Stripe to QuickBooks Automated Revenue & Fee Reconciliation (n8n)

1. **Create Webhook Trigger**: Add a 'Stripe Trigger' node. Select the `charge.succeeded` event. In Stripe Dashboard, point the webhook to your n8n production URL. 2. **Configure Credentials**: In n8n, add 'Stripe API' and 'QuickBooks Online OAuth2' credentials. Ensure the QBO app has 'Accounting' scopes enabled. 3. **Search Customer**: Add a 'QuickBooks Online' node. Set Resource to `Customer` and Operation to `Get All`. Use the 'Filters' parameter to search by email: `PrimaryEmailAddr = '{{ $json.customer_email }}'`. 4. **Handle Logic (IF Node)**: Add an 'IF' node to check if the search returned a result. If empty, add a QuickBooks node to 'Create' a customer using Stripe's metadata. 5. **Transform Metadata (Edit Fields)**: Use an 'Edit Fields' (formerly Set) node to handle Stripe's integer format. Use expressions: `Gross: {{ $json.amount / 100 }}` and `Fee: {{ $json.fee / 100 }}`. 6. **Create Sales Receipt**: Add a QuickBooks node. Select 'Sales Receipt'. Map the 'Line Items' to the Gross amount. Crucially, set the 'DepositToAccountRef' to a 'Stripe Clearing' asset account, not your checking account. 7. **Log Processing Fee**: Add another QuickBooks node for 'Expense'. Map the Stripe Fee amount. Set the 'AccountRef' to 'Bank Service Charges' and the 'PaymentAccountRef' to your 'Stripe Clearing' account. 8. **Error Handling**: Create a separate workflow with an 'Error Trigger' node. Connect it to a 'Discord' or 'Slack' node to alert you if a QuickBooks sync fails due to a locked accounting period.

| Stripe Field | QuickBooks Field | n8n Expression / Transformation | | :--- | :--- | :--- | | `customer_details.email` | `PrimaryEmailAddr` | `{{ $json.customer_email }}` | | `amount` | `Line.Amount` (Gross) | `{{ $json.amount / 100 }}` | | `balance_transaction.fee`| `TotalAmount` (Expense) | `{{ $json.fee / 100 }}` | | `currency` | `CurrencyRef` | `{{ $json.currency.toUpperCase() }}` | | `id` (Charge ID) | `PrivateNote` | `Stripe Ref: {{ $json.id }}` | | n/a (Static) | `DepositToAccount` | `Stripe Clearing Account ID` |

• **Integer vs Float**: Stripe sends $10.00 as `1000`. You MUST divide by 100 in n8n expressions or your books will be inflated by 100x. • **The Clearing Account**: Never sync directly to 'Checking'. Stripe payouts are bundled; syncing individual charges to 'Checking' makes bank reconciliation impossible. Use an intermediary 'Clearing' account. • **Rate Limiting**: QuickBooks API is sensitive to bursts. If processing bulk historical data, use the 'Wait' node or 'Split in Batches' set to 1 or 2 items per second. • **Naming Collisions**: If creating customers, Stripe names might be 'John Doe' while QBO requires unique Display Names. Append the Stripe ID to the name if you encounter duplicates.

- [ ] Trigger the workflow using 'Test Step' in n8n with a real Stripe Test Mode webhook. - [ ] Verify the 'IF' node correctly branches between existing and new customers. - [ ] Confirm the QuickBooks Sales Receipt shows the decimal amount (e.g., 10.50) and not the integer (1050). - [ ] Check the 'Stripe Clearing' account in QuickBooks to ensure the Balance = (Gross - Fees). - [ ] Inspect the n8n 'Execution Log' to ensure no nodes are retrying indefinitely.