Automated Stripe Revenue & Fee Sync to QuickBooks Online (n8n)

1. **Create Credentials**: In n8n, go to 'Credentials' and add 'Stripe API' (Secret Key) and 'QuickBooks Online OAuth2'. Follow the OAuth flow to authorize n8n access to your QBO company. 2. **Stripe Webhook Node**: Add a 'Stripe Trigger' node. Set the event to `charge.succeeded`. Copy the 'Test URL' and paste it into the Stripe Dashboard (Webhooks section) to start receiving real-time data. 3. **QuickBooks Customer Search**: Add a 'QuickBooks Online' node. Set the Resource to 'Customer' and Operation to 'Get All'. Use a Filter with the expression `{{ $json["billing_details"]["email"] }}` to find an existing customer. 4. **Handle New Customers**: Add an 'IF' node to check if the Customer Search returned a result. If false, add another QBO node to 'Create' a Customer using Stripe's `billing_details.name` and `email`. 5. **Data Transformation (The Math)**: Stripe sends amounts in cents (e.g., 5000 = $50.00). Use a 'Set' node or 'Edit Fields' node. Create an expression for `GrossAmount`: `{{ $json["amount"] / 100 }}` and `FeeAmount`: `{{ $json["balance_transaction"]["fee"] / 100 }}`. 6. **Format Date**: Use the expression `{{ $now.format('yyyy-MM-dd') }}` or convert Stripe's Unix timestamp using `{{ DateTime.fromSeconds($json["created"]).toISODate() }}` to match QBO's date format. 7. **Create Sales Receipt**: Add a QBO node set to 'Sales Receipt' > 'Create'. Map the Customer ID from Step 3/4. Add two Line Items: Line 1 for Revenue (Gross) and Line 2 for Fees (as a negative value reaching your 'Bank Fees' account). 8. **Error Handling**: Connect an 'Error Trigger' node to a separate flow (like Slack or Discord) to notify you if the QBO API fails (e.g., due to a disconnected token or expired trial).

| Stripe Field | QBO Destination Field | Transformation / Expression | | :--- | :--- | :--- | | `customer.email` | `Customer: Search/Match` | `{{ $json["billing_details"]["email"] }}` | | `amount` | `Line Item 1: Amount` | `{{ $json["amount"] / 100 }}` (Required) | | `balance_transaction.fee` | `Line Item 2: Amount` | `{{ ($json["fee"] / 100) * -1 }}` (For fee reconciliation) | | `currency` | `Currency` | `{{ $json["currency"].toUpperCase() }}` | | `id` | `Private Note / Memo` | `Stripe Charge ID: {{ $json["id"] }}` | | `created` | `Transaction Date` | `{{ DateTime.fromSeconds($json["created"]).toISODate() }}` |

* **Cents vs. Decimals**: Stale entries often occur because Stripe uses integers (100) while QBO expects floats (1.00). Always divide by 100 in your expressions. * **The Webhook Loop**: If you have other automations that update Stripe from QBO, ensure you don't create an infinite loop. Stick to a one-way 'Stripe as Source' model. * **OIDC/OAuth Timeouts**: QBO credentials in n8n can occasionally expire if the workflow isn't run frequently. For self-hosted users, ensure your `WEBHOOK_URL` env variable is correctly set so QBO can send the callback. * **Multi-Currency**: If Stripe collects a payment in EUR but your QBO base is USD, QBO requires the exchange rate. Use n8n's 'Amount/Currency' nodes if you handle high-volume cross-border sales.

- [ ] **Webhook Handshake**: Send a 'Test Hook' from Stripe and verify the 'Stripe Trigger' node in n8n receives the JSON payload. - [ ] **Math Check**: Verify the 'Set' node output shows `50.00` and not `5000` for a $50 charge. - [ ] **Duplicate Logic**: Run the node twice for the same email to ensure the 'IF' node correctly identifies existing customers. - [ ] **QBO Line Items**: Log into QBO and ensure the Sales Receipt shows the gross amount on line 1 and the negative fee on line 2. - [ ] **Production Switch**: Move the Stripe Webhook from the 'Test URL' to the 'Production URL' in n8n and toggle the workflow to 'Active'.