Automated Stripe Sales & Fee Reconciliation (Make.com)

1. **Establish Connections**: In Make.com, add the Stripe ‘Watch Events’ module. Link your Stripe account using your Restricted API Key. Add the QuickBooks Online module and authorize via OAuth2. 2. **Stripe Trigger**: Set the Stripe module to the 'payment_intent.succeeded' event. In the 'Limit' field, set it to 1 initially for testing. 3. **Retrieve Fee Data**: Add a Stripe 'Retrieve a Balance Transaction' module. Map the `Balance Transaction ID` from the trigger module; this is essential to access the exact `fee` amount. 4. **Search and Match**: Add a QuickBooks Online 'Search for Customers' module. Use the filter: `Name = {{Customer_Name}}` or `Email = {{Customer_Email}}` to prevent duplicates. 5. **Conditional Logic (Router)**: Place a Router after the search. If the search returns no results, use a 'Create a Customer' module. If results exist, proceed to use that ID. 6. **Create Sales Receipt**: Map the `Amount` from Stripe (Note: Stripe uses cents, so use `{{amount / 100}}`). Map the transaction date and select your 'Stripe Clearing Account' as the 'Deposit To' account. 7. **Record Processing Fee**: Add a QuickBooks 'Create an Expense' module. Map the `Fee` from the Balance Transaction module (divided by 100). Set the 'Category' to 'Bank Charges/Stripe Fees' and the 'Payment Account' to 'Stripe Clearing Account'. 8. **Data Conversion**: Use Make's built-in `formatDate` function for transaction dates: `{{formatDate(created; "YYYY-MM-DDTHH:mm:ssZ")}}` to ensure QuickBooks compatibility. 9. **Error Handling**: Right-click the QuickBooks modules and select 'Add error handler'. Use the 'Break' directive to store the execution and allow you to fix and retry if QBO is down.

| Stripe Field | QuickBooks Field | Transformation / Notes | | :--- | :--- | :--- | | `ID / Email` | `Display Name / Email` | Required for Customer Sync | | `Amount` | `Total Amount` | `{{1.amount / 100}}` (Convert cents to dollars) | | `Currency` | `Currency` | Ensure QBO Multi-currency is enabled if non-USD | | `Created` | `Transaction Date` | `{{formatDate(1.created; "YYYY-MM-DD")}}` | | `Balance Transaction -> Fee` | `Expense Amount` | `{{2.fee / 100}}` (Mapped to Fee Expense Account) | | `Description` | `Private Note` | Useful for matching Stripe IDs in QBO |

* **Decimal Precision**: Stripe sends '1000' for $10.00. Always divide by 100 in Make using the `{{1.amount / 100}}` syntax. * **Rate Limits**: QuickBooks Online has strict API limits (500 requests per minute). If processing bulk historical data, use Make's 'Sleep' module or set the scenario to run at longer intervals. * **Customer Duplication**: Always search by Email before creating a customer; otherwise, Make will create a new record for every transaction from a repeat customer. * **Taxes**: Ensure the 'Tax Code' in QBO matches your Stripe tax calculation, or create a specific item in QBO to handle Stripe-collected tax.

- [ ] **Webhook Status**: Stripe Dashboard shows the webhook delivered successfully (200 OK). - [ ] **Make Execution**: The 'History' tab in Make shows a successful flow through all modules with green bubbles. - [ ] **Customer Check**: Verify if the customer was matched correctly rather than duplicated in QBO. - [ ] **Net Zero Check**: In QBO, check that 'Sales Receipt' (Positive) and 'Expense' (Negative) both hit the Stripe Clearing Account. - [ ] **Date Validation**: Confirm the QBO transaction date matches the Stripe payment date, not the automation run date.