--- title: "Reconcile a Vendor Statement in QuickBooks Desktop" description: "Match a supplier statement to QuickBooks Desktop Pro, Premier or Enterprise: run Vendor Balance Detail and Unpaid Bills Detail, tick off each line and fix…" url: "https://mcc-solutionsnj.com/bookkeeping/guides/vendor-statement-reconciliation-quickbooks-desktop" --- QuickBooks Desktop # Vendor statement reconciliation in QuickBooks Desktop QuickBooks Desktop has no built-in statement-matching screen for vendors, but two reports do the job. The same steps work in Pro, Premier and Enterprise. [Free template](/bookkeeping/templates/vendor-statement-reconciliation-template)[Free books check](/bookkeeping/health-check) Want this handled for you? Monthly bookkeeping, cleanup and year-end close for small businesses. Start with a free health check of your books. [Free health check](/bookkeeping/health-check)[Get a quote](/bookkeeping/#interest) **Related:** [Trial balance explained](/bookkeeping/guides/trial-balance-explained) · [Owner contribution or loan](/bookkeeping/guides/owner-equity-and-capital-contributions) · [Closing entries and retained earnings](/bookkeeping/guides/closing-entries-and-retained-earnings) **Free tools:** [Early payment discount calculator](/bookkeeping/early-payment-discount-calculator) · [How many sales do I need to break even?](/bookkeeping/break-even-calculator) [![Intuit ProAdvisor Gold tier badge](/img/credentials/intuit-proadvisor-gold.png)](https://proadvisor.intuit.com/app/accountant/search?searchId=matthew-coleman77)Gold tier in Intuit's ProAdvisor program. [See my Intuit listing](https://proadvisor.intuit.com/app/accountant/search?searchId=matthew-coleman77) Keeping your own books? Tallyfinch does invoices, bank import and reports on your computer. [See Tallyfinch](/bookkeeping/mcc-books-downloadable-bookkeeping-software) ## The steps in QuickBooks Desktop - Open **Reports › Vendors & Payables › Vendor Balance Detail**. Set the date to the statement date and filter to the one vendor. This lists every bill, bill credit and payment that makes up the balance. - For what's still open, run **Reports › Vendors & Payables › Unpaid Bills Detail** as of the same date. Suppliers' statements usually list open items, so this is the closest match line by line. - To see which bill a credit or payment was applied to, double-click it in Vendor Balance Detail and press **Ctrl + H** for its transaction history. - If the two reports disagree with each other, look for unapplied bill credits or payments. Applying them to the right bills (Pay Bills, then Set Credits) usually clears it. - Export either report to Excel (the Excel button at the top of the report) and paste it next to the supplier's statement in the template to tick lines off. ## The reconciliation itself, in any program - Get the supplier's statement for the period, ideally as a PDF or spreadsheet, and note its closing balance and date. - Run the supplier's balance in your books as of the same date (the report for your program is below). - Tick off every invoice, credit note and payment that appears on both. What's left over is the difference to explain. - Sort the leftovers: invoices on their statement you never entered, payments you sent that they haven't applied yet, credits one side is missing, and duplicates. - Fix only what's wrong in your books (enter the missing bill, remove a duplicate), and ask the supplier about the rest in writing. - Note the reconciled balance and date, and keep the statement with your workpaper for the month-end file. **Free template:** paste your report and the supplier's statement side by side and the differences show up automatically. [Get the vendor statement reconciliation template](/bookkeeping/templates/vendor-statement-reconciliation-template) ## Common reasons the balances don't match in QuickBooks Desktop - Payments written with Write Checks instead of Pay Bills reduce the bank but don't close the bill, so the vendor balance stays too high. - With more than one accounts payable account (common in Enterprise files), filter the report to the right one, or the balance will include another account's bills. - Dates matter: a bill dated after the statement date won't be on their statement yet. ## Other programs - [MYOB AccountRight](/bookkeeping/guides/vendor-statement-reconciliation-myob-accountright) - [MYOB Exo Business](/bookkeeping/guides/vendor-statement-reconciliation-myob-exo) - [QuickBooks Online and Xero (general guide)](/bookkeeping/guides/vendor-statement-reconciliation) ## Sources - [Intuit: Customize vendor reports in QuickBooks Desktop](https://quickbooks.intuit.com/learn-support/en-us/help-article/customize-reports/customize-vendor-reports/L62uo0VIU_US_en_US) Menu names are from the software maker's help pages as of November 2026 and can change between versions. General bookkeeping information, not tax or legal advice. Reach small business owners, freelancers and bookkeepers who read this guide: [advertise here](/advertise#bookkeeping). FAQ ## Common questions **Does QuickBooks Desktop have a vendor statement reconciliation feature?** Not as a single matching screen. You reconcile by running the supplier's balance as of the statement date (the steps above) and ticking it against the statement, which the free template speeds up. **How often should I reconcile supplier statements?** Monthly for your main suppliers, and any time a supplier sends a reminder or past-due notice. Small suppliers can be checked quarterly. **What if the supplier's balance is higher than mine?** Usually an invoice you haven't entered or a payment they haven't applied yet. Ask for copies of the invoices you're missing and proof of where your payment went before you enter anything. 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