Automated Revenue and Fee Reconciliation: Stripe to Xero (n8n)

1. **Configure Stripe Webhook**: Add a 'Stripe Trigger' node. Select the `payment_intent.succeeded` event. Set up your Stripe Credentials by copying the Secret Key from the Stripe Dashboard. Use the 'Test' environment first. 2. **Format Data with Set Node**: Use a 'Set' node to convert the Stripe amount (which is in cents) to dollars (e.g., `{{ $json["amount"] / 100 }}`). Use n8n expressions like `$now` to format the invoice date. 3. **Authenticate Xero**: Add a 'Xero' node. Select 'OAuth2' for credentials. Ensure you have 'Sales' and 'Contact' permissions selected in your Xero App portal. 4. **Check for Existing Contact**: In the Xero node, select the 'Contact' resource and 'Get All' operation. Use a Filter to find a contact where the 'Email' matches `{{ $json["receipt_email"] }}` from Stripe. 5. **Branching Logic**: Use an 'IF' node to check if a contact ID was returned. If not, route to a Xero 'Create Contact' node. 6. **Create the Invoice**: Add a Xero node with 'Invoice' resource and 'Create' operation. Map the Invoice Number to the Stripe Charge ID to prevent duplicates. 7. **Apply Payment**: Add a Xero node with the 'Payment' operation. Use the Invoice ID from the previous step and the 'Bank Account' code where your Stripe funds are settled. 8. **Calculate & Log Fees**: Extract the Stripe Fee from the `balance_transaction` object (you may need a separate 'Stripe' node to 'Get' the balance transaction details if not in the webhook). Create a 'Bank Transaction' (Spend Money) in Xero to account for the fee. 9. **Implement Error Handling**: Create a separate 'Error Trigger' workflow or use the 'On Error' settings on individual nodes to catch API timeouts or mapping failures. 10. **Enable Production**: Switch from the n8n Test URL to the Production URL in your Stripe Webhook settings and activate the workflow.

| Stripe Field | Xero Field | n8n Expression / Strategy | Required | | :--- | :--- | :--- | :--- | | `customer` | `ContactID` | `{{ $node["Xero_Find_Contact"].json["ContactID"] }}` | Yes | | `amount` | `LineItem.UnitAmount` | `{{ $json["amount"] / 100 }}` (Convert cents to units) | Yes | | `id` | `InvoiceNumber` | `STRIPE_{{ $json["id"] }}` (Unique Prefix) | Yes | | `currency` | `CurrencyCode` | `{{ $json["currency"].toUpperCase() }}` | Yes | | `description` | `LineItem.Description` | `{{ $json["description"] || 'Stripe Sale' }}` (Default fallback) | No | | `fee` | `BankTransaction.Amount` | `{{ $node["Get_TX"].json["fee"] / 100 }}` | Yes |

• **Decimal Precision**: Stripe sends amounts as integers (cents), but Xero expects floats (dollars). Always divide by 100 in your expressions. • **Contact Duplication**: Xero API may return multiple results if not filtered by email. Always use the 'Get All' node with a restricted filter logic rather than assuming an ID exists. • **Stripe Fee Retrieval**: The Stripe Webhook `payment_intent.succeeded` does NOT always include the fee amount. You must use a second Stripe node in n8n to 'Get' the `balance_transaction` using the ID provided in the webhook payload. • **Rate Limits**: Xero has a limit of 10,000 API calls per day and 60 per minute. If processing high-volume Stripe events, use n8n's 'Wait' node or 'Split in Batches' to throttle execution. • **Account Codes**: Hardcode your Xero Chart of Account codes (e.g., '200' for Sales, '400' for Bank Fees) in the n8n node configuration to avoid mapping errors.

- [ ] **Check Stripe Webhook**: Ensure the Webhook status in Stripe is '200 OK' for the last test execution. - [ ] **Verify Currency Logic**: Confirm decimal places in Xero (e.g., $10.00 vs $1000) match the expected Stripe payment. - [ ] **Duplicate Test**: Attempt to process the same Stripe Charge ID twice; ensure n8n/Xero correctly handles the unique Reference violation. - [ ] **Fee Reconciliation**: Verify that the 'Spend Money' transaction in Xero matches the 'Fee' column in the Stripe Dashboard. - [ ] **Audit Logs**: Check the n8n 'Execution' tab to ensure all nodes turned green and data passed through the binary/JSON buffers correctly.