Reconcile two systems
Find where billing, payments and the books disagree.
Finance · On a schedule · Updated
Works with
- Slack
- Stripe
- PayPal
- QuickBooks
- Xero
Slack
Stripe
PayPal
QuickBooks
XeroHow do you reconcile billing with your books?
To reconcile billing with your books, set up a Loop in Maito. Each week it matches Stripe or PayPal payouts, refunds and fees against QuickBooks or Xero, counts what matches, lists payouts and refunds that are missing, and posts the differences in Slack with a likely cause. It does not change entries.
How it's done today
Mismatches are found at year end.
What Maito does
- Pull records from each system
- Match them
- List what doesn't match
Example
Loop run: Monday 7:00 AM · Stripe vs QuickBooks
212 Stripe transactions matched QuickBooks for Oct 12 to 18. 4 items don't. Payouts missing in QuickBooks • Oct 13, $9,420.18 • Oct 15, $11,086.50 • Oct 16, $7,933.07 Together $28,439.75. All three are in Stripe as paid out, so it looks like the bank feed missed them. Refund not recorded • Wonka Foods, $1,250, refunded Oct 14, charge ch_3Nq2. Revenue is overstated by this amount. One thing that matters: the missing payouts all came after Oct 12, when the feed was reconnected. Source: Stripe payout report and QuickBooks deposits.
@Maito I'll book those. Check the bank feed settings and tell me what changed on Oct 12.
QuickBooks shows the Stripe feed was reconnected on Oct 12 with a start date of Oct 17. That explains the gap. I can't change it. Moving the start date back to Oct 12 should fix it.
Maito (7:00 AM):
212 Stripe transactions matched QuickBooks for Oct 12 to 18. 4 items don't.
Payouts missing in QuickBooks
• Oct 13, $9,420.18
• Oct 15, $11,086.50
• Oct 16, $7,933.07
Together $28,439.75. All three are in Stripe as paid out, so it looks like the bank feed missed them.
Refund not recorded
• Wonka Foods, $1,250, refunded Oct 14, charge ch_3Nq2. Revenue is overstated by this amount.
One thing that matters: the missing payouts all came after Oct 12, when the feed was reconnected.
Source: Stripe payout report and QuickBooks deposits.
Omar (7:20 AM):
I'll book those. Check the bank feed settings and tell me what changed on Oct 12.
Maito (7:22 AM):
QuickBooks shows the Stripe feed was reconnected on Oct 12 with a start date of Oct 17. That explains the gap. I can't change it. Moving the start date back to Oct 12 should fix it.
How to set it up
- Ask your agent
“Every Monday at 7, reconcile last week's Stripe payouts with the deposits in QuickBooks and post what doesn't match in #finance.”
- Connect billing
- Stripe
- PayPal
- Connect accounting software
- QuickBooks
- Xero
Not connected yet? Your agent sends you a link to sign in.
What it won't do
Maito matches what the two systems show. It does not change entries, and it cannot see bank accounts you have not connected.
Questions
Stripe or PayPal for billing and QuickBooks or Xero for the books.
No. It reports the mismatches. Your finance team books the corrections.
Often. It checks things like a bank feed reconnection date, and says when it cannot find the cause.
