How to Tell If Your Deposit Matches Yesterday's Sales

Every night, your closer counts down the register and makes the bank deposit. But how do you know the deposit actually matches what the POS says you sold? Most owners don't check — and when there's a discrepancy, it's discovered weeks later when the numbers don't add up.

Why deposits don't always match

Card sales deposit separately from cash (usually 1-2 business days later). Cash deposits depend on your closer counting correctly. Tips, voids, refunds, and comps all affect the expected amount. A "matching" deposit isn't always an exact match — but it should be close.

What to compare

Pull your card sales total from Square for the day. That's what should hit your bank account. Cash deposits should equal the cash sales total minus what stays in the till. If the card deposit is off by more than a few dollars, something needs investigating.

Common causes of mismatches

• Timing: Card deposits take 1-2 business days. Friday's sales might not post until Monday or Tuesday.
• Processing fees: Square takes a percentage. Your deposit will be slightly less than total card sales.
• Refunds: A refund processed today might deduct from tomorrow's deposit batch.
• Errors: Voids that weren't processed correctly, duplicate charges reversed, or tips entered wrong.

Check it same-day

The best time to investigate a deposit discrepancy is the next morning — while the shift details are still fresh. Was there a large void? A refund? A tip entered incorrectly? Same-day investigation solves problems that become mysteries a week later.

Or let Expo check for you

Expo matches your Square card sales to your bank deposits automatically. When the deposit posts, you can ask: "Did the deposit go through?" Expo responds with the amount, whether it matches, and flags any discrepancies. Or it'll include the status in your morning recap. No logging into two apps and doing the math yourself.