Stripe ERP Reconciliation | NetSuite, QuickBooks

Introduction

Stripe has become the default payment processor for SaaS companies, e-commerce platforms, and digital businesses of all sizes. But while Stripe excels at payment processing, it was not designed as an accounting system. Reconciling Stripe transactions with your ERP (NetSuite, QuickBooks, Sage, or others) remains a manual, error-prone process for most finance teams.

NAYA's AI-powered reconciliation and Data Hub automate the Stripe-to-ERP workflow, ensuring that every payment, refund, and fee is accurately reflected in your general ledger.

The Problem

Stripe-to-ERP reconciliation is challenging for several reasons:

Transaction Complexity: A single customer payment in Stripe can generate multiple records: the charge, application fees, Stripe processing fees, and the eventual payout. Mapping these to the correct GL accounts requires understanding both Stripe's data model and your accounting structure.

Batched Payouts: Stripe bundles multiple days of transactions into periodic payouts. Matching a single bank deposit to dozens or hundreds of individual transactions is time-consuming without automation.

Revenue Recognition Timing: Payment date and revenue recognition date often differ, especially for subscription businesses. Ensuring that revenue is booked in the correct period requires careful mapping between Stripe billing events and ERP entries.

Fee Allocation: Stripe fees must be properly expensed and matched to the transactions they relate to. Getting this wrong affects both profitability analysis and tax compliance.

Refund and Dispute Handling: When refunds are issued or disputes occur, the original revenue entry must be reversed, and any associated fees adjusted. Manual tracking of these reversals is error-prone.

Multi-Entity Complexity: Businesses with multiple Stripe accounts or legal entities must track which transactions belong to which entity, further complicating reconciliation.

The NAYA Solution

NAYA bridges the gap between Stripe and your ERP with automated reconciliation and intelligent transaction mapping.

Unified Transaction View

NAYA's Data Hub ingests data from Stripe's API, capturing charges, refunds, disputes, fees, payouts, and balance transactions. This data is normalized and enriched with your business context (customer IDs, product codes, cost centers) before reconciliation.

Intelligent GL Mapping

Configure rules that map Stripe transactions to the appropriate GL accounts in your ERP. NAYA applies these mappings consistently, handling the complexity of multi-part transactions (charge + fee + payout) automatically.

Payout Reconciliation

When Stripe deposits funds to your bank account, NAYA automatically matches the payout to the underlying transactions. The reconciliation engine identifies which charges and refunds are included in each payout, providing a complete audit trail.

Automated Journal Entries

NAYA generates journal entries in the format your ERP expects. Whether you use NetSuite, QuickBooks, Sage, or another system, NAYA outputs properly structured entries ready for import or API posting.

How It Works

1. Connect Stripe and ERP: Integrate NAYA with your Stripe account(s) and ERP system. Transaction data flows automatically from Stripe, and journal entries flow to your ERP.

2. Configure Mapping Rules: Define how Stripe transaction types should map to GL accounts. Set rules for revenue accounts, fee expense accounts, clearing accounts, and any entity-specific logic.

3. Automate Reconciliation: NAYA continuously reconciles Stripe activity against bank deposits and ERP records. Discrepancies are flagged for review, and match rates are tracked over time.

4. Post and Close: Journal entries are posted to your ERP on your preferred schedule. Monthly close becomes faster and more accurate with automated data flow.

Key Benefits

• Faster Monthly Close: Reduce days of manual reconciliation work to hours with automated matching and journal entry generation.
• Improved Accuracy: Eliminate manual data entry errors that lead to reconciliation breaks and restatements.
• Complete Audit Trail: Every transaction is tracked from Stripe through to the ERP entry, providing full lineage for auditors.
• Revenue Recognition Compliance: Proper mapping ensures revenue is recognized in the correct period, supporting ASC 606 compliance.
• Fee Visibility: Track Stripe fees by product, customer segment, or other dimensions to understand true payment costs.
• Scale Without Headcount: Process 10x more Stripe volume without adding finance staff.

Compliance & Reporting

Stripe-to-ERP reconciliation supports critical compliance requirements:

• ASC 606 Revenue Recognition: Accurate timing of revenue recognition based on performance obligations, not just payment receipt.
• Sales Tax Compliance: Track taxable transactions and ensure proper recording in your ERP for tax filing.
• Audit Support: Complete transaction lineage from customer payment through GL entry satisfies auditor requirements.
• SOX Controls: Automated reconciliation with exception handling supports internal control requirements.

Integration Architecture

NAYA connects your payment and accounting systems:

• Stripe: Connect to multiple Stripe accounts, including Stripe Connect for marketplace scenarios.
• NetSuite: Post journal entries via SuiteScript or CSV import, matching your existing workflows.
• QuickBooks: Sync transactions directly via the QuickBooks API for real-time updates.
• Other ERPs: Use NAYA's flexible output formats to integrate with Sage, Microsoft Dynamics, SAP, or custom systems.
• Banking: Ingest bank statement data to complete the three-way reconciliation.

Related Resources

• Reconciliation Engine – Understanding and reconciling complex payment processor fees
• Revenue Recognition Guide – ASC 606 compliance and deferred revenue
• AI Reconciliation – How AI-powered matching improves accuracy
• Stripe Integration – Connect your Stripe account to NAYA
• Revenue Recognition – Definition and accounting standards

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