For finance teams

Reconcile Stripe and QuickBooks.

Kaer reconciles Stripe and QuickBooks by matching each Stripe payout to the charges, fees and refunds inside it, checking the result against QuickBooks and listing what does not agree. It works from your exports or in its own browser, because it has no direct connection to either today. You review the list and post the entries.

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Why don't Stripe payouts match QuickBooks?

Stripe pays out in batches, net of fees. One bank deposit can cover many charges, minus fees and refunds, so the deposit matches no single invoice in your books.

  • The charges

    Each customer payment, which should match an invoice or sales receipt in QuickBooks.

  • The fees

    Taken before the money reaches you, and easy to miss if the income is booked net.

  • The refunds

    Deducted from a later payout, often in a different period from the original sale.

  • The payout

    The single amount on your bank statement, and the only number the bank feed shows.

What does Kaer do at month end?

It does the matching and hands you a short list of what is wrong.

  • Breaks down each payout

    Uses Stripe's Payout reconciliation report to list the charges, fees and refunds inside each deposit.

    Waits for you: nothing. It reads and reports.

  • Checks QuickBooks

    Looks for the invoice or sales receipt behind each charge and the deposit behind each payout.

    Waits for you: nothing. It reads and reports.

  • Lists what does not agree

    Charges with no invoice, invoices marked paid with no charge, fees not booked and refunds booked twice.

    Waits for you: nothing. It reads and reports.

  • Chases the paperwork

    Mail drafts a note to whoever holds the missing receipt or invoice.

    Waits for you: every email.

  • Remembers your rules

    Context holds your accounts and house rules, so next month's run books fees and refunds the same way.

How do you run a reconciliation?

Export, attach, state your rules and review. Once a run works, turn it into a monthly workflow.

  1. 01Export from Stripe

    Download the itemised CSV of the Payout reconciliation report for the month.

  2. 02Export from QuickBooks

    Export a standard transaction report for the same dates. Reconciliation reports themselves do not export directly.

  3. 03Attach both, with your rules

    In a Work chat, attach the files and say how you book fees, refunds and currency differences.

  4. 04Review the list

    Kaer returns what does not agree. You decide what to change and post the entries in QuickBooks yourself.

How does Kaer reach Stripe and QuickBooks?

Through exports or its own browser. A direct Stripe connection is planned.

  • StripeDirect connection planned

    Attach the export, or let Kaer read the Dashboard in its own browser after you sign in.

  • QuickBooksIn Kaer's browser

    You sign in and Kaer works the site, or you attach an export.

  • XeroIn Kaer's browser

    The same approach works, with the same sign-in.

  • Any other ledgerSpreadsheet

    If it exports to a spreadsheet, Kaer can read it.

Where does Kaer stop?

Start from exports, and post the entries yourself until you trust the matching.

  • Your books

    Work from exports and Kaer never touches QuickBooks. In its browser it stops before a click that pays, and other steps you ask for run to the end, including entries. If you let it sign in, use a reports-only user where your plan offers one.

  • Payments and refunds

    Paying, refunding and transferring get an Approve card through any tool.

  • Sign-in

    You type your passwords and one-time codes. Kaer never sees them.

  • Sign-off

    Kaer is not an accountant. The books and the tax position stay with you and your adviser.

Questions

Does Kaer connect directly to Stripe?
Not yet. A direct Stripe connection is planned. Today Kaer works from Stripe's exports, or reads the Dashboard in its own browser after you sign in.
Can Kaer post entries to QuickBooks?
It can work in QuickBooks in its own browser, so it can enter what you ask it to. Nothing in Kaer locks QuickBooks to read-only, so start from exports, let it produce the list and post the entries yourself.
Does it work with Xero?
Yes, the same way. Kaer works Xero in its own browser with you signing in, or from an export.
Will this replace my accountant?
No. Kaer does the matching and the list. An accountant or bookkeeper still signs off the books.
Can it run every month on its own?
Yes, as a workflow on a schedule, with an approval step before anything is sent. A site that asks for a one-time code needs a person at that step.

Where to go next

Run it on last month, then compare.

Starting is free and needs no card.

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