{"id":29678,"date":"2026-06-19T16:17:00","date_gmt":"2026-06-19T16:17:00","guid":{"rendered":"https:\/\/synder.com\/blog\/?p=29678"},"modified":"2026-06-21T15:56:10","modified_gmt":"2026-06-21T15:56:10","slug":"how-to-reconcile-stripe-payments-in-xero","status":"publish","type":"post","link":"https:\/\/synder.com\/blog\/how-to-reconcile-stripe-payments-in-xero\/","title":{"rendered":"How to Reconcile Stripe Payments in Xero the Right Way"},"content":{"rendered":"\n<p>The process of reconciling Stripe payments in Xero depends on one principle: the funds deposited into the bank account are the net amount, not the gross sale. Stripe deducts its processing fee before transferring the balance to the bank account, meaning that a gross sale of $250 may result in a deposit of $242.45. Matching this $242.45 amount to sales will create erroneous entries in the ledger. The solution is to post the total sale, record the fee as an expense, and also record the payment transfer.<\/p>\n\n\n\n<p>It applies to everyone who uses Stripe as the channel for online transactions: from ecommerce store owners to entrepreneurs behind the software products. In the article, we cover everything you need to know about connecting Stripe to Xero, including setup, reconciliation, and the correct workflow for handling payouts, fees, and refunds without distorting your profit and loss statement. We also look at best practices for managing multiple sales channels through Stripe and the common mistakes that can make reconciliation far more difficult than it needs to be. <\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"559\" src=\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-payout-breakdown-1-1024x559.png\" alt=\"Stripe payout breakdown\" class=\"wp-image-32519\" srcset=\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-payout-breakdown-1-1024x559.png 1024w, https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-payout-breakdown-1-768x419.png 768w, https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-payout-breakdown-1-1536x838.png 1536w, https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-payout-breakdown-1-380x207.png 380w, https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-payout-breakdown-1-800x436.png 800w, https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-payout-breakdown-1-1160x633.png 1160w, https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-payout-breakdown-1.png 2048w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h2 id=\"tldr\" class=\"wp-block-heading\"><strong>TL;DR<\/strong><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Stripe only gives a net amount as payment: <\/strong>the fee is deducted from the total amount, so the deposit will never equal the total invoice amount.<\/li>\n\n\n\n<li><strong>A clearing account is the way to go: <\/strong>the gross amount received and fees are tracked independently, with the clearing account balancing to zero at each payment cycle.<\/li>\n\n\n\n<li><strong>Reconciliation should be done for each payout: <\/strong>first match with the deposit, second deduct fees from the expenses account, and finally ensure that there is no unmatched item left.<\/li>\n\n\n\n<li><strong>A credit note must be created for refunds and chargebacks: <\/strong>just making the negative entry isn\u2019t enough, because the invoices will still have an overstated balance.<\/li>\n\n\n\n<li><strong>Volume is key: <\/strong>one payout may have orders from multiple platforms, with reconciliation taking days when done manually but minutes when automated past a threshold level.<\/li>\n<\/ul>\n\n\n\n<h2 id=\"how-stripe-and-xero-work-together\" class=\"wp-block-heading\"><strong>How Stripe and Xero work together<\/strong><\/h2>\n\n\n\n<p>It may be helpful to determine exactly what is exchanged between two systems to reconcile a single transaction. Stripe processes the client\u2019s payment, holds it for a short time, takes out their cut, and transfers the remaining amount to your account according to your predetermined timeframe, whether it is daily, weekly, or bi-weekly. From Xero\u2019s perspective, however, there are two different transactions: first, the invoice issued for the sale, and then, the transfer reflected as a line item in your bank statement.<\/p>\n\n\n\n<p>What comes between these two figures tends to cause a lot of confusion. The typical credit card processing fees in the United States, charged by Stripe, are as follows:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Standard domestic cards:<\/strong> 2.9% + $0.30 per transaction.<\/li>\n\n\n\n<li><strong>International cards:<\/strong> 3.1% + $0.30 per transaction.<\/li>\n\n\n\n<li><strong>Cross-border surcharge:<\/strong> an extra 1.5% on top, where it applies.<\/li>\n<\/ul>\n\n\n\n<p>The deduction occurs prior to the transfer of funds, meaning that the deposit will always be lower than the sale figure.<\/p>\n\n\n\n<p><em>Learn <\/em><a href=\"https:\/\/synder.com\/blog\/stripe-fees-xero\/?utm_source=google&amp;utm_medium=organic\"><em>how to record Stripe processing fees<\/em><\/a><em>.<\/em><\/p>\n\n\n\n<h3 id=\"how-do-stripe-payments-work-in-xero\" class=\"wp-block-heading\"><strong>How do Stripe payments work in Xero?<\/strong><\/h3>\n\n\n\n<p>When customers pay Xero invoices via Stripe, Xero will mark them as paid for the full amount, but will create a new transaction to pay the transaction fee. As <a href=\"https:\/\/central.xero.com\/s\/article\/Reconcile-Stripe-payments\" target=\"_blank\" rel=\"noreferrer noopener\">Xero Central<\/a> explains, invoice payment transactions will auto-match the Stripe charge statement lines once a direct feed is established; Xero groups together the related payments and fees into the single payout line so that you can accept the match.\u00a0<\/p>\n\n\n\n<p>However, this is only applicable when payments made by customers use the Stripe payment option for the online invoice issued from Xero. Where payments are made via an external application or site, you will have to manually record the transaction fees.<\/p>\n\n\n\n<p>This also highlights the limitations of the native integration, which one needs to know about before embarking on the integration process. This includes situations like chargebacks, refunds, and manual payouts since these do not auto-match.<\/p>\n\n\n\n<figure class=\"wp-block-table cnvs-block-core-table-1782056484645\"><table class=\"has-gray-200-background-color has-background has-fixed-layout\"><tbody><tr><td>The point here is structural, not procedural. You won&#8217;t be able to reconcile anything until you create a way for Xero to record the gross sale, fee, and payout separately.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h2 id=\"how-to-set-up-your-xero-chart-of-accounts-for-stripe\" class=\"wp-block-heading\"><strong>How to set up your Xero chart of accounts for Stripe<\/strong><\/h2>\n\n\n\n<p>It will save you a lot of time on reconciliations if you get your accounts right beforehand. The basic setup for Xero involves two accounts: <strong>a clearing account<\/strong> similar to a bank account, which shows Stripe\u2019s balance, and <strong>an expense account<\/strong> to show processing fees. In this case, the clearing account isn&#8217;t an actual bank account but a matching account.<\/p>\n\n\n\n<p>Here&#8217;s how you can set up one:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to <strong>Accounting \u2192 Advanced \u2192 Chart of Accounts<\/strong>.<\/li>\n\n\n\n<li>Create a new <strong>Current Asset<\/strong> account.<\/li>\n\n\n\n<li>Enable the option that allows payments to be posted to the account.<\/li>\n\n\n\n<li>Give it a clear name, such as <strong>&#8220;Stripe Clearing.&#8221;<\/strong><\/li>\n\n\n\n<li>Create a separate <strong>Expense<\/strong> account for processing fees.<\/li>\n\n\n\n<li>Name it <strong>&#8220;Stripe Fees&#8221;<\/strong> or <strong>&#8220;Merchant Fees.&#8221;<\/strong><\/li>\n\n\n\n<li>Use this account to record Stripe processing costs, keeping fees organized in one place instead of mixed into general bank charges.<\/li>\n<\/ol>\n\n\n\n<p>Once that&#8217;s in place, the flow is clean:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Gross sales<\/strong> post to the clearing account at full invoice value.<\/li>\n\n\n\n<li><strong>Fees<\/strong> post to the dedicated expense account.<\/li>\n\n\n\n<li><strong>The net payout<\/strong> transfers out of the clearing account into your real bank account.<\/li>\n<\/ul>\n\n\n\n<p>Once the payout is made by Stripe, the clearing account goes back to zero, meaning all transactions have been processed. You should also make sure that the refunds are tracked to their own account to avoid affecting your income statistics, and keep your account numbers the same so that you will be able to match your rules later on future transactions from Stripe.<\/p>\n\n\n\n<figure class=\"wp-block-table cnvs-block-core-table-1782056542812\"><table class=\"has-gray-200-background-color has-background has-fixed-layout\"><tbody><tr><td>This separation between the total sales, fees, and payouts is how it works. Once the accounts are established, you simply process all payouts the same way.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h2 id=\"how-do-i-reconcile-a-stripe-payment-in-xero-step-by-step-process\" class=\"wp-block-heading\"><strong>How do I reconcile a Stripe payment in Xero: step-by-step process<\/strong><\/h2>\n\n\n\n<p>A repeatable workflow ensures that reconciliation does not become an investigative process. Repeating the same process for each payment will see most errors eliminated automatically.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Confirm the clearing account hits zero.<\/strong> At the end of each cycle, the Stripe clearing account should net to zero. A leftover balance means a fee, refund, or timing item is unaccounted for.<\/li>\n\n\n\n<li><strong>Match the payout to the bank deposit first.<\/strong> Look for the Stripe payout in your bank feed and compare it with the amount of the deposit. If you have configured Stripe as a bank account in Xero, it will propose a match for all the payments and fees, which you approve.<\/li>\n\n\n\n<li><strong>Reconcile the underlying sales in the clearing account.<\/strong> Find the Stripe payout line in your bank feed and confirm it against the deposit amount. If you&#8217;ve set Stripe up as a bank account in Xero, it will suggest a match grouping the related payments and fees, and you accept it.<\/li>\n\n\n\n<li><strong>Apply the Stripe fee as its own line.<\/strong> Post the processing fee against your fees expense account, not buried inside the sale. This is the step that keeps the cost visible in your profit and loss.<\/li>\n\n\n\n<li><strong>Treat the payout itself as a transfer.<\/strong> The money moving from Stripe into your checking account is a transfer between accounts, not income. Recording it as a sale double-counts revenue.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"559\" src=\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-clearing-account-cycle-1-1024x559.png\" alt=\"Stripe clearing account cycle\" class=\"wp-image-32520\" srcset=\"https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-clearing-account-cycle-1-1024x559.png 1024w, https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-clearing-account-cycle-1-768x419.png 768w, https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-clearing-account-cycle-1-1536x838.png 1536w, https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-clearing-account-cycle-1-380x207.png 380w, https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-clearing-account-cycle-1-800x436.png 800w, https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-clearing-account-cycle-1-1160x633.png 1160w, https:\/\/synder.com\/blog\/wp-content\/uploads\/sites\/5\/2025\/06\/Stripe-clearing-account-cycle-1.png 2048w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p>The single most important thing to remember is this: do not reconcile the net deposit directly to sales. For example, if you send a customer a $1,000 invoice and it has already been recorded as a $1,000 sale, Stripe might deposit only $970 after deducting its fee. The $970 should be matched to the existing invoice, while the $30 is recorded as a processing fee expense. If you record the $970 deposit as a new sale instead, you&#8217;ll end up showing $1,970 in revenue from a single $1,000 transaction.<\/p>\n\n\n\n<p>Once you&#8217;ve worked through a cycle, a quick bank reconciliation summary report confirms no unmatched items are hiding. The mechanics are the same whether you reconcile in the Stripe feed or the business account first, Xero matches the other side automatically once one is done.<\/p>\n\n\n\n<p>Here\u2019s what it all boils down to:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Step<\/strong><\/td><td><strong>What you&#8217;re matching<\/strong><\/td><td><strong>Where it posts<\/strong><\/td><td><strong>What &#8220;done&#8221; looks like<\/strong><\/td><\/tr><tr><td>1. Payout<\/td><td>Bank deposit line<\/td><td>Bank feed<\/td><td>Deposit matched to grouped Stripe activity<\/td><\/tr><tr><td>2. Sale<\/td><td>Gross invoice amount<\/td><td>Stripe clearing account<\/td><td>Ties to original invoice, no duplicate sale<\/td><\/tr><tr><td>3. Fee<\/td><td>Processing fee<\/td><td>Fees expense account<\/td><td>Fee visible as an expense in P&amp;L<\/td><\/tr><tr><td>4. Transfer<\/td><td>Net payout<\/td><td>Clearing \u2192 checking<\/td><td>Recorded as transfer, not income<\/td><\/tr><tr><td>5. Check<\/td><td>Period balance<\/td><td>Stripe clearing account<\/td><td>Clearing account nets to zero<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>Fees and refunds are where this routine gets tested, so they deserve their own look.<\/p>\n\n\n\n<h2 id=\"how-to-handle-stripe-fees-and-refunds-in-xero\" class=\"wp-block-heading\"><strong>How to handle Stripe fees and refunds in Xero<\/strong><\/h2>\n\n\n\n<p>These are the two things that are most likely to disrupt your bottom line because they are different from each other. In the case of fees, it is the expenses you incur, while in case of refunds, you are reversing revenue recognized previously. That means you need to issue a credit note, not a negative line item.<\/p>\n\n\n\n<h3 id=\"recording-stripe-fees\" class=\"wp-block-heading\"><strong>Recording Stripe fees<\/strong><\/h3>\n\n\n\n<p>For fees, the principle is very simple: record the total revenue from the transaction and record the fee as a processing expense. If you don&#8217;t, the fee vanishes completely from your reports. Only accounting for the net deposit amount doesn&#8217;t affect your profits, but it does hide the true transaction processing costs as a percentage of revenue, making your gross sales unreliable for any comparative valuations or benchmarking.<\/p>\n\n\n\n<h3 id=\"handling-refunds-chargebacks-and-tax\" class=\"wp-block-heading\"><strong>Handling refunds, chargebacks, and tax<\/strong><\/h3>\n\n\n\n<p>Refunds and chargebacks should be handled more carefully. To use Xero&#8217;s functionality properly, you will have to post a refund\/chargeback as a credit note and reconcile it along with related invoices against the bank statement line. Posting a refund directly as a negative receipt without a credit note means that you&#8217;ll still be overstating your invoices. With partial refunds, follow the same pattern, posting the refunded part separately from the total payment to avoid overstating revenue.<\/p>\n\n\n\n<p>There is one thing that everyone asks all the time: how about the GST\/VAT on the Stripe fees? This depends entirely on where you live, and sometimes Stripe fees are not treated the same way as your sales in terms of taxes. Check your local legislation on this matter with an accountant and find the correct tax code.<\/p>\n\n\n\n<p>If you handle fees and refunds correctly, you can stick to one-storefront Stripe integration just fine. However, once you&#8217;re working with Stripe in multi-channel environments&#8230;<\/p>\n\n\n\n<h2 id=\"reconciling-stripe-when-you-have-multiple-sales-channels\" class=\"wp-block-heading\"><strong>Reconciling Stripe when you have multiple sales channels<\/strong><\/h2>\n\n\n\n<p>Many companies operate Stripe through multiple storefronts simultaneously: with a Shopify store, a WooCommerce store, or even some kind of booking platform, and all end up being part of the same Stripe account. This makes reconciliation difficult because a single payout from Stripe could include orders placed from multiple platforms, and Xero does not have any native ability to distinguish the origin of the order.<\/p>\n\n\n\n<p>A workaround for this issue is to download a Stripe payout CSV file and reconcile the orders against each individual platform order record before making the post. It will work but is difficult to scale. From experience working with ecommerce and SaaS businesses, we see this process being repeated time and again: one common thread is a connector that captures the sales total but not the fees, leaving the operator to reconcile Stripe payouts by hand anyway. And based on those conversations, multi-channel fee capturing appears to be the sticking point in manual reconciliation processes.<\/p>\n\n\n\n<h3 id=\"how-to-import-stripe-transactions-into-xero-across-channels\" class=\"wp-block-heading\"><strong>How to import Stripe transactions into Xero across channels<\/strong><\/h3>\n\n\n\n<p>Importing the Stripe statement and matching it using the Charge ID will be okay at small volumes. With increased volumes, or when there are more channels to consider, a third-party automation solution does all the multi-channel mapping that cannot be achieved by Xero alone. A good example would be <a href=\"https:\/\/synder.com\/\">Synder<\/a> \u2013 an accounting automation software that aggregates finance data from 30+ ecommerce and payment platforms. Synder imports all payments, fees, refunds, and chargebacks <a href=\"https:\/\/synder.com\/integrations\/xero\/stripe\/\">from Stripe into Xero<\/a> as an invoice or credit note, splitting gross and net, and groups payout transactions so that the amount in your Xero bank feed gets mapped automatically.<\/p>\n\n\n\n<p>What makes automation useful in this case is that all the logic of your clearing account that you have implemented will be used for every transaction automatically without relying on a clear CSV file import every time. Take <a href=\"https:\/\/synder.com\/success-stories\/playyourcourt\/\">PlayYourCourt<\/a>, for example \u2013 this company used to categorize thousands of Stripe transactions manually every month until they automated the integration process and saved themselves over 480 hours and $24,000 a year on bookkeeping.<\/p>\n\n\n\n<h2 id=\"when-to-automate-stripe-reconciliation-in-xero\" class=\"wp-block-heading\"><strong>When to automate Stripe reconciliation in Xero<\/strong><\/h2>\n\n\n\n<p>At some point, the manual effort outweighs the savings, and that&#8217;s the signal to automate. The costs of continuing to do things manually have been extensively documented and are measured in hours, not disasters.<\/p>\n\n\n\n<h3 id=\"the-true-cost-of-manual-reconciliation\" class=\"wp-block-heading\"><strong>The true cost of manual reconciliation<\/strong><\/h3>\n\n\n\n<p>Reconciliation is one of the first things finance teams hand to automation, and for good reason. In <a href=\"https:\/\/synder.com\/downloadables\/2025-emerging-trends-in-accounting-ai-progress-pitfalls-and-the-path-ahead\/\">Synder&#8217;s 2025 survey<\/a> of 424 senior finance leaders across ecommerce and SaaS, bank reconciliation ranked among the most-automated tasks, with 54% of teams overall (and nearly 57% of ecommerce teams) already automating it. The research also discovered that over half of the teams save 3 to 5 days on monthly closing by automating the process.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-table cnvs-block-core-table-1782056591886\"><table class=\"has-gray-200-background-color has-background has-fixed-layout\"><tbody><tr><td>So the cost of getting Stripe reconciliation wrong is hours nobody gets back.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<h3 id=\"how-automation-works\" class=\"wp-block-heading\"><strong>How automation works<\/strong><\/h3>\n\n\n\n<p>This is the area where automation comes into play. <a href=\"https:\/\/synder.com\/success-stories\/stape\/\">Stape<\/a>, which provides software as a service through Stripe and Xero, was dealing with GAAP compliance issues for subscriptions and transactions in multiple currencies; after they started using Synder, the process of reconciliation that would take two full days to complete now takes approximately 40 minutes per month, or 180 hours annually per client.<\/p>\n\n\n\n<p>And it\u2019s not only the hours that change from one month to another but also what the process of monthly closing looks like. Fereshte Moradi, Financial Manager at <a href=\"https:\/\/synder.com\/success-stories\/numbercrunch\/\">numbercrunch<\/a> commented on automating the process with Synder this way:<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\" style=\"font-size:25px\">\n<p>&nbsp;I don&#8217;t need to go back and check transactions one by one in Stripe anymore. All of the invoices and payments automatically go to QuickBooks, which makes the whole reconciliation process much easier. I just need to go there once at the end of the month and check the balance, that&#8217;s it.<\/p>\n<cite>Fereshte Moradi, Financial Manager at numbercrunch <\/cite><\/blockquote>\n\n\n\n<p><\/p>\n\n\n\n<p>This proves that the process changes from reconciling thousands of line items to verifying a reconciliation that is already balanced.<\/p>\n\n\n\n<figure class=\"wp-block-table cnvs-block-core-table-1782056678958\"><table class=\"has-gray-200-background-color has-background has-fixed-layout\"><tbody><tr><td>If you want to find out how the clearing account workflow works without having to match it manually, <a href=\"https:\/\/synder.com\/book-a-demo\/\">schedule a demo at Synder.<\/a>\u00a0<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe src=\"https:\/\/www.youtube.com\/embed\/c0GHPPvbs-Y\" referrerpolicy=\"strict-origin-when-cross-origin\" title=\"How to Sync Shopify &amp; Stripe to Xero | Daily Summaries Integration Tutorial with Synder\" width=\"1200\" height=\"675\" style=\"max-width: 100%; max-height: 284px;\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" allowfullscreen><\/iframe><\/iframe>\n<\/div><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p>Other than this, automation also prevents small errors that add up, which is something else worth talking about.<\/p>\n\n\n\n<h2 id=\"common-stripe-reconciliation-errors-in-xero-and-how-to-fix-them\" class=\"wp-block-heading\"><strong>Common Stripe reconciliation errors in Xero and how to fix them<\/strong><\/h2>\n\n\n\n<p>Understanding how reconciliation fails is critical for solving your issues and preventing future problems. In fact, most reconciliation problems have an identifiable cause and solution, which is usually straightforward. However, there are two that require more caution because both deal with duplicating records.<\/p>\n\n\n\n<h3 id=\"duplicate-transactions-from-overlapping-feeds\" class=\"wp-block-heading\"><strong>Duplicate transactions from overlapping feeds<\/strong><\/h3>\n\n\n\n<p>Duplicate postings are the most common type, and they occur if there are two sources sending information to Xero simultaneously, such as a Stripe bank feed being combined with a manual entry of data or another payment processing application. Each stream will post its own entry, and this results in all Stripe payments posting double. To resolve this, you have to choose one source and disable the other and combine any duplicates through Xero&#8217;s match tool.<\/p>\n\n\n\n<h3 id=\"a-duplicate-stripe-account-created-at-connection\" class=\"wp-block-heading\"><strong>A duplicate Stripe account created at connection<\/strong><\/h3>\n\n\n\n<p>Another subtle twist on the above issue will trip you up right at the point where you\u2019re trying to connect \u2013 connecting your Stripe account to Xero will actually create a new Stripe account in Xero and not use the one you have. It\u2019s confirmed by the Xero documentation themselves, because you\u2019re only allowed to connect one Stripe account per organization in Xero.<\/p>\n\n\n\n<p>Nicole Beitenman, a Xero certified bookkeeper and QuickBooks ProAdvisor, offers advice on <a href=\"https:\/\/www.linkedin.com\/posts\/nicolebeitenman_if-you-already-have-an-existing-stripe-account-activity-7348410416349270018-SqZC\" target=\"_blank\" rel=\"noreferrer noopener\">LinkedIn<\/a>:<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\" style=\"font-size:25px\">\n<p>If you&#8217;re giving your accountant view-only access to Stripe, make sure it&#8217;s the Stripe account that Xero created. You can verify this by looking at the Stripe ID in both Stripe and Xero and making sure they match.<\/p>\n<cite>Nicole Beitenman, a Xero certified bookkeeper and QuickBooks ProAdvisor<\/cite><\/blockquote>\n\n\n\n<p><\/p>\n\n\n\n<p>Do this before you even grant access or start reconciliation otherwise, your support request gets kicked back and forth between Stripe and Xero.<\/p>\n\n\n\n<h3 id=\"the-errors-that-build-up-over-time\" class=\"wp-block-heading\"><strong>The errors that build up over time<\/strong><\/h3>\n\n\n\n<p>Apart from those traps, three more errors occur cycle after cycle, yet have clear solutions:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Timing differences: <\/strong>Stripe records the payment before it is deposited into your bank account, meaning that your clearing account might be non-zero for one or two days just due to the settlement delay. Wait until you receive the payment.<\/li>\n\n\n\n<li><strong>Uncategorized fees: <\/strong>since there is no specific account and set of rules for the payments related to fees, they become stranded. Route them into the appropriate fees expense account.<\/li>\n\n\n\n<li><strong>Refunds without credit notes: <\/strong>this issue was discussed earlier, but in brief, such refunding creates an overstated invoice balance. Make sure to record the credit memo and then match it during reconciliation.<\/li>\n<\/ul>\n\n\n\n<p>The thread running through all these mistakes is that accumulating balances without matching them every month complicates the situation rapidly, which means that it is better to reconcile the payment cycle every month rather than doing it for three months together.<\/p>\n\n\n\n<h2 id=\"what-reconciling-stripe-payments-in-xero-comes-down-to\" class=\"wp-block-heading\"><strong>What reconciling Stripe payments in Xero comes down to<\/strong><\/h2>\n\n\n\n<p>Reconciliation in Xero doesn\u2019t mean pushing the right buttons, but following an important accounting principle: gross receipts, transaction costs, and net payments are different numbers that should be accounted for differently. Create a Stripe clearing account and fees expense account first, and then repeat the process with each payout \u2013 match the receipt, verify the sale against an invoice, allocate the cost separately, book the net amount as a transfer, and ensure the clearing account balances out to zero.<\/p>\n\n\n\n<p>This will make everything fall into place, allowing you to record refunds as credit notes, fix up any lag in timing automatically within 1-2 days, and prevent duplicate transactions, since there\u2019s only one source of truth here. In case of low transaction volume, no automation tools are necessary, and Xero\u2019s built-in capabilities are enough. At high transaction volumes or multiple channels, however, automation will help maintain the same accounting structure without having to perform the tedious process of matching manually.<\/p>\n\n\n\n<h2 id=\"faq\" class=\"wp-block-heading\"><strong>FAQ<\/strong><\/h2>\n\n\n\n<h3 id=\"whats-the-xero-stripe-integration\" class=\"wp-block-heading\"><strong>What&#8217;s the Xero Stripe integration?<\/strong><\/h3>\n\n\n\n<p>With Xero&#8217;s native integration, all Stripe transactions are pulled in, and invoice payments are matched against the charge lines automatically; this is fine if the number of payments is small. However, Stripe transactions are not broken down into refunds, chargebacks, multicurrency payments, or multi-channel payouts, leaving you to reconcile them manually. This is where third-party tools such as Synder come into play, as they will provide you with everything from payment details to refunds or chargebacks with gross\/net amounts separated, mapped order numbers, and pre-matched payouts.<\/p>\n\n\n\n<h3 id=\"how-does-a-stripe-order-show-as-an-invoice-in-xero\" class=\"wp-block-heading\"><strong>How does a Stripe order show as an invoice in Xero?<\/strong><\/h3>\n\n\n\n<p>If your customers pay for a Xero online invoice using Stripe, Xero will record this invoice as a paid invoice with gross payment and create a new entry for the processing fee. This is because an invoice shows the total sale and the fee is shown separately, so your sales do not get affected by this smaller deposit from your bank.<\/p>\n\n\n\n<h3 id=\"do-i-need-a-clearing-account-to-reconcile-stripe-in-xero\" class=\"wp-block-heading\"><strong>Do I need a clearing account to reconcile Stripe in Xero?<\/strong><\/h3>\n\n\n\n<p>Yes, it is the proper structure. A clearing account keeps the gross Stripe balance and makes sure that the sales and processing fee are recorded separately while the net payout goes to your bank account. When your clearing account is cleared after each cycle, it means all invoices have been recorded properly.<\/p>\n\n\n\n<h3 id=\"can-i-reconcile-stripe-payments-in-xero-without-third-party-software\" class=\"wp-block-heading\"><strong>Can I reconcile Stripe payments in Xero without third-party software?<\/strong><\/h3>\n\n\n\n<p>Yes, this can be done but on a smaller scale. The native Stripe feed of Xero automatically reconciles your invoices that have been processed through Stripe, while you will need to manually enter your refunds, chargebacks and payouts. However, when the volume of transactions increases, the process should become automated.<\/p>\n","protected":false},"excerpt":{"rendered":"The process of reconciling Stripe payments in Xero depends on one principle: the funds deposited into the bank&hellip;\n","protected":false},"author":2313,"featured_media":32521,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"csco_singular_sidebar":"","csco_page_header_type":"","csco_page_load_nextpost":"","csco_post_video_location":[],"csco_post_video_url":"","csco_post_video_bg_start_time":0,"csco_post_video_bg_end_time":0,"footnotes":""},"categories":[43,45,326],"tags":[51,255,254,62,65],"ppma_author":[451],"class_list":{"0":"post-29678","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-accounting","8":"category-business-management","9":"category-how-to-do-your-accounting","10":"tag-accounting","11":"tag-business-owner","12":"tag-cpa","13":"tag-stripe","14":"tag-xero","15":"cs-entry","16":"cs-video-wrap"},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.4 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to 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