Booking Toast sales in QuickBooks Desktop

How to record daily cash deposits and over/short in QuickBooks Desktop

By Aaron, a restaurant owner who books his own stores on Toast and QuickBooks Desktop. Updated October 8, 2026.

In short

Open Banking, then Make Deposits. Pick the day's cash in Payments to Deposit, then add a line to Cash Over/Short for the difference: a negative amount if you're short, a positive one if you're over. Check that the total matches the deposit slip before you save.

Set up a Cash Over/Short account once

Open Lists, then Chart of Accounts.
Click Account at the bottom, then New.
Pick Expense (some bookkeepers use Other Expense), name it Cash Over/Short, and save.

Record one day's deposit

Say Toast counted $612.18 in cash on Monday, and the bank slip says $610.00. You're $2.18 short.

Open Banking, then Make Deposits. In Payments to Deposit, tick Monday's cash, $612.18, and click OK.
In Deposit To, pick the bank account. Use the date the bank received it, so the deposit lines up with your bank statement.
On the next empty line, pick Cash Over/Short as the From Account and enter -2.18, the $2.18 shortage.
The deposit total now reads $610.00, the same as the slip. Click Save & Close.

Over instead of short? Enter the difference as a positive amount: 1.50 for a $1.50 overage.

Payments to Deposit only lists cash that your daily sales put in Undeposited Funds. If your daily entry used another account for cash, like Cash on Hand, skip that window. Add a line from that account for the cash Toast counted instead.

Several days in one trip to the bank

Tick each day's cash in Payments to Deposit. Add one Cash Over/Short line per day, with the day in the memo, so you can see which day was off.

Why the drawer comes up short

Cash paid out of the drawer. Cash tips paid to staff, or a run for supplies. Record those on their own, or they hide in Over/Short.
Counting mistakes, at closing or at the bank.
Wrong change. Small, random differences usually come from here.

If one store is short every day, check its paid-outs first.

How OK Book Sync handles it

On the Cash page, you type what each day's deposit came to, a store at a time. OK Book Sync makes the deposit for you: that day's cash out of Undeposited Funds, the difference to Cash Over/Short, and the total into the bank. A big difference (more than $20 and 10%) asks first, since it's usually a typo. Or it can book the whole day, sales and cash together, as one Make Deposits.