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Stripe Report Import

Import your Stripe payment data directly into QuickBooks Online. This feature automatically creates invoices, payments, refunds, and journal entries based on your Stripe Balance Report.

Overview

The Stripe Import feature processes your Stripe Balance Report and creates the following records in QuickBooks:

Stripe Category QuickBooks Record
Charge Invoice + Payment
Refund Refund Receipt
Fee Journal Entry

Before You Begin

Select Your Company

Before importing, make sure you have the correct QuickBooks company selected:

  1. Check the top panel to see which company is currently active
  2. If you need to switch, go to My Companies and select the desired company
  3. All data will be imported to the selected company

Per-Company Settings

Your import settings (account mappings, tax codes, etc.) are saved separately for each company. When you switch companies, Acclarity will load the saved settings for that specific company.

Requirements

  • An active QuickBooks Online account connected to Acclarity
  • A Stripe Balance Report in CSV or XLSX formats
  • The correct company selected in the top panel
  • The following items configured in your QuickBooks account:
    • Tax codes
    • Accounts for deposits and fees
    • Sales items
    • Payment terms

Step 1: Download Your Stripe Report

  1. Log in to your Stripe Dashboard
  2. Navigate to Reports → Balance
  3. Select your desired date range
  4. Click Export and choose Balance summary (CSV format)
  5. Save the file to your computer

Report Format

The Balance Report should include these columns: created, reporting_category, gross, fee, net, source_id, customer_email, customer_name, description, and balance_transaction_id.

Step 2: Upload and Configure

  1. Log in to your Acclarity account
  2. Go to Stripe from the main menu
  3. Upload your CSV file by clicking the upload area or dragging and dropping the file
  4. Configure the import settings (see below)
  5. Click Submit to start the import

Import Settings

All settings are configured on the same form:

General Settings

Setting Description
Currency Choose USD or CAD based on your QuickBooks company settings
Date Format Select the date format used in your Stripe report (e.g., MM/DD/YYYY, YYYY-MM-DD)

For Charges (Sales)

Setting Description
Tax Code Name The tax code to apply to sales (e.g., "Exempt", "TAX")
Sales Item Name The product/service item for line items
Sales Receipt Deposit To Account Name Where payment funds are deposited
Term Name Payment terms for invoices (e.g., "Due on receipt")

For Fees

Setting Description
Fee From Account Name Credit account for fee journal entries
Fee To Account Name Debit account for fee journal entries

For Refunds

Setting Description
Refund Receipt Deposit To Account Name Account for refund transactions
Refund Fee To Account Name Debit account for refund fee entries
Refund Fee From Account Name Credit account for refund fee entries

For Payments

Setting Description
Payment Deposit To Account Name Where customer payments are recorded

Default Settings

Your settings are saved automatically for future imports. Settings are stored per company, so each of your connected companies can have different default configurations.

Step 3: Check Upload Results

After clicking Submit, the import process begins. To view the results:

  1. Go to Upload History from the main menu
  2. Find your import in the list (most recent at the top)
  3. Click on the record to see details

Upload Status

Each upload record shows:

  • Date — When the import was performed
  • Session ID — Unique identifier for the import
  • Status — Current status (Complete, In Progress, or Failed)

Successful Lines

For completed imports, you'll see a breakdown of created records:

Record Type Description
Invoice Number of invoices created
Payment Number of payments created
JournalEntry Number of journal entries created (for fees)

Errors and Warnings

If there were any issues during import:

  • Errors — Records that failed to import
  • Warnings — Records imported with potential issues

What Gets Created in QuickBooks

For Each Charge

  1. Customer – Created or matched by email address
  2. Invoice – With line items, tax code, and transaction details
  3. Payment – Linked to the invoice, recording the payment received
  4. Journal Entry – Recording the Stripe processing fee

For Each Refund

  1. Refund Receipt – Recording the refund to the customer
  2. Journal Entry – Recording any fee adjustments

For Standalone Fees

  1. Journal Entry – Recording the fee expense

Transaction Identification

Each imported transaction includes a unique session identifier in the private notes field. This allows you to:

  • Track which transactions were imported together
  • Identify and reverse a batch if needed
  • Avoid duplicate imports

Troubleshooting

Common Issues

Tax Code Not Found

Ensure the tax code name in your settings exactly matches a tax code in your QuickBooks account.

Account Not Found

Verify that all account names are spelled correctly and exist in your QuickBooks Chart of Accounts.

Invalid Date Format

If dates aren't parsing correctly, try a different date format setting that matches your Stripe export.

Error Messages

If rows fail to import, you'll see specific error messages in Upload History:

Error Solution
"Fee value is less than zero" The fee column contains negative values; review the source data
"Failed to parse entity" Check that all required columns have valid data

Best Practices

  1. Import regularly – Don't wait too long between imports to keep your books up to date
  2. Reconcile after import – Always reconcile your accounts after importing
  3. Check for duplicates – Before importing, ensure you haven't already imported the same date range
  4. Back up your QuickBooks – Consider creating a backup before large imports

Reverting an Import

If you need to undo an import:

  1. Note the session UUID from the private notes of imported transactions
  2. Use the Revert feature in Acclarity (if available)
  3. Or manually delete the transactions in QuickBooks

Caution

Reverting will delete all transactions from that import session. Make sure you want to remove all of them before proceeding.