Automated Stripe Revenue & Fee Reconciliation (Zapier)

1. **Log in to Zapier** and click 'Create Zap'. 2. **Set Trigger**: Select **Stripe** and the Event **'New Charge'**. Connect your Stripe account using your API key or OAuth. Set 'Include Failed Charges' to 'No'. 3. **Test Trigger**: Select a recent successful charge to use as sample data. Note that Stripe sends amounts in cents (e.g., 1000 for $10.00). 4. **Add Action (Formatter)**: Choose **'Formatter by Zapier'** > Event: **'Numbers'** > Transform: **'Spreadsheet-Style Formula'**. Formula: `{{amount}} / 100`. This converts cents to dollars for QBO. 5. **Add Action (Formatter)**: Add another **'Formatter by Zapier'** step to calculate the fee. Use the Spreadsheet-Style Formula: `({{amount}} / 100) * 0.029 + 0.30`. Label this 'Stripe Fee'. 6. **Add Action (QuickBooks Online)**: Choose **'Find Customer'**. Search by the 'Customer Email' from the Stripe trigger. Check the box **'Create QuickBooks Online Customer if it doesn't exist yet'** to prevent duplicates. 7. **Add Action (QuickBooks Online)**: Choose **'Create Sales Receipt'**. - **Customer**: Use the ID from Step 6. - **Line Item 1 (Revenue)**: Map the Product/Service (e.g., 'Sales') and the converted dollar amount from Step 4. - **Line Item 2 (Fees)**: Add a second line item. Map it to a service named 'Stripe Fees' (linked to an Expense account). Enter the value from Step 5 as a **negative number** (e.g., `-{{fee_amount}}`). 8. **Deposit To**: Select the **'Stripe Clearing'** or 'Undeposited Funds' account to ensure the net total matches your bank feed. 9. **Add Error Handling**: Click the '+' icon between steps to add a **'Filter by Zapier'** if you only want to process specific currencies, or use **'Zapier Manager'** at the end to notify you via email if a step fails.

| Stripe Field | Zapier Formatter | QBO Field | Requirement | | :--- | :--- | :--- | :--- | | `Amount` | `{{amount}} / 100` | Line Item: Amount | **Required** | | `Receipt Email` | N/A | Customer Search Key | **Required** | | `Created Date` | N/A | Transaction Date | Mandatory | | `Description` | N/A | Private Note / Memo | Optional | | N/A | `({{amount}}/100 * .029) + .30` | Line Item 2: (Negative) | Recommended | | `Currency` | N/A | Currency | Optional (Multicurrency) |

* **The Cent Trap**: Stripe sends values in cents (1500 = $15.00). If you don't use Formatter to divide by 100, you will record $1,500 in QuickBooks. * **Task Usage**: Using Formatter steps consumes tasks. If you process 5,000+ transactions/month, consider using a single 'Code by Zapier' step (JavaScript) to handle all math in one step to save task quota. * **Fee Accuracy**: Stripe fees can vary (International cards, 3D Secure, etc.). For 100% precision, use the 'New Payout' trigger instead of 'New Charge', though this delays recording until the payout hits. * **Duplicate Customers**: Always use the 'Find or Create Customer' step. Searching only by name can fail if there are common names; always search by Email.

- [ ] **Test with Sample Data**: Run a test in the Zap editor and verify the 'Decimal' amount appears correctly in the Zap history. - [ ] **Check QBO Account**: Ensure the Sales Receipt appeared in QuickBooks under the correct customer. - [ ] **Verify Net Total**: Confirm the (Revenue - Fee) in QBO matches the 'Net' amount shown in your Stripe Dashboard for that transaction. - [ ] **Turn on Zapier Autoreplay**: Ensure 'Autoreplay' is enabled (Professional plans+) to handle temporary API timeouts from QuickBooks.