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How to Record Bank Fees in QuickBooks

· 6 min read
Debits

Introduction​

Bank fees are common expenses for most businesses. They include charges such as service fees, overdraft fees, wire transfer fees, and others that banks charge for various transactions. Recording these fees accurately in QuickBooks is essential for maintaining precise financial records and understanding your true financial picture. This guide will walk you through the steps to record bank fees in QuickBooks, ensuring your books stay up-to-date.

Why Record Bank Fees in QuickBooks?​

  1. Accurate Financial Statements: Bank fees are part of your business expenses and must be recorded to reflect true financial health.
  2. Tax Deductions: Many bank fees are tax-deductible, so recording them helps reduce your taxable income.
  3. Clear Cash Flow Management: Tracking bank fees gives you a clear understanding of your cash flow and bank charges.

Step-by-Step Guide to Recording Bank Fees in QuickBooks​

Step 1: Go to the Banking Section​

  1. Log into QuickBooks: Open QuickBooks Desktop or QuickBooks Online and log in to your account.
  2. Navigate to the Banking Section:
    • In QuickBooks Online, go to the + New button on the left-hand side and select Expense.
    • In QuickBooks Desktop, go to Banking in the top menu and select Write Checks or Enter Expenses.

Step 2: Select the Bank Account​

Choose the bank account from which the fee was deducted. This account should match the one where the fee appears on your bank statement.

  1. Choose the Bank Account: Select the bank account related to the bank fee.
  2. Enter the Date of the Transaction: Use the same date as shown on your bank statement for easy reconciliation.

Step 3: Enter Expense Details​

Now, you need to provide details about the bank fee to accurately record it in QuickBooks.

  1. Enter Payee: If your bank is set up as a vendor, select it as the payee. Otherwise, type in the name of your bank.

  2. Select Category/Account: Choose Bank Fees as the expense category. If this category doesn’t exist, you may need to create a new expense account for bank fees.

    • Account Type: Select Expenses.
    • Detail Type: Choose Bank Charges or similar.
    • Name: Enter "Bank Fees" for clarity.

  3. Add Description (Optional): Add a description of the fee, such as “Monthly service charge” or “Wire transfer fee” for easier tracking.

  4. Enter the Amount: Input the exact fee amount shown on your bank statement.

  5. Memo (Optional): You may add a memo for further details about the transaction.

Step 4: Save the Transaction​

After entering all the necessary details, save the transaction to record the bank fee.

  1. QuickBooks Online: Click Save and Close to save the expense.
  2. QuickBooks Desktop: Click Save & Close to complete the entry.

Step 5: Reconcile Bank Fees During Bank Reconciliation​

When you reconcile your bank account in QuickBooks, verify that the bank fees are reflected correctly. This ensures your books match your actual bank statements.

  1. Go to Reconcile:

    • In QuickBooks Online, go to the Accounting tab and select Reconcile.
    • In QuickBooks Desktop, go to Banking > Reconcile.

  2. Select Your Bank Account: Choose the bank account you want to reconcile.

  3. Match Bank Fees: Make sure the bank fee transactions in QuickBooks match those on your bank statement.

If all transactions, including bank fees, match the statement, complete the reconciliation process.

Alternative Method: Use Bank Feeds to Record Bank Fees Automatically​

If you have enabled bank feeds in QuickBooks, you can import bank transactions directly, including bank fees. This feature allows QuickBooks to recognize and categorize bank fees automatically.

Steps to Use Bank Feeds​

  1. Enable Bank Feeds: In QuickBooks Online, connect your bank account to enable bank feeds. For QuickBooks Desktop, go to Banking > Bank Feeds > Set up Bank Feeds for an Account.
  2. Review Bank Transactions: Go to the Banking tab in QuickBooks Online or the Bank Feeds Center in QuickBooks Desktop.
  3. Categorize Bank Fees: When QuickBooks imports transactions, find the bank fee and categorize it under Bank Fees or Bank Charges.

Tip: Double-check the categorized bank fees to ensure accuracy, as QuickBooks might occasionally miscategorize certain charges.

Creating a Recurring Bank Fee Expense​

If you incur the same bank fees every month (e.g., monthly maintenance fees), you can set up a recurring expense in QuickBooks to save time.

  1. Go to Recurring Transactions:

    • In QuickBooks Online, go to Settings (Gear Icon) > Recurring Transactions.
    • In QuickBooks Desktop, go to Lists > Memorized Transaction List.

  2. Create a New Recurring Expense: Select New, choose Expense as the type, and fill in the details.

  3. Enter Bank Fee Details: Provide the payee, bank account, category (Bank Fees), and amount.

  4. Set the Frequency: Choose the frequency (e.g., monthly) and set the start date.

  5. Save: Click Save Template to enable the recurring expense.

Tips for Recording Bank Fees in QuickBooks​

  1. Use Specific Accounts: Always record bank fees under a dedicated Bank Fees expense account for clear reporting.
  2. Review Bank Fees Monthly: Check your bank statement each month to confirm that all fees are recorded in QuickBooks.
  3. Utilize Bank Rules (QuickBooks Online): In QuickBooks Online, set up bank rules for automatic categorization of recurring fees, making the process faster and more accurate.

Common Types of Bank Fees to Record​

  1. Monthly Maintenance Fees: Fees charged by the bank for maintaining an account.
  2. Overdraft Fees: Charges for overdrawing an account.
  3. Wire Transfer Fees: Fees associated with sending or receiving wire transfers.
  4. ATM Fees: Charges for ATM transactions outside your bank’s network.
  5. Foreign Transaction Fees: Charges for foreign currency transactions.

Troubleshooting Issues with Bank Fees in QuickBooks​

Issue: Bank Fee Not Showing in Reconciliation​

  • Solution: Double-check that the bank fee was recorded on the correct date and is categorized under the correct account.

Issue: Incorrect Bank Fee Amount Entered​

  • Solution: If you entered the wrong amount, locate the transaction in QuickBooks, select Edit, and update the amount to match your bank statement.

Issue: Bank Fee Category Not Available​

  • Solution: If you don’t see a Bank Fees category, go to your Chart of Accounts, create a new expense account, and name it “Bank Fees” or “Bank Charges.”

Conclusion​

Recording bank fees accurately in QuickBooks is essential for maintaining clear and precise financial records. By following these steps, you can ensure that every bank-related charge is accounted for, aiding in bank reconciliation, cash flow management, and financial reporting. Additionally, setting up recurring expenses and using bank feeds can simplify the process, saving you time and improving efficiency.

Regularly reviewing and recording bank fees ensures that you have a comprehensive view of your business expenses, helping you make informed financial decisions and maintain a healthy financial outlook.