Sync Stripe Payments to QuickBooks with Automated Fee Tracking (Make.com)

1. **Create Scenario & Trigger**: Create a new scenario in Make.com and add the **Stripe > Watch Events** module. Select `charge.succeeded` as the event type and create a Webhook connection to your Stripe account. 2. **Initialize Connection**: In the Stripe module, ensure you are using the 'Live' or 'Test' secret key matching your QuickBooks Sandbox/Production environment. 3. **Add QuickBooks Search Module**: Add the **QuickBooks Online > Search for Customers** module. Use the Filter 'Email equals' and map the `Customer: Email` from the Stripe bundle. 4. **Implement Conditional Logic (Router)**: Add a **Router**. On the top path, set a filter: `Total number of bundles` from Search module is equal to 0. Add a **QuickBooks Online > Create a Customer** module here. 5. **Create Sales Receipt**: Add the **QuickBooks Online > Create a Sales Receipt** module. Map the `Customer ID` from either the Search or Create module. Use the formula `{{map.amount / 100}}` for the total amount to convert Stripe cents to QuickBooks dollars. 6. **Fee Calculation Action**: Add the **QuickBooks Online > Create an Expense** module. This records the Stripe fee. Map the Payment account to your 'Stripe Fees' expense account and use `{{(map.balance_transaction.fee) / 100}}` for the amount. 7. **Set Clearing Account**: Ensure both the Sales Receipt and Expense are mapped to a 'Stripe Clearing' Asset account (not your main Checking account) to facilitate easy reconciliation. 8. **Add Error Handling**: Right-click the QuickBooks modules and select **Add error handler**. Choose the **Break** directive to store incomplete executions for manual resolution if the QuickBooks API is down. 9. **Data Transformation**: Use the Make.com `formatDate` function on the Stripe `Created` timestamp to match your QuickBooks company time zone requirements.

| Stripe Data Field (Source) | QuickBooks Field (Target) | Make.com Transformation/Format | | :--- | :--- | :--- | | `Customer: Email` | `Customer: Email` | Required: Direct Mapping | | `Amount` | `Total Amount` | `{{1.amount / 100}}` (Cents to Dollars) | | `Currency` | `Currency` | `{{upper(1.currency)}}` | | `Balance Transaction: Fee` | `Expense: Amount` | `{{1.balance_transaction.fee / 100}}` | | `ID` | `Private Note / Memo` | `Stripe Charge ID: {{1.id}}` | | `Description` | `Line Item Description` | `{{ifempty(1.description; "Stripe Sale")}}` |

1. **Decimal Precision**: Stripe sends all amounts as integers (cents). Forgetting to divide by 100 in Make.com will result in a $10.00 charge appearing as $1,000.00 in QuickBooks. 2. **Rate Limits**: QuickBooks Online has strict API limits. If processing high-volume daily sales, use Make's **'Commit'** settings or a **Sleep** module to avoid 429 errors. 3. **The 'Clearing Account' Necessity**: Map all transactions to a 'Stripe Clearing' account. If you map directly to 'Checking', your QB bank balance won't match the bank statement until the payout (net of fees) clears. 4. **Bundle Aggregation**: If a single Stripe event contains multiple line items, you must use a Make.com **Iterator** to loop through items before creating the QuickBooks Sales Receipt.

1. [ ] Run the scenario once using the 'Run Once' button and a Stripe Test Clock/Test Payment. 2. [ ] Check the 'Stripe Clearing' account in QuickBooks to ensure the Sales Receipt (Positive) and Expense (Negative) were both created. 3. [ ] Verify the math: Check if `Sales Receipt - Expense = Net Amount` in Stripe. 4. [ ] In the Make.com Execution History, verify that the 'Search Customer' module correctly identified an existing record vs creating a duplicate. 5. [ ] Confirm the QuickBooks 'Private Note' contains the Stripe Charge ID for audit traceability.