooks Online.
Read more →Send us a day or a month and we'll show you where the three systems disagree.
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