Connect Stripe to QuickBooks

Money comes in through Stripe. The books are in QuickBooks. Without an integration, someone downloads the Stripe payout report each week and hand-enters a deposit, then guesses at the fee split, and the QuickBooks bank balance never quite matches the statement.

• Each Stripe payout is recorded as a bank deposit whose total equals the amount that actually hit the bank, so reconciliation is a one-click match
• Processing fees are posted to a Merchant Fees expense account automatically, not estimated at month-end
• Individual sales and refunds are booked as sales receipts and refund receipts, categorized by product where the metadata allows
• Every entry is an ordered run log, so a deposit that looks wrong can be traced to the exact payout and the balance transactions inside it

The reconciliation flow most small teams turn on first.

Every Stripe payout recorded in QuickBooks as a bank deposit, fees split out

Triggered when Stripe settles a payout, idempotent on the payout ID.

1. 1Trigger: Stripe Event received for payout.paid, carrying the payout ID, amount, and arrival_date.
2. 2Expand: list the balance transactions in the payout, each with gross, fee, net, and a type of charge, refund, or adjustment.
3. 3Idempotency: query QuickBooks for a deposit whose PrivateNote holds the payout ID. If one exists, stop.
4. 4Deposit: QuickBooks Create deposit to the Stripe Clearing bank account, with a line per charge to a Sales Income account, and one negative line for total fees to Merchant Fees.
5. 5Note and date: set PrivateNote to the payout ID and TxnDate to arrival_date.
6. 6Exceptions: any balance transaction of a type the mapping does not cover is posted to #finance-review with the payout link, rather than guessed at.
7. 7Sales detail (optional): a second flow on charge.succeeded books each charge as a QuickBooks sales receipt to Undeposited Funds, which the deposit then clears.

The starting map for the payout to QuickBooks Deposit step.

• Payout deposits. Each payout becomes a bank deposit whose total matches the bank line, with fees on a negative line. (Stripe to QuickBooks)
• Sales and refunds. Charges become sales receipts to Undeposited Funds. Refunds become refund receipts. Both are cleared by the deposit. (Stripe to QuickBooks)
• Customers. A first-time Stripe customer creates a QuickBooks customer, matched on email so a repeat buyer is not duplicated. (Stripe to QuickBooks)
• Disputes and adjustments. A dispute posts a journal entry to a disputes account, reversed on resolution. Balance adjustments post to a clearing account for review. (Stripe to QuickBooks)

The same controls apply to this sync as to every other Neblex workload.

• Ordered run log. Every entry is an event log with the payout, its balance transactions, and the deposit or receipt it created. Replay without re-posting.
• Review queue. Unrecognized balance-transaction types, currency mismatches, and unmapped products queue for a person rather than posting a wrong line.
• Scoped access. Stripe uses a restricted API key with read on payouts, charges, and balance transactions. QuickBooks uses an OAuth grant to one company file.
• Environments. Build against Stripe test mode and a QuickBooks sandbox company, then promote the same flow to live and production.