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Match customer payments to open invoices

Match bank deposits to open invoices without working row by row. You export the bank file and the QuickBooks open invoices file, then the workflow flags each payment.

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Someone typed

“match the bank deposits to our quickbooks open invoices by customer and amount, show every bank row with Agrees for clean matches, Duplicate for repeat payments, Short pay when it’s under, and No match for the rest, plus any unapplied amount”

The agent read it as

match the Bank deposits and payments to our QuickBooks open invoices by customer and amount, show every bank row with Agrees for clean matches, Duplicate for repeat payments, Short pay when it’s under, and No match for the rest, plus any unapplied amount

What the agent built

4 steps, each one an ordinary Mammoth step you can open and change.

File

QuickBooks open invoices

CSV export · 14 rows

File

Bank deposits and payments

CSV export · 16 rows

Step

Normalize invoice keys

Step 1

Step

Extract bank keys

Step 2

Join

Bring invoice details

15 of 16 paired

Step

Flag payment status

Step 4

Result

Bank invoice flags

16 rows · 4 flagged

Schedule

Runs when you say

Proposed

File
QuickBooks open invoices
CSV export · 14 rows
File
Bank deposits and payments
CSV export · 16 rows
Step
Normalize invoice keys
Step 1
Step
Extract bank keys
Step 2
Join
Bring invoice details
15 of 16 paired
Step
Flag payment status
Step 4
Result
Bank invoice flags
16 rows · 4 flagged
Schedule
Runs when you say
Proposed

Checked on the sample files: every step ran, 16 rows came out, and the join paired 15 of 16 rows.

Download QuickBooks open invoices sample (14 rows)QuickBooks Online: Sales > Invoices > Filter Status = Open > Export to CSV
Download Bank deposits and payments sample (16 rows)Bank portal: Transactions > Deposits and Payments > Export CSV

What you get back

The result of that run, the rows to look at first.

Bank invoice flagsSample data16 rows

12 agrees2 duplicate1 short pay1 no match

Date	Description	Amount	Balance	Reference	Invoice customer	Open balance	Status	Unapplied amount
2026-10-24	ACH from Northwind Services	610	29,880	BK-9015	·	·	No match	610
2026-10-14	ACH from Beacon Studio INV 1051	720	25,070	BK-9009	Beacon Studio	720	Duplicate	720
2026-10-15	ACH from Beacon Studio INV 1051	720	25,790	BK-9010	Beacon Studio	720	Duplicate	720
2026-10-23	ACH from Delta Works INV 1053	1,200	29,270	BK-9014	Delta Works	1,250	Short pay	50
2026-09-09	ACH from Atlas Office Supply INV 1041	950	18,540	BK-9001	Atlas Office Supply	950	Agrees	0
2026-09-13	ACH from Beacon Studio INV 1042	720	19,260	BK-9002	Beacon Studio	720	Agrees	0
2026-09-19	ACH from Cedar Market INV 1043	480	19,740	BK-9003	Cedar Market	480	Agrees	0
2026-09-23	ACH from Delta Works INV 1044	1,250	20,990	BK-9004	Delta Works	1,250	Agrees	0
2026-09-30	ACH from Echo Labs INV 1045	610	21,600	BK-9005	Echo Labs	610	Agrees	0
2026-10-03	ACH from Flux Health INV 1046	840	22,440	BK-9006	Flux Health	840	Agrees	0
2026-10-07	ACH from Harbor Co INV 1047	1,350	23,790	BK-9007	Harbor Co	1,350	Agrees	0
2026-10-10	ACH from Indigo Retail INV 1048	560	24,350	BK-9008	Indigo Retail	560	Agrees	0

16 rows in the result · 12 shown, problems first. Sample data: illustrative figures, not business results.

How do you match bank payments to open invoices?

Export bank deposits and payments from your bank, and export open invoices from QuickBooks. The workflow matches rows by customer and amount, then shows Agrees, Duplicate, Short pay, and No match, plus any unapplied amount. You can review the unmatched rows and any payment that does not fully clear an invoice.

How it works

How to use the Bank invoice flags workflow

1Get early accessWe invite people in small batches, job by job. You'll land on this workflow, already built and checked on the sample files.
2Swap in your exportsUpload your own files as they come out of your tools. The agent checks the workflow on your rows.
3Change it in words, then turn it onSay what to change and see the new result before anything saves. Then choose when it runs.

Bank invoice flags: questions

What export should I use?

Use a bank export that includes deposits and payments, and a QuickBooks export of open invoices. The files need customer or account details and amounts so the workflow can compare them.

What happens to rows that do not match?

Rows that do not fit the rules are kept in the output. They are marked as No match, or as Short pay and Duplicate when they partly fit the rules.

How do I change the matching rules?

You change the rules in words, such as which fields to compare and what counts as a match. For example, you can match by customer and amount, then decide how to treat underpayments and repeat payments.