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In Acodei's paid accounts, users can choose between two data syncing frequencies. For businesses with a high number of monthly transactions (over 500), the "Daily Summary" feature is recommended.

: Unlike the Real-time Sync option, which updates each transaction individually, Daily Summary consolidates the data into daily summaries.

: This approach reduces the amount of data processed in both your system and QuickBooks.

: It supports various functions like product mapping, sales, refunds, and fees.

Key Points to Consider with Daily Summary

: Daily Summary does not support syncing individual invoices from Stripe to QuickBooks. If this is a requirement, Real-time Sync is the better choice.

: In Daily Summary, customer names are not included because it aggregates daily transaction data. This is typically not an issue for businesses with a large number of customers.

Using Daily Summary in Different Contexts

: Acodei aims to replicate the "Balance change from activity" section from the Stripe report in QuickBooks, showing gross sales, fees, and refunds.

: It's important to reconcile your QuickBooks Holding Account using the Stripe Balance Report for accurate financial tracking.

Daily Summary in Acodei offers a streamlined and efficient method for businesses with high transaction volumes to manage and sync their financial data, reducing the workload on QuickBooks and providing a clearer financial overview.

Daily Summary

Undeposited funds refer to a temporary account used in accounting to track money received by a business but still needs to be deposited into a bank account. It represents payments or receipts that have been received but are awaiting deposit. This account is typically used when a business gets multiple payments throughout the day or week and wants to group them together before making a single deposit.

Undeposited funds act as a holding account until the funds are deposited into the appropriate bank account, streamlining the reconciliation process and ensuring accurate financial records. Once the funds are deposited, the balance in the Undeposited Funds account is reduced to zero.

How Undeposited Funds Relate to Stripe Payouts

Because your funds are not immediately paid out from Stripe, your Stripe funds remain in your Stripe Balance until a payout is made from Stripe. This is reflected in QuickBooks as Undeposited Funds or Payments to Deposit. (Technically, this account could have any name, but these are the most common two names - Account Type in QuickBooks Online will always be Undeposited Funds).

Undeposited Funds and your Stripe Balance should always match with minor exceptions, like if you have specific fees that only appear upon payout. These fees or special charges will be missing in Undeposited Funds and will be reconciled upon payout into a bank deposit.

Although some integrations use Bank connections or other methods as a holding account, we prefer Undeposited Funds as our holding account because it allows us to create a bank deposit and creates a "match" on your bank feed. This creates an immediate reconciliation and extra level of validation compared to a Transfer.

When it comes to selecting a holding account, you have options. Read more about how to choose a Stripe Holding Account 

What are Undeposited Funds / Payments to Deposit?

After you connect your bank to QuickBooks Online, you will see the bank import data directly, or you will periodically import a CSV with a list of your bank transactions. Whenever a Stripe Payout occurs, you will see that reflected in your bank feed.

Acodei creates Deposits or Transfers based on your settings. These Deposits and Transfers match the amounts of Stripe Payouts and the amount on your Bank Feed.

Do not match a Sales Receipt on your Bank Feed. A Bank Deposit automatically selects Sales Receipts. Only Deposits and Transfers should be matched.

If the amounts match between the Bank Deposit created by Acodei and the Bank Feed entry from your bank, you are good to click "Match." If you would like more troubleshooting or reconciliation, please read below.

Using Undeposited Funds as your Stripe Holding Account

Not using Undeposited Funds as your Stripe Holding Account

I don't have a "Match." What should I do?

https://quickbooks-stripe.acodei.com/data?type=payouts

. Are you getting a specific error? If so, try to follow the prompts to address the error. Use this article to help address specific errors: 

https://atlas-kb.com/atlas-ehwcutmpm1/articles/251036-stripe-payouts-not-syncing

If you still can't figure out why you don't have a match, message support through your Support page inside the app or via email at 

To reconcile your Deposits or Transfers, follow two essential steps:

Log into your Stripe account, then visit Balances -> Payouts. You can click any payout made from Stripe to your bank on this page. You can then cross-reference this Payout information with the Deposit created by Acodei, waiting for a "Match."

Regularly reconcile your Checking account in QuickBooks Online.

Getting a Bank Feed Match in QuickBooks Online

Acodei has evolved its Stripe balance management system to offer more flexibility and sophistication, catering to diverse financial management needs. Our expanded functionality now includes integration with other asset accounts in addition to the previously exclusive use of the "Undeposited Funds" account.

Stripe balance represents the funds held by Stripe on your behalf before they are paid out.

Accurate management of this balance is essential for clear financial tracking and reconciliation.

You can read more about selecting a holding account to track your Stripe Balance account in QuickBooks 

Key Features of Acodei's Enhanced System:

Automated Transaction Selection and Verification:

Precision and Accuracy in Record-Keeping:

In conclusion, Acodei's expanded Stripe balance management capabilities offer a comprehensive, accurate, and flexible solution for integrating Stripe transactions into QuickBooks. This enhancement caters to the varying needs of businesses, ensuring that their financial management is both efficient and precise.

Stripe Balance Management at Acodei

Stripe Climate is a program by Stripe enabling businesses to combat climate change by investing in renewable energy projects and offsetting their carbon emissions. It allows companies to calculate their carbon footprint and support initiatives that reduce greenhouse gas emissions. Stripe Climate helps businesses take action against climate change by funding projects that lower their environmental impact.

Is Stripe Climate compatible with Acodei?

Yes, Acodei supports Stripe Climate. You'll be able to read on to understand how to feed Stripe Climate into QuickBooks Online.

Before adding Stripe Climate to Acodei, you must create a product (for use in invoices and sales receipts). If you need clarification about creating a product in QuickBooks, read our quick tutorial 

. You will likely want to link this product to an expense account.

Add the product to Uncommon transaction types

Once we detect Stripe Climate or any other uncommon transaction type on your account, you will see a new red text under your Stripe Holding Account, which indicates you need to map Stripe Climate. It will look something like this:

Add your newly created product on the Uncommon transaction mapping page as shown here:

Submit your changes, and Acodei will then process financing transactions on the daily balance summary or upon payout based on your preferences. Check your expense account to ensure the balance is changing correctly.

Correcting a Stripe Climate Error in your Data Feed

To fix a Stripe Climate Sync Error, go to the Account Mapping page (

https://quickbooks-stripe.acodei.com/mapping

). Please read the setup step above to ensure you have an existing product for Stripe Climate.

Then, click on the red "+ Add mapping for uncommon transaction types" button:

On the Uncommon Transaction Mapping page, choose the product from the dropdown menu you want Stripe Climate mapped to:

Click on the blue "Submit changes" button to confirm the addition of this product.

Once you have followed these steps, you can visit the Payouts tab in the Data Feed. If a payout is not synced because of a Stripe Climate error, you can resync the Deposit.

If you are still trying to fix the error, please message us at support@acodei.com, and we can resync your payouts that need to be synced.

Read more about Uncommon Transaction Mapping here:

https://help.acodei.com/article/17-payouts-not-syncing#Uncommon-Transaction-Mapping-JOro9

Stripe Climate Sync Setup and Debugging

Acodei's customer syncing functionality is designed to integrate customer data between Stripe and QuickBooks seamlessly. This feature ensures that customer information is consistent and up-to-date across both platforms, simplifying financial management and record-keeping.

Customer Data Syncing

Acodei Sync now offers a one-way invoice synchronization feature. This is ideal for businesses that generate invoices in Stripe but manage their financial tracking, including accounts receivable and outstanding invoices, in QuickBooks.

Invoice Sync

Introducing class mapping into your Acodei integration requires more setup than regular product mapping. Here’s a simple guide to help you through this process.

 Classes in QuickBooks are essentially categories tied to your products. They help in organizing financial data more granularly. When integrating with Stripe, each class needs to be mapped distinctly.

 Imagine you have two products (Product A and Product B) and two classes (Class A and Class B). To efficiently map these in QuickBooks, each combination of product and class needs to be set up as a unique product. Here's how you would do it:

 Once these products are set up in QuickBooks, you can start 

. There are many ways to set up mapping for your products and classes. Choose the best one for your company, and let us know if you have any issues in your setup.

Class Mapping in QuickBooks

We are excited to announce that sales tax support is beta testing for all Acodei users. To take advantage of this feature and streamline your sales tax accounting, follow these steps:

: Ensure you're subscribed to a paid plan, as this feature is a premium offering.

: Navigate to the "Premium Features" section on the account mapping page and enable the "Sales Tax" option.

: All taxes that you wish to track must be present in Stripe. This can be done by using Stripe Tax for automatic tax rates or setting up manual tax rates within Stripe. Once tax tracking is enabled, associate it with a product linked to the liability account where you want to record your sales tax payable in QuickBooks.

Currently, companies based outside of the United States need to contact us to set up GST/VAT settings. By default, we will set your tax rate to Exempt or Out of Scope. See below for notes on how QuickBooks currently handles VAT.

Acodei will automatically capture the calculated tax.

The tax amount will be reported to QuickBooks under the liability account you've designated.

Line item tax rate mapping is not currently available.

If you prefer to manage tax rates manually:

Create a new tax rate. Details on how to do this can be found within Stripe's documentation.

Apply this rate to your transactions (invoices, payment links, checkout sessions, subscriptions, etc.).

Acodei will record the tax collected in the specified liability account.

Issues with QuickBooks for GST/VAT Collection

Currently, we've observed challenges for VAT-collecting users due to QuickBooks not processing inclusive tax rates as expected via their API. This has been a notable issue for non-US companies wishing to report transactions with inclusive tax—for example, intending to record a $200 transaction as $166.67 in sales and $33.33 in VAT. Instead, transactions are logged as exclusive of tax, complicating the accounting process.

Please refer to these support threads for in-depth discussions of the issue:

GlobalTaxCalculation TaxInclusive Not Working as Expected

Creating Bills with Tax-Inclusive Amount via API

Issues with Tax Inclusive Amounts from Integromat

We have contacted the QuickBooks API team to address this issue and hope to find a resolution soon. Meanwhile, we strongly suggest leveraging the Stripe Tax functionality to track and manage your tax liabilities through Acodei accurately.

We appreciate your patience as we work through these beta-phase challenges and strive to offer you the best possible service.

Sales Tax Support

Our app does not currently have functionality to handle complex inventory tracking in QuickBooks. We may eventually build out this feature. 

If sales always occur in increments of one, our integration should work. But we do not currently catch higher volume quantities. As always, if you would like to test out the app, we are happy to offer a refund within 30 days if it doesn't fit your needs.

Handling Inventory in QuickBooks

Stripe Sync by Acodei does allow users to sync multiple Stripe accounts into a single bank account. However, if you deposit one Stripe account into one bank account and another Stripe account into a separate bank account, and it's all managed in the same QuickBooks account, your options are limited.

As a manual workaround, you can try the following:

Connect and sync both of your Stripe accounts to the same bank. 

We recommend setting your Stripe payout schedule to weekly or monthly so you can do this less frequently.

Look at your Stripe dashboard for your Stripe account that goes to the other bank account, and find the payouts.

Once the payouts have synced in the Data Feed, go into QuickBooks. Use the magnifying glass in the top right to do an advanced search. Use the dropdown to search for Deposits. 

Find the deposit for the payout that didn't match. Click it, then modify the bank account to the account where the deposit went. Save and close.

Now, you should be able to match the deposits on your banking feed.

Managing multiple bank and stripe accounts

In the onboarding process, our app will recommend that you create a "clearing refunds account." 

This clearing refunds account is an account created solely to handle negative payouts from Stripe. We use this account to clear specific transactions from Undeposited Funds in the case of a negative payout (aka withdrawal or clawback) by Stripe. 

Instead of creating an expense from Undeposited Funds for a negative payout, we use the Clearing Refunds account. This is because any transaction in Undeposited Funds will stay visible in Undeposited Funds forever. As a result, we modify these transactions associated with a negative payout to the Clearing Refunds account to balance your Undeposited Funds account. 

Your Clearing Refunds account remains at zero at all times unless there is another pending negative payout. If it is not at zero, please reach out to us at support@acodei.com

Clearing Refunds

You can easily delete any data we have imported into your QuickBooks account. Go to your data feed, and select the transaction(s) you want to be deleted (click on the gray box on the right side of the transaction). Then go to the drop-down menu and select "Delete in QuickBooks." 

If you want data deleted and you are canceling your subscription, be sure to delete the data (or email us to do it for you) before you disconnect from the app. Once you're disconnected, we can't delete the data any longer. 

If you get a "Failed to Delete" as the status for the transaction, you'll need to unmatch the deposit from the payout on your banking feed in QuickBooks and then delete the data again.

Deleting Data

Stripe Capital Paydown Tracking is a premium feature accessible with our paid plans (standard or premium tier). This feature will track the Stripe Capital Loan payments in your QuickBooks account.

While we are able to track the total payments against your original liability, the account you choose to track the payments into will eventually go negative and show the total amount of interest paid on the loan. So if your original Stripe Capital Loan was $10,000, and you pay over the full term, the account you chose to track the payments into will end at -$2,000 (for example). This is because we need to find a way to parse out principal payments vs. interest into two separate accounts. As additional functionality is created within the Stripe API, we will separate the principal paid and interest paid into two separate accounts. In the meantime, please be sure to rely on Stripe's statements and create journal entries as needed.

Stripe Capital Tracking

When you first connect to our app, we will pull the last three Stripe transactions from your Stripe account. We do this so that you can verify that things are being mapped the way you'd like in QuickBooks. Then, moving forward, our app will continue to sync all Stripe transactions after you have connected to the app.

If you want more of your previous transactions to be synced by our app, you'll need to run historical pulls. You can learn about historical pulls 

Why do I only see the last 3 transactions?

Your Stripe Holding Account is a QuickBooks reflection of your 

, which you can check anytime through the Stripe Dashboard.

For most users, and as a default, we recommend selecting Undeposited Funds (sometimes called Payments to Deposit), an account that comes with every QuickBooks account by default.

Undeposited Funds are great because a reconciled matching deposit will automatically be created on your banking feed. This Undeposited Funds account is the only account from which a deposit can be made.

To learn more about Undeposited Funds, visit this 

Although we recommend Undeposited Funds for the average user, there are certain limitations on Undeposited Funds that you may want to be familiar with. 

Here are a few situations where you may want to choose an account other than Undeposited Funds:

You have many accounts (other payment providers, check payments, etc.) feeding into Undeposited Funds, which is turning into a black hole.

You cannot reconcile daily balances on Stripe with daily balances on QuickBooks in Undeposited Funds because of the timing of some transactions.

You have currency issues in using Undeposited Funds.

You want a separate naming convention for this holding account.

You do manual payouts from Stripe to your bank account instead of an automatic payout schedule.

If you are using an account other than Undeposited Funds for tracking your Stripe Balance, you should create a beginning balance entry on the new account that matches your current Stripe Balance. From there, the account should remain reconciled.

There is no obligation to user either method. It is a matter of preference.

Please note that once you change holding accounts, you must delete all transactions from that account should you decide to switch back to Undeposited Funds.

If you need help or clarification, please message us at support@acodei.com

Stripe Holding Account: How to Choose

This article explains the high-level document creation that Acodei performs on your behalf in QuickBooks Online. You can modify your settings on the Account Mapping page to adjust the differences described below.

Real-Time Sync + Undeposited Funds Holding Account

If you choose to utilize Undeposited Funds as your Stripe holding account and sync data in real-time, which is the default setting for Acodei, you can expect the following:

Every sale in Stripe creates a sales receipt in QuickBooks.

Every refund in Stripe generates a refund receipt in QuickBooks.

When a payout occurs, Acodei generates a bank deposit. That bank deposit automatically selects sales and refund receipts relevant to that payout.

You have two options for tracking fees - Acodei will either place the fee as a line item on the sales receipt or as a line item in the bank deposit.

Customers are created if the customer data from Stripe does not create an exact match from Stripe into QuickBooks.

All additional transactions - which we call Uncommon transaction types or Balance transactions will be included as a line item on your bank deposit, processed upon payout.

A QuickBooks invoice will be generated if you create a Stripe invoice.

A payment receipt will be created upon payment of that invoice.

Payment receipts will be selected on the bank deposit in lieu of sales receipts.

Most users prefer that fees be included as a line item in the bank deposit, but otherwise, we will generate a fee-specific refund receipt that captures the fee on each transaction.

Real-Time Sync + non-Undeposited Funds Holding Account

If you choose to utilize an account other than Undeposited Funds as your Stripe holding account and sync data in real-time, you can expect the following:

When a payout occurs, Acodei generates a transfer from your Stripe holding account to your checking account that receives Stripe payouts.

You have one option for tracking fees - Acodei will place the fee as a line item on the sales receipt.

All additional transactions - which we call Uncommon transaction types or Balance transactions will be included as a daily balance summary sales receipt or refund receipt, depending on if the adjustment amount is positive or negative.

Daily Summary + Undeposited Funds Holding Account

If you choose to use Undeposited Funds as your Stripe holding account and sync data using daily summary, you can expect the following:

When a payout occurs, we will generate daily summaries based on the payout data.

Sales, refunds, adjustments, and all fees will be aggregated into these daily summaries.

Daily summaries are created as sales receipts or refund receipts, depending on whether the daily total for that payout was positive or negative.

A bank deposit is created, which automatically selects the daily summary sales receipts and refund receipts.

Daily Summary + non-Undeposited Funds Holding Account

If you choose to use an account other than Undeposited Funds as your Stripe holding account and sync data using daily summary, you can expect the following:

Each day, Acodei will create a summary sales receipt or refund receipt based on the balance report summary, which is found in Stripe.

The summary document will contain full detail for all sales, refunds, fees, etc.

If a payout occurs, a transfer will be created from the Stripe holding account to the checking account.

What Acodei Creates in QuickBooks

With many third-party apps using Stripe and different accounting preferences from company to company, we offer and have completed many custom integrations.

If you have a specific need for us to address, we will have an initial call to fully understand your request, then provide a scope of work to detail how many hours we estimate for the project.

Examples of custom projects we have addressed in the past:

Stripe metadata placement into QuickBooks documents

Tweaks to our app functionality, such as the removal of invoice creation while retaining payment creation

For every custom project, we create an instance of our app specifically for your company and modify the functionality to meet your specific needs.

Our rate for custom integrations is $150 per hour. We always provide a cost estimate and will not exceed the amount of estimated hours without prior approval.

Adding Custom Features

By default and on the free plan, you can map all sales to a single income category in QuickBooks (Basic Product Mapping). If you want to map your income to multiple accounts for visibility on your Profit and Loss statement (for example, view the difference in sales between Merchandise and Tickets), you will need to set up multiple product mapping. 

If you enable this feature, products will show as line items in the Sales Receipts or Invoices in QuickBooks and the products will be mapped to income accounts. Please note that if you use this feature, you will need to come back to modify your mapping if you add new or modify existing products. 

You can find this feature by clicking on "Account Mapping" on the left tab of your Acodei account page. Scroll down to "Premium Features" and click on show next to Multiple Product Mapping. Then scroll down to "Multiple Product Mapping" "Do you want to enable Multiple Product Mapping?" Click yes, and then click on the blue "+Add Product," and you'll be able to set it up.

All products you map will be evaluated from top to bottom on our Multiple Product Mapping list.

To set up multiple product mapping in QuickBooks, you will need to get comfortable with QuickBooks Products. We map to products because it is required for Sales Receipt and Invoice creation. 

To create a new product, find the tab in QuickBooks called "Products and Services." Inside this tab, create a new product, then make sure the product is mapped to the income account (or asset, expense, or liability) that you want sales for that product to map to.

For US-based companies, make sure the product is set to nontaxable. We can handle sales tax elsewhere. Your product mapping could look something like this:

Currently, there are six different ways to map products:

Use the description field in Stripe transactions to match a product in QuickBooks. The description field is currently mapped on the charge, payment intent, and subscription webhooks. Typically, if you see the description field populated, we will be able to capture it. The field is configured through code or by a third-party app connected to Stripe. If yours is blank or has default text, work with your developer or a third-party app to populate the field along with a successful charge.

For all product mapping, but especially relevant for the Description Indicator, we will move through the list from top to bottom. So make sure you list your items accordingly - if you put "Contains - A" at the top of the list and then "Equal to - Product A" at the end of your list, it will match on the first match it encounters. With this in mind, Description mapping is not recommend for highly precise mapping with lots of products because text-based matching has its limits,

Use the transaction value mapping in unique cases where you want to match products that always have the same value. For example, if you run three tiers of transactions, a $9 tier, a $19 tier, and a $29 tier, you could mark each of these unique values as mapped to a specific product and income account. This type of mapping should not be used unless you have a small number of products with values you don't intend to ever change. 

Stripe Product Mapping to QuickBooks with Pricing Tier

Use Stripe Product Mapping to QuickBooks with Pricing Tier if you have a single product with multiple prices in Stripe. For example, if you have a monthly Premium plan and an annual Premium plan, you could set up your mapping like this:

Stripe Product Mapping to QuickBooks with no Pricing Tier

Use Stripe Product Mapping to QuickBooks with no Pricing Tier if you just want to do 1-1 product to product mapping between Stripe and QuickBooks. This will provide the most exact method of product mapping and is the least prone to error, but it does require you to keep up on new product offerings and modifications.

Usually, with the help of a developer, you can create metadata on charges like in this example:

Using the Stripe Metadata Mapping option, you can map Keys (the value on the left) and Values (the value on the right) to indicate which QuickBooks product you want to map. This can be helpful in a number of situations, especially if the combination of multiple elements necessitates a more complex connection than description mapping can provide alone.

For users with more than one Stripe account connected, you have the option to map according to which Stripe account a transaction comes through. For example, if you have two Stripe accounts - Stripe account A and Stripe account B, you could say all of Stripe account A's transactions go to a product for Consulting, and all of Stripe account B's transactions go to the Merchandise product. 

App Functionality