# Stripe QuickBooks Reconciliation Every Week

Source: https://maito.app/workflows/reconcile-two-systems

Every week Maito matches payouts, refunds and fees in Stripe against QuickBooks and posts what does not match, so mismatches are found now, not at year end.

Find where billing, payments and the books disagree.

[Finance](https://maito.app/workflows/team/finance) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Stripe
-   PayPal
-   [QuickBooks](https://maito.app/workflows/tool/quickbooks)
-   [Xero](https://maito.app/workflows/tool/xero)

## How 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

1.  Pull records from each system
2.  Match them
3.  List what doesn't match

## Example

Loop run: Monday 7:00 AM · Stripe vs QuickBooks

**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

On a schedule Reconcile two systems

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

### Which systems does it compare?

Stripe or PayPal for billing and QuickBooks or Xero for the books.

### Does it fix entries?

No. It reports the mismatches. Your finance team books the corrections.

### Can it explain a gap?

Often. It checks things like a bank feed reconnection date, and says when it cannot find the cause.

## More finance workflows

-   [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice)
-   [Review expenses against policy Expenses get checked against the policy before a person approves them. Finance · When something happens Works with Ramp.](https://maito.app/workflows/review-expenses-against-policy)
-   [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist)
-   [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance)
-   [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices)
-   [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Freconcile-two-systems)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)