How a QuickBooks VA Handles Bank Feed Review

Give each downloaded item a clear next step

Bank-feed support works best when the assistant has a defined preparation scope and a clear place to put questions. Begin with the owner-approved accounts, date range and handling rules. Confirm which routine actions the assistant may perform and which require review before any record changes.

A transaction description is a starting point for finding evidence. It is not enough on its own to establish business purpose or accounting treatment. Preserve the bank description and connect the item to the available receipt, invoice or existing record. If the evidence is incomplete, keep the uncertainty visible.

Review the evidence before acting

Existing record candidate

Compare Amount, date, counterparty and reference against the source.

Next step Follow the approved matching procedure only when its conditions are met.

Unfamiliar description

Collect The original description and available supporting document.

Next step Ask the business contact to explain the purpose instead of guessing from the name.

Possible duplicate

Preserve Both record references and the reason they appear related.

Next step Route the question before excluding, deleting or changing either record.

Transfer or financing question

Collect Available source references and the affected account identifiers.

Next step Ask the authorized reviewer to determine treatment.

Missing support

Track The requested document, responsible person and follow-up date.

Next step Leave the item in the agreed unresolved state until instructions arrive.

Example: two purchases have the same amount

Two downloaded items have the same amount and similar descriptions. That similarity makes them candidates for review, not confirmed duplicates. The assistant compares the dates and references with the available purchase documents and records what is still unclear.

If one receipt is missing, the assistant requests it and routes the question. The reviewer decides whether a correction is necessary. Keep that decision linked to the specific records so a later reviewer can understand what happened without repeating the investigation.

Handoff the unresolved queue

Summarize completed routine preparation separately from questions requiring judgment. Include the source reference, reason for escalation, named reviewer and next action for each open item. Use the owner's priorities to identify items needed for an upcoming close; do not substitute a guessed urgency score.

If a bank rule or routine procedure appears to be producing questionable results, record examples and request review through the rule-change workflow. Do not silently broaden an automated rule to clear the queue faster.

Confirm the scope completed

At the end of the work period, record the accounts and dates covered, unresolved items and any approved actions completed. A cleared preparation queue does not establish that reconciliation or financial review is complete.

Define the recurring role with bookkeeping support, including document collection, permitted routine actions and the point where questions return to the owner or accountant.