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Stripe QuickBooks Integration: How to Connect QuickBooks to Stripe?

Stripe QuickBooks Integration

Introducing the integration of Stripe and QuickBooks, two pillars of automated financial operations.

Stripe and QuickBooks Online stand out as leading platforms for online payment processing and accounting. When combined, these two services provide a robust integration capable of saving time and money for businesses.

So, you know when you buy stuff online, and there’s this smooth payment process? Well, Stripe is the genius behind that magic, making transactions super easy for businesses. Now, imagine combining these two to create the ultimate financial experience.

This article will guide you through the intricacies of the Stripe QuickBooks Online integration, covering key aspects such as:

  • Understanding the Stripe QuickBooks Online integration
  • Exploring the advantages of integrating Stripe with QuickBooks Online
  • Step-by-step instructions on setting up the Stripe QuickBooks Online integration
  • Best practices for using the Stripe QuickBooks Online integration

Understanding the Stripe QuickBooks Online Integration 

The integration between Stripe and QuickBooks Online works both ways, enabling automatic import and export of data between the two accounts. This alleviates the need for manual entry of transactions, making it easy to reconcile your accounts without effort.

How to Reconcile a Bank Account in QuickBooks Online?

Stripe is a payment system often used by businesses to accept online payments. QuickBooks Online is an accounting software that helps track expenses and income. When these two are integrated, information about payments made through Stripe can be automatically and accurately recorded in QuickBooks Online. This integration saves time for businesses because they don’t have to enter payment details manually, and it helps keep financial records consistent and error-free. It’s like having a connecting bridge between the payment system (Stripe) and the accounting system (QuickBooks Online) to make managing money simpler and more efficient.

Benefits of Integrating Stripe with QuickBooks Online

Integrating Stripe with QuickBooks Online offers various benefits for businesses:

  • Automated Transaction Recording: The integration automates the process of recording transactions, including payments and refunds, from Stripe to QuickBooks Online. This reduces the need for manual data entry, saving time and minimizing errors.
  • Time Savings: Automation reduces the manual effort needed for data entry and reconciliation, letting businesses save time and focus on more critical aspects of their operations.
  • Reduced Errors: Automation minimizes the risk of human errors associated with manual data entry. This helps maintain the accuracy of financial records, which is crucial for compliance and decision-making.
  • Get Better Insights: With all of your data in one place, you can better understand your business finances. 
  • Effective Reconciliation: By syncing transaction data, the integration facilitates easier reconciliation between Stripe and QuickBooks Online. This confirms that the financial records in both systems are accurate and consistent.
  • Reporting and Analytics: The integrated data enables businesses to generate comprehensive financial reports and gain valuable insights into their financial performance. This feature contributes to informed decision-making and strategic planning.

How to Set up the Stripe QuickBooks Online Integration?

To initiate the integration between Stripe and QuickBooks Online, it is important to possess both a Stripe account and a QuickBooks Online account. If you don’t already have a Stripe account, you can easily create one without any cost. Similarly, if you lack a QuickBooks Online account, you can opt for a complimentary trial to get started.

After securing both accounts, proceed with the integration setup using the following steps:

  • Log in to your QuickBooks Online account.
  • Go to the Apps menu.
  • Click on the Find Apps button.
  • Locate “Stripe” and click Connect next to the Stripe app.
  • You’ll be redirected to Stripe to authorize the integration.
  • After authorization, you’ll be redirected back to QuickBooks Online.

Once the Stripe and QuickBooks Online accounts are linked, specify the data you wish to synchronize by following the steps mentioned:

  • Access the Sync tab in the Stripe QuickBooks Online app.
  • Choose the desired data for synchronization.
  • Click on the Save and Sync button.
  • Data available for synchronization includes Customers, Invoices, Sales orders, Payments, Refunds, and Fees. Additionally, you can opt to sync Stripe transactions to a designated QuickBooks Online account, such as a bank account or sales tax account.

Once your preferences are set, the integration will initiate automatic data syncing. Monitor the sync status conveniently through the Stripe QuickBooks Online app.

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How to Connect Stripe to QuickBooks Online?

In the following sections, we will outline the steps for connecting Stripe to QuickBooks Online:

1. Navigating the QuickBooks App Store

Note: Using the QuickBooks App Store is one easy way to integrate Stripe with QuickBooks. It is crucial to mention that a dedicated Stripe app is not directly available. Rather, you’ll need to make use of a third-party application that can easily connect to both platforms.

If you haven’t explored it previously, the QuickBooks App Store offers a diverse array of applications designed to enhance your QuickBooks experience for various business requirements. This includes tools facilitating the integration of QuickBooks with Stripe.

To explore and integrate these applications:

  • Open the “QuickBooks Apps” store directly from within QuickBooks.
  • Utilize the “Search” feature and enter “Order Sync.”
  • Browse through the list of applications available (Intuit suggests considering a program called “Commerce Sync”). 
  • Carefully review the selected application.
  • Confirm that the chosen application explicitly mentions its compatibility for integration with Stripe.
  • Click on “Get App Now” to initiate the application download.
  • Use the downloaded application to kickstart the integration process.

2. Navigating the Stripe App Store

Similar to the preceding section, you can also commence this integration directly from within Stripe. Once again, it’s essential to emphasize that there isn’t a direct QuickBooks app available through Stripe. Instead, you’ll need to leverage a third-party tool that establishes a connection between both platforms.

If you haven’t explored it previously, the Stripe marketplace provides a diverse selection of applications designed to enhance your Stripe experience for various business requirements. This includes tools facilitating the integration of Stripe with QuickBooks.

To explore and initiate the integration using Stripe:

  • Open the marketplace directly from within your Stripe account.
  • Navigate to the “Search” feature and enter “QuickBooks.”
  • Browse through the list of applications available (Stripe recommends considering a program called “QuickBooks Sync by Acodei”). 
  • Review the selected application.
  • If you opt for an alternative tool instead of the recommended one, ensure that your chosen application explicitly mentions its compatibility for integration with QuickBooks.
  • Click “Download” to initiate the application download.
  • Use the downloaded application to commence the integration process.

3. Merging Stripe and QuickBooks Accounts

  • Choose ” Lists” and then ” Chart of Accounts” to see all of your accounts.
  • Confirm that the accounts you plan to merge are both on the same level. Please note they should be sub-accounts or primary-level accounts.
  • Pick the account you will no longer use, such as ” Stripe Checking Account“.
  • Next, click “Account”, and then “Edit Account” at the bottom of the Chart of Accounts window.
  • Modify the name of this account to match precisely the name of the other account you want to keep. 
  • Finally, click “Save.”

You will be prompted to merge the accounts by Stripe automatically. Press “Yes” to continue. Subsequently, the accounts will be combined into the retained account.

4. Manually Integrating Stripe with QuickBooks

You can still manually import and export the data if the automatic connection between Stripe and QuickBooks is not possible or is not something you want to do. We’ll go over how to import a CSV file into QuickBooks and export a CSV file from Stripe below.

How to Export CSV Files with Stripe?

  • After logging into Stripe, navigate to the “Payments” option in the left panel of your dashboard. 
  • Then, choose your preferred filters, such as sorting data by balances, customer details, or selecting a specific date range.
  • Click on “Export,” and it will prompt you to send the data to the email address registered on file as a CSV file. 
  • Simply download the CSV file from the received email.

How to Import CSV Files to QuickBooks?

  • Sign in to your QuickBooks account. 
  • Navigate to the “Settings” section, and from the drop-down menu, choose the “Import Data” option.
  • Specify the type of data you want to import. 
  • Then, click on “Open” and choose “Browse.” 
  • Find the CSV file on your computer. 
  • Finally, click “Next” to complete the process.

Tips for Getting the Most Out of the Stripe QuickBooks Online Integration

The following are some tips for utilizing the Stripe QuickBooks Online integration:

  • Set up a regular sync schedule: Choose how frequently you want your Stripe and QuickBooks Online accounts to update. We suggest configuring a daily sync to make sure your information stays current.
  • Set Clear Integration Goals: Clearly define your goals for integrating Stripe with QuickBooks Online. Whether it’s automating transaction recording, improving reconciliation, or gaining better financial insights, having specific objectives will guide the implementation.
  • Follow Setup Instructions: Adhere to the setup instructions provided by both Stripe and QuickBooks Online. This includes configuring settings, authorizing access, and ensuring that the integration is properly established. Follow the step-by-step guidelines provided by both platforms.
  • Backup Financial Data: Even with automated integrations, it’s a good practice to regularly back up your financial data. In case of any issues with the integration or data loss, having backups ensures that you can restore your financial records.
  • Improve your insights: The Stripe QuickBooks Online integration allows you to have all of your data in one location, which helps you gain a better grasp of your company’s finances. The integration can be used, for instance, to monitor sales, costs, and profits.
  • Regularly Update Integration Software: Keep your integration software, plugins, or apps up to date. Developers often release updates to improve performance, fix bugs, and enhance security. Regular updates help ensure that you are using the latest and most stable version of the integration.
  • Monitor Syncing and Reconciliation: Regularly monitor the syncing of transactions between Stripe and QuickBooks Online. Check for any discrepancies and reconcile accounts to ensure that the financial records are accurate. Address any issues promptly to maintain data integrity.
  • Map Data Appropriately: If the integration allows for data mapping, ensure that fields are mapped correctly between Stripe and QuickBooks Online. This ensures that the right information is transferred accurately, preventing errors in categorization and recording.
  • Advanced matching: The integration can match your Stripe transactions to your QuickBooks Online invoices and payments, even if there are minor differences in the data.

Troubleshooting the Stripe QuickBooks Online integration

If you are having trouble setting up or using the Stripe QuickBooks Online integration, there are a few things you can try:

  • Make sure that you are connected to the internet and that your Stripe and QuickBooks Online accounts are active.
  • Ensure that your Stripe and QuickBooks Online accounts meet the integration requirements.

Conclusion

In summary, connecting QuickBooks to Stripe is a simple and effective way to manage your financial data. By following the steps provided in this article, you can establish a connection that facilitates easier handling of payments and improves your overall financial management. This integration offers a practical solution for businesses looking to simplify their accounting processes and stay organized.

The Stripe QuickBooks Online integration is a powerful tool that can save businesses time and money. If you have any questions about the Stripe QuickBooks Online integration, please don’t hesitate to contact us at our toll-free number: 1-855-875-1223.

Frequently Asked Questions

How can I enter Stripe payments into my QuickBooks account?

The steps below can be used to enter Stripe payments into QuickBooks:

1. Open QuickBooks and go to the “Sales” or “Banking” section.
2. To enter a new deposit, choose “Record Deposits.”
3. Type the client’s name in or select it from the client list.
4. Specify the day and choose “Stripe” as the payment option.
5. Enter the amount of money received via Stripe.
6. Assign the payment to your company’s relevant income account.
7. QuickBooks will record the Stripe payment appropriately if you save the deposit entry.

Can I import historical data from Stripe into QuickBooks?

Yes, you can import historical Stripe data into QuickBooks based on your needs. This will help you keep thorough financial records.

Is there a limit to the number of transactions I can import at once?

Though it’s advisable to check the specific limitations outlined in the integration guidelines, the import process usually handles a reasonable number of transactions.

How often should I update the integration between Stripe and QuickBooks?

Regular updates are recommended to ensure that your financial data is accurate and up-to-date. The frequency may vary based on your business activity.

About The Author

Editorial Team

Editorial Team

At QAsolved, we are a team of skilled professionals dedicated to delivering unparalleled accounting and bookkeeping services. With backgrounds in finance and technology, our collaborative efforts focus on providing practical solutions and guidance. Our services are tailored for a range of businesses, covering advisory, CFO services, bookkeeping, and financial systems consulting.QAsolved is an award-winning consulting firm and Intuit’s #1 QuickBooks Reseller Partner. We offer comprehensive QuickBooks services, including consulting, integration, migration, maintenance, data conversion, training, and support, among other services. Over the years, we have assisted over 30K customers across various industries with their Intuit products.

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