When Modisoft and QuickBooks disagree
A gap between Modisoft and QuickBooks is almost never one big error. It is usually a few small ones that add up. This page starts from what you see, lists the likely causes of each symptom and gives you a test order to find the gap quickly. We work from your reports, and we do not need your Modisoft login.
Works with your POS, back-office & accounting stack
Usually one of four things: a day posted twice or not at all, a department mapped to the wrong account, timing between the sale and the bank deposit, or sales tax and lottery counted as income. Count the days first, then compare income for one day with the Modisoft report.
By the FuelCFO team. Where this page describes a vendor's product, the details come from the vendor's own public descriptions and can change, so confirm them with the vendor. Figures in diagrams are illustrative.
Do not hunt for one big error. Name what you see, because each symptom points to a short list of causes. Report names depend on your Modisoft plan. We work from the reports Modisoft already produces, your statements and your QuickBooks Online file. We are not part of Modisoft or Intuit, we do not set up or change anything in either, and what your own Modisoft plan includes is something to confirm with Modisoft.
The bank received less than Modisoft said it should. Likely causes, most common first: card fees taken before the deposit, card batches that settle on a later day, a shortage in the drawer, or a day that is missing from the books. Test by comparing totals by the date the money reached the bank.
Income is bigger than Modisoft sales. Likely causes: sales tax or lottery posted as income, a day posted twice, or a refund not recorded. Check the liability accounts first, because that explains the most for the least work.
A single department or tender looks too high or too low while the total is fine. The likely cause is a department mapped to the wrong account, often after a department was renamed or added. Compare the Modisoft department list with your account map.
Count the days posted against the days Modisoft closed. A day posted twice inflates income by that day's sales. A day missing leaves a hole of the same size. This is the quickest test and the most common cause.
Lottery and sales tax belong in liability accounts. If their balances keep growing, or never agree with the lottery statement or the filing, something is being counted as income or a payment was not booked. See Modisoft lottery.
To work down the tests, go to the test table. To see how we repair the books, go to what we do. If a connection is part of the problem, read Modisoft QuickBooks sync not working. For the system-neutral version, see why QuickBooks does not match your POS report.
We work back to when Modisoft, the bank and QuickBooks stopped agreeing.
Missing, doubled, wrong account or timing, each with a reason.
Entries are corrected from that day forward, with a note of every change.
If a department changed, the account map is updated and written down.
A day count and bank match so a gap is found the month it happens.
Count the days posted against the days closed.
A missing or doubled day explains the most gaps for the least work. List every day with its posted total.
Do this before anything else.
Check that both sit in liability accounts.
If they sit in income, QuickBooks will be higher than Modisoft by exactly those amounts.
Compare their balances with the lottery statement and the tax filing.
Compare by the date the money reached the bank.
A sale on the 31st paid on the 2nd looks like a shortage if you compare by sale date.
If the gap disappears, nothing is broken.
Compare the processor statement with the fee expense.
A missing fee is a steady small gap.
Record fees from the statement if nothing else does.
Check one department or tender at a time.
A department mapped to the wrong account moves money between lines without changing the total.
Only do this if the earlier tests did not close the gap.
Fix entries from the first bad day and lock the period.
Keep a list of every change and why. Your CPA can follow it.
Add the monthly day count so the next gap is caught early.
Report names and settings depend on your Modisoft plan. If something is not offered, tell us and we will work with what you have.
The cause is usually several small ones.
Timing looks like a shortage.
The real cause stays hidden.
Reports already shared no longer match.
Each month is posted a little differently.
You want to find out when it started.
You want a clean explanation and a repair.
You want to check nothing broke.
Do not know when it started? That is fine. We find the first day the sources disagree.
A 30-minute call and about 48 hours of review, free, comparing a month of Modisoft reports with your QuickBooks file.
We walk forward from the last month that tied until the two first differ, then name the cause.
Entries are corrected openly, the bank is matched and the month is closed again.
Modisoft fuel differences traced to a grade, a delivery or a missing day.
5 services →Modisoft department and lottery gaps traced to the first day they appear.
9 services →Tax counted as income found and moved to the liability side.
4 services →A mismatch at one store separated from the rest of the group.
3 services →FAQ
More guides on the same system, or send us a day or a month for a free review.
A safe order for setting up the sync, what to map, and how to prove it is right.
Read more →The ways totals can move across, what to ask Modisoft, and what to check either way.
Read more →The usual causes by symptom, a test order to find the gap, and how to repair it.
Read more →Send us a day or a month and we'll show you where the three systems disagree.
Get started →See all Modisoft guides →| Every gas station software guide →
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