Automated Stripe Sales & Fee Reconciliation (n8n)

1. **Setup Stripe Trigger**: Add a 'Stripe Trigger' node. Set the event to `payment_intent.succeeded`. Create a Webhook via the node credentials to link your Stripe account. 2. **Fetch Processing Fees**: Add a 'Stripe' node (Action: Get). Use an expression to pass the `balance_transaction` ID from the trigger. This is crucial to extract the exact fee amount. 3. **Standardize Currency**: Stripe provides amounts in cents (e.g., 1000). Add a 'Set' node or use expressions to divide both Gross Amount and Fee by 100 to get decimal values (10.00). 4. **QuickBooks Credentials**: Add a 'QuickBooks Online' node. Connect your QBO account using OAuth2 credentials in n8n. 5. **Find/Create Customer**: Configure the QBO node to 'Search' for a customer by email. Link an **IF Node** to check if a result was returned. If not, add another QBO node to 'Create' the customer using Stripe email/name data. 6. **Create Sales Receipt**: Add a QBO node (Action: Create Sales Receipt). Map the 'Total Amount' to the gross amount from Stripe and link it to the Customer ID from the previous step. 7. **Map Income Account**: In the Sales Receipt node, specify your 'Income Account' (e.g., Sales) and set the 'Deposit To' account to a custom 'Stripe Clearing' Asset account (not your main bank account). 8. **Record Expense (The Fee)**: Add another QBO node (Action: Create Expense). Map the 'Total Amount' to the fee value retrieved in Step 2. Set 'Account' to 'Bank Charges/Stripe Fees' and 'Payment Account' to 'Stripe Clearing'. 9. **Configure Error Handling**: Right-click the workflow canvas and add an 'Error Trigger' node. Connect it to a Slack or Email node to notify you if a QBO API limit is hit or a mapping fails. 10. **Test with Sandbox**: Run the workflow in 'Manual' mode and trigger a test payment in Stripe's Developer mode to verify the n8n execution log.

| Field Category | Stripe Source Field | QBO Destination Field | n8n Expression Example | | :--- | :--- | :--- | :--- | | **Customer** | `{{ $json.customer_details.email }}` | `Email` | `{{ $json["email"] }}` | | **Sales Amount** | `{{ $json.amount }}` | `Total Amount` | `{{ $json["amount"] / 100 }}` | | **Fee Amount** | `{{ $node["Stripe"].json.fee }}` | `Total Amount (Expense)` | `{{ $json["fee"] / 100 }}` | | **Reference** | `{{ $json.id }}` | `Document Number` | `Stripe-{{ $json["id"] }}` | | **Currency** | `{{ $json.currency }}` | `Currency` | `{{ $json["currency"].toUpperCase() }}` | | **Account** | *Static Value* | `Deposit To Account` | `Stripe Clearing Account` |

• **Amount Format**: n8n receives Stripe amounts as integers (cents). Always divide by 100 in an expression or QBO will record a $10 payment as $1,000. • **Rate Limiting**: QuickBooks Online has strict API limits. If processing high-volume batches from Stripe, use the 'Wait' node or 'Split In Batches' node to prevent 429 Errors. • **Draft Invoices**: If you use Stripe Invoices, ensure you trigger off `invoice.paid` rather than `payment_intent` to avoid duplicate entries for the same transaction. • **Self-Hosting Memory**: If running n8n on a small VPS, heavy data transformations can spike RAM. Ensure your Docker container has at least 2GB allocated for large financial syncs.

- [ ] **Webhook Active**: Check n8n 'Active' toggle and confirm Stripe Dashboard shows 'Enabled' status for the webhook. - [ ] **Customer Deduplication**: Verify that re-running a transaction for an existing customer doesn't create a duplicate QBO contact. - [ ] **Net Balance Check**: Ensure (Gross Sales Receipt) minus (Stripe Fee Expense) in QBO equals the actual 'Net' amount shown in your Stripe Payout. - [ ] **Execution History**: Open n8n 'Executions' tab and confirm all nodes show green status after a live test payment. - [ ] **Credential Refresh**: Ensure QBO OAuth2 connection doesn't expire (n8n usually handles refresh tokens automatically, but check on first sync).