How does ScaleXP's Stripe integration work? 

ScaleXP's Stripe Integration acts as a bridge between Stripe and Xero or QuickBooks. 

There are two possible Stripe integration setups in ScaleXP.

How to choose which ScaleXP integration is best:

Option A - Accounting System:

If you prefer to keep detail by customer, invoice and line item within your accounting system, then you will want to use our Accounting system integration. 

For detailed instructions, see

• How Integrate Stripe & Automate Invoice Creation in QuickBooks 
• How Integrate Stripe & Automate Invoice Creation in Xero 

Option B - ScaleXP Only:

If you are generating hundreds or thousands of invoices per day, you may not want to create each of these as a separate invoice in Xero or QuickBooks. In this case you may prefer to have ScaleXP retain the detailed invoice and customer data while keeping data in your accounting system limited to totals by account and month. See detailed mapping instructions for this in: Stripe and ScaleXP integration: Create invoices directly into ScaleXP. 

When using Option B, ScaleXP will provide automated journals for your accounting system at account level for you to approve and post.

You will need to track Stripe payment status for individual invoices and customers via Stripe reporting.

What syncs and what doesn't

ScaleXP picks up a Stripe document the moment it is finalized in Stripe and re-reads the full document from Stripe before creating anything, so what you see in Xero, QuickBooks or ScaleXP always matches the invoice as issued.

Synced automatically

• Invoices – every finalized Stripe invoice is created in your accounting system (or in ScaleXP only, depending on the destination you choose), with the same invoice number, date, currency, customer, line items, tax and discounts.
• Credit notes – a credit note issued in Stripe is created as a credit note in Xero or a credit memo in QuickBooks, against the same customer and using the same account mapping as the original invoice.
• Voided invoices and credit notes – voided in Stripe, voided or deleted in your accounting system; see Stripe FAQ for the exact treatment by system and status.

Not synced

• Draft invoices – nothing is created until the invoice is finalized in Stripe.
• Payments, payouts and Stripe fees – the integration creates the invoice documents only. Payment status is not carried across, and cash is reconciled through your bank feed; Xero users can connect Stripe as a bank account, see Stripe and Xero integration: Bank reconciliation.
• Refunds – a refund is a cash transaction and is not picked up unless you issue a credit note in Stripe for it; see Stripe FAQ.
• Subscription changes – upgrades, downgrades and cancellations only reach ScaleXP through the invoices and credit notes they generate.
• Zero-value invoices – skipped unless you turn on Import documents with zero values (Xero).
• Historic invoices – only documents finalized after the connection is made are imported. For earlier invoices, contact support@scalexp.com.

New products, coupons and tax rates created in Stripe are imported when you click Refresh Stripe data on the Stripe configuration page, so map them before the first invoice that uses them is finalized.

How to set up Stripe

Essential Setup requirements

Products in Stripe

• Ensure you have Products set up in Stripe

What data needs to be captured in Stripe products

• The following data fields are essential for generating reliable SaaS analytics:
  • Invoice frequency for each product.
  • Tax rate or code
• These fields are optional, depending on your setup:
  • Coupons for each account code.
  • Metadata for additional data such as tracking categories (Xero only - See: Stripe: How to automate Xero tracking codes from Stripe metadata). You will need to specify the metadata for each product-price-data combination.

Mapping

Important: You must map your Stripe data in ScaleXP before generating associated invoices. A Default Account for products is the one mapping that is required: until it is set, no Stripe invoices are created at all, and they are skipped without an error.

For detailed instructions, see

• How Integrate Stripe & Automate Invoice Creation in QuickBooks 
• How Integrate Stripe & Automate Invoice Creation in Xero 

Note: Stripe invoices will only be imported from the time you make the connection. 

If you would like to import additional Stripe invoices, please contact support@scalexp.com.

Related articles

• How to integrate Stripe and automate invoice creation in Xero 
• How integrate Stripe & automate invoice creation in QuickBooks 
• Stripe and ScaleXP integration: Create invoices directly into ScaleXP 
• How to shorten Stripe subscription periods by 1 day 
• Stripe: How to automate Xero tracking codes from Stripe metadata 
• How to review Stripe invoices and find a missing invoice 
• Stripe and Xero integration: Bank reconciliation 
• Stripe FAQ