Connect and manage Stripe transactions in QuickBooks Online

Categorizing transactions 

QuickBooks suggests categories for some transactions you'll find on the App transactions (Take me there) page. Check the suggested category, then select Confirm or Add. Sometimes we’ll need more info from you before you can add the transaction. In that case, select Review, and add details as needed.

Match transactions

If the transaction already exists in QuickBooks, you may have the option to match it. QuickBooks may suggest one or more matching records. Select the correct record, then Match. 

Transactions from the Stripe app contain many details. To save time, we recommend you only add Stripe transactions through the app. If your bank accounts are connected in the Transactions window, we also recommend adding transactions from the Stripe app first, then matching those transactions in your online banking center after.

Match items

When importing transactions from Stripe, QuickBooks matches the items in a transaction to products/services within QuickBooks based on the item name.

• If the items in the transaction match, QuickBooks uses the product or service.
• If the item in the transaction doesn't match, QuickBooks uses the default item called Stripe Sales and updates the description line with the name of the item Stripe provides.

Note: QuickBooks may not use the item from the transaction because the matching product/service is not a product, but is a product category instead. 

Product category is a feature that lets you group a list of related products/services in QuickBooks Online. Even if the item name in QuickBooks matches with the Stripe transaction, you can’t use it as a  product/service item within a Sale transaction.

In these cases, you’ll see the default Stripe Sales line item and the description with the item name from Stripe. 

Match duplicate items

When you review incoming Stripe transactions, you can match products and services that appear the same in QuickBooks and Stripe. Doing this prevents duplicate inventory tracking across both apps.

Follow this link to complete the steps in product 

Select the Stripe tile, then For review.

1. Select a transaction to see the details.
2. In Products and services, you may notice the Select match button for a particular item. Select this button to view potential matches.
3. In the drawer that displays, you’ll see the Stripe product details side-by-side with potential item matches we found in QuickBooks. Review these to verify a match.
4. Select the QuickBooks item that best matches the Stripe item, then select Next.
5. Select Done. Now you’ve matched the items, and you won’t need to do this process again for this item going forward.

Bulk add or match transactions

You can bulk select incoming Stripe transactions to add or match them in QuickBooks.

Follow this link to complete the steps in product 

Select the Stripe tile, then the For review tab.

1. Select the check boxes ☑︎ for any transactions you’d like to add to your books.
2. A pop-up asks you to Confirm or Exclude the selected transactions. Select Confirm to move all of the selected transactions to the Reviewed tab.
   
   Note: You may not be able to select Confirm if:
   • One or more of the transactions needs Review under the Actions column. In this case, review and confirm these transactions individually.
   • You select Payment received transactions and Payout transactions together. In this case, confirm the Payment received transactions first, then confirm Payout transactions.

You need an active Stripe account to use the Stripe Connector by QuickBooks. If you haven't already, create a Stripe account first. Then you’re ready to get started!

1. Sign in to your QuickBooks Online account.
2. Select Apps, then Find apps.
3. In the search bar, enter “Stripe Connector by QuickBooks”, then select it when you find the app.
4. Select Get app now.
5. Follow the on-screen instructions. Enter your Stripe account email address and password, then select Log in.
6. To authorize Stripe to send your transactions to QuickBooks, select Agree and Connect.
7. Complete the app settings. You can change these settings later.
   Select the bank account where Stripe deposits your payouts as the Stripe Deposit Account. Also remember to select all the Stripe locations you want to track in QuickBooks.
8. Select the date you want Stripe to start importing transactions, then select Sync Now.
   Note: You can import up to 2 years worth of historical transactions.
9. Once the connection is complete, select Go to App Transactions. Your imported transactions should display within a few minutes.
10. Once your transactions sync, open App Settings. There are more settings available post-connection. We recommend using the defaults to ensure the most accurate accounting, but you can change these at any time to match your business’ needs.

Tips and terminology for your app settings

• Deposit account is the primary bank account you use to move money in and out of Stripe.
  The Auto-add transactions setting lets the app automatically post transactions to your books. Our AI models learn how you categorize transactions and automatically add transactions with high confidence to your books. 
• Customer tracking imports the customer name from Stripe and matches it to your customer list in QuickBooks. If you turn OFF this setting, every sale will default to the Stripe Customer you select in settings. Leave this setting ON to help you run reports and track sales by customer in QuickBooks.
• Product tracking - matches the product and service info from Stripe with your product and services list in QuickBooks. If you turn OFF this setting, every sale will use the default Stripe Product you select in settings. Leave this setting ON to help you run reports and track sales by products and services in QuickBooks.
• Vendor tracking matches vendor info from a Stripe transaction with your vendors list in QuickBooks. If you turn OFF this setting, then the app will record vendor names with the default Stripe Vendor you select in settings. Leave this setting ON to help you run reports and track expenses by vendors in QuickBooks.
• Stripe fees is an expense account that tracks fees Stripe charges on each sale, as well as any other fees you incur from Stripe.

You’re ready to go! The Stripe App and your transactions are available in App transactions (Take me there).

How to disconnect the app

1. Sign in to your QuickBooks Online account.
2. Go to Apps, then the Overview tab.
3. Find the Stripe app card, select more options , then select Settings.
4. Select Disconnect.

Why am I seeing so many Payouts?

A Stripe payout is a transfer of money from a Stripe account to a bank account. Stripe collects money from all the sales that occurred in a given period. At the end of the period, Stripe transfers the total amount (minus fees, adjustments, or holds) to your bank account. Typical payouts occur the next business day, so you’ll see a payout for each business day in your Stripe account and in your Stripe Connector by QuickBooks app.

Can I add multiple Stripe accounts at once?

At the moment, this integration does not support multiple Stripe integrations at once. Our teams are working on enabling this feature.

Why do some lines have “confirm” and some lines have “review” action buttons?

When the transaction is fully pre-filled, you can choose to add it with one action. You can also verify the details of the transaction by clicking on the line. When an incoming transaction doesn’t have all the necessary info pre-filled, QuickBooks needs you to complete the transaction to confirm and add it to the books.

Where do I find the Stripe integration settings?

You can find the settings by selecting the three dots by the Stripe tile. You can also find Stripe settings near the transactions grid in your Stripe app in App transactions.

Can I import historical transactions and what’s the limit?

Yes, upon initial setup, you’ll be asked if you’d like to import up to 2 years of historical transactions. Once you determine the starting date, select Import, and your transactions will start coming into your QuickBooks account.

How often are my Stripe transactions updated?

Once a transaction is fully processed/completed through Stripe, it appears in the For Review tab of the banking screen, usually within 2 hours. While you can’t update on demand, we’re monitoring throughout the day for changes to your Stripe account.