Stripe and ScaleXP integration: Create invoices directly into ScaleXP

How to set up the Stripe integration that imports invoice detail directly into ScaleXP without creating invoices in your accounting system.

Table of Contents

Connect to Stripe Step 1: Choose where invoices go Step 2: Set the import options Step 3: Map products Step 4: Map coupons and tax rates Step 5: Check the issues log Updating for new products Post Stripe journals at month end Related articles

This article describes how to set up a ScaleXP - Stripe integration which imports invoice detail to ScaleXP but not to your accounting system. It is useful for importing Stripe invoices to your accounting system in bulk. To find out how to set up imports which also create invoices in your accounting system, see How to integrate Stripe and automate invoice creation in Xero or How to integrate Stripe and automate invoice creation in QuickBooks.

Connect to Stripe

  1. To enable ScaleXP to create invoices directly in ScaleXP and then transfer them in bulk to Xero or QuickBooks, go to Load Data (top bar) > Connections (left sidebar) > Stripe > Add integration.
  1. Select the Stripe account linked to your company and scroll down to Connect.
  1. Return to Load Data > Connections and click Configure on the Stripe card.
– Connections page showing the Stripe card with its Configure button

The Stripe configuration page opens. Work through the steps below to complete the setup, then use the ScaleXP Stripe journal report as part of your month-end journal process.

Step 1: Choose where invoices go

Under Where invoices go, set Destination to ScaleXP. Change this only before the first import.

Two required fields then appear next to the destination: select a Receivables account (the account Stripe receivables are posted to) and a Tax liability account (the account for the tax on Stripe invoices). Both must be set before invoices can be imported.

Step 2: Set the import options

Under Import options, turn on the toggles you need:

  • Import documents with zero values – brings across zero-value invoices and credit notes (for example, 100% discounts) instead of skipping them.
  • Allocate line item discounts by product – discount lines post to the same account as the line they discount, instead of the coupon account. See How to allocate discounts to line item account codes.
  • Shorten subscription periods by 1 day – Stripe ends a subscription period on the same day the next one begins, so a monthly invoice issued in March runs from March 1 to April 1 and an annual subscription spreads revenue into a 13th month. Turn this on to end each subscription line a day earlier (March 1 to March 31, for example) so revenue is recognized in the months you expect. Recommended for subscription businesses. See How to shorten Stripe subscription periods by 1 day.
– Import options section of the Stripe configuration page, with the Shorten subscription periods by 1 day toggle highlighted

For Xero only:

Choose to map tracking codes using metadata.

Issues log.

Step 3: Map products

The Mapping section lists each type of mapping with an Edit button. A green Mapped tag shows once a mapping has been saved.

  1. Click Edit next to Products.
  2. Select a Default Account. This is the minimum setup required, and it acts as the on/off switch for the integration: until a default account is set, no Stripe invoices are imported at all and they are skipped without an error. any Stripe product that is not mapped individually posts to this account.
  3. To map individual products, choose the Xero account or QuickBooks item for each Stripe product in the Revenue Code & Description column.
  4. Click Save.
– Map Accounts dialog with the Default Account dropdown and the list of Stripe products to map

Useful tip: unmapped products use the default account. This gives you the flexibility to map the important products and leave the rest on the default, which is very useful if you have many Stripe products.

Note: if you need to change your Xero accounts or QuickBooks items, update them in that platform first, then click Refresh Stripe data (top right of the configuration page) to bring the changes into ScaleXP.

Step 4: Map coupons and tax rates

  1. Click Edit next to Coupons, select a Default Coupon Account, map any individual coupons and click Save.
  2. Click Edit next to Tax rates, match each of your Stripe tax rates to a Xero or QuickBooks tax rate and click Save.
– Map your Stripe tax rates dialog

Step 5: Check the issues log

Click View next to Issues log to see any data issues, such as new products set up in Stripe which are not yet matched to accounts in Xero or items in QuickBooks.

Once Steps 1 to 5 are complete, new invoices created in Stripe are imported into ScaleXP. Invoices which are already in Stripe will not transfer. If you need to import historical data, just reach out to the support team using the chat functionality or at support@scalexp.com.

Updating for new products

When new products or coupons are added in Stripe, these need to be mapped in ScaleXP. Click Refresh Stripe data (top right of the Stripe configuration page), complete the mapping as outlined in Steps 3 and 4 and click Save.

Note: the ‘last synced’ message on the Stripe card refers to the last sync date for mapping, not invoice syncing. Invoices are synced to ScaleXP as soon as they are created in Stripe.

Post Stripe journals at month end

At month end, use the Stripe journals report to journal Stripe invoiced revenue into Xero or QuickBooks. Go to Journals > Post Stripe journals.

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