Studio Month-End
Log in Get started
← All guides

How to catch up months of unbooked studio sales in QuickBooks Online

Updated

The short answer

Book one summary journal entry per month, dated the last day of that month, oldest month first, using the same account mapping each time. Keep a list of which months are done, check each month's debits equal credits before importing, and leave deposits for a second pass.

How to do it by hand

  1. List the months you owe. Write down every month from the last one that was booked through to last month.
  2. Fix the mapping before the first month. Decide which account each revenue category and payment type uses. Changing it halfway makes months incomparable.
  3. Export each month separately. Run your sales reports for one calendar month at a time so every total belongs to exactly one entry.
  4. Build one entry per month. Debit clearing per payment type, credit revenue per category, tax and tips to their liabilities, gift cards on both sides as needed. Date it the last day of the month.
  5. Use a numbering pattern. Journal numbers like MB-2026-01, MB-2026-02 make a skipped or doubled month obvious.
  6. Import in batches under 1,000 lines. See the split guide if you have many months.
  7. Check each month and the total. After import, compare monthly revenue in QuickBooks with your source reports, then look at your closing date settings so no one edits finished months by accident.

Why this happens

Summary entries are fast and give clean monthly profit and loss figures, which is what most catch-up work is for. They do not carry per-customer detail; that stays in your studio software.

When the manual way is not enough

Twelve months by hand is a day of work, and one mis-typed total is easy to miss. The free checker catches imbalance in a finished file.

The faster path: Studio Month-End builds every month from a multi-month export at once, history included, one balanced entry per month. Free includes one month's file download; Studio ($19/mo) and Bookkeeper ($59/mo) are unlimited. Free covers one studio and one month's import file download, ever; Studio is $19/mo and Bookkeeper is $59/mo for up to 15 studios. Your export is read in your browser and never uploaded. Try it free, or see pricing.