Skip to main content

Reconcile Workspace

The Reconcile Workspace is a reconciliation tool for one clearing account, such as Shopify, Stripe, Square or Amazon, used instead of a spreadsheet. It shows every QuickBooks Online or Xero line on the account, adds Bookkeep's source and sales date to each one, and links each line to the entry in Bookkeep and in your accounting platform.

Use it to:

  • Match sales to payout deposits by sales date, even when the deposit lands days later or in the next month.
  • Find entries that don't belong in the account, such as manual journal entries or transfers.
  • Tie the ending balance to QuickBooks or Xero.

Open a workspace​

  1. In Reports, open the Reconcile Balance Sheet (QuickBooks) or Xero Balance Sheet.
  2. QuickBooks: click the account's amount, then Reconcile Workspace. Xero: use the Reconcile Workspace panel.
  3. Choose a Start Date and End Date, click Create Workspace, and Open it once it's built (a few minutes for a busy account).

The workspace is a snapshot from when it was built. Its link opens without signing in, so it can be shared with your bookkeeper, and it expires after 30 days without a visit. For fresh data, create a new workspace; check-offs and notes don't carry over.

How matching works​

Increases are on the left and decreases on the right. Check lines off as you match them: Difference is the net of everything you've checked, and turns green at 0.00 when the checked sales and deposits cancel out.

Deposits are matched by the date of the sales they settle, shown in the from column, not by the date they were posted. So the workspace:

  • includes deposits posted up to 10 days after the End Date when they settle sales inside the range;
  • leaves out deposits posted inside the range that settle sales from before the Start Date, which belong to the previous period.

Find what doesn't match​

  • Go day by day. Enter a date at the top to show that day's sales and the deposits that settle them. Check both sides; if Difference isn't 0.00, the gap is usually fees, refunds, a deposit covering several days, or one still to come.
  • Hide what's done. Click Unchecked above each grid.
  • Find entries that don't belong. In the template list above a grid, choose only Non Bookkeep Entry to see lines Bookkeep didn't post.
  • Check one source at a time by choosing a single template, such as Stripe Payout.
  • Find deposits with no sales date. A blank from can't be matched automatically; open the line to read its memo.
  • Search amounts without the thousands separator: 1234.5, not 1,234.50.

Add a note to anything you can't resolve yet; noted lines turn yellow.

Tie the ending balance to QuickBooks or Xero​

The ending balance is the opening balance plus every line posted from the Start Date to the End Date. That includes deposits for earlier sales, and excludes deposits posted after the End Date. Compare it with the account on your balance sheet as of the End Date. Day Balance shows this posting-date balance for each day, and the CSV runs it down every line.

Month Balance is a different view: it restates each month by sales date, so a deposit on 2 October for September sales counts toward September. Use it to see which month's sales are still unpaid, not as the ledger balance.

Once sales and deposits are matched, what's left in the balance is money still in transit plus anything to fix.

With the AI assistant​

Ask Bookkeep's assistant to "reconcile my Shopify clearing account for September". It builds or reuses the workspace, lists the sales days that don't match and the likely causes, checks the ending balance against your balance sheet, and gives you the workspace link to review the same lines yourself.

For the reconciliation method in general, see How to Reconcile a Balance or Clearing Account.