Import Stripe Transactions into Bexio Accounting and Book All Fees Automatically

Discover a step-by-step tutorial on effortlessly importing all Stripe transactions and fees into Bexio. Importing your Stripe Transactions into Bexio Accounting can be a tedious task. Especially if you have to book all fees manually. With accrio, you can automate this process and book all fees automatically. So when you actually receive a payout from Stripe, creating the payout booking entry becomes super easy, since all relevant revenue and fee bookings are already booked to the correct accounts. Discover a hassle-free way to manage your payment transactions and in general optimize your accounting workflow.

Download the Necessary File from the Stripe Dashboard

Follow these Steps	Here
Navigate to "Reports" in your Stripe Dashboard
Select "Balance Reports"
Choose the report period (highlighted in blue) and download "Balance Change from Activity" (separate file per currency)

Your CSV File from Stripe

The CSV file from Stripe follows this structure, with the first column named balance_transaction_id, where each value starts with txn_.

1. Set Up a New Import Channel

Follow the quick start guide to establish the import channel. Choose the header template: Stripe - Balance Change from Activities (public). Click Load (blue refresh button).

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For files with different column names or using a different credit card issuer, create a custom header template or contact us for assistance.

a) Create a New Template

• Click the plus sign with no header template selected.
• If a header template is selected, change it to empty, click Load, then click the plus sign.

b) Duplicate an Existing Template

• Select the header template.
• Click Load (refresh button), then the plus button to create a copy of the currently loaded template.

Result

2. Set Up the Rules

Bank Rule

1. Create a new transfer account in Bexio for each stripe payout currency. E.g.
   • 1080 Stripe Balance CHF
   • If you've set up multiple payout currencies in stripe, add additional accounts:
     • 1080-1 Stripe Balance EUR
     • 1080-2 Stripe Balance USD
     • 1080-2 Stripe Balance GBP
2. If you use Stripe as a payment method in bexio's invoices / bills, create a new bank account in bexio e.g.
   • 1094 Paid By Stripe.
3. Go to accrio and refresh the page. This should trigger the new accounts to appear in the dropdown list.
4. In Import Settings > Bank Rules, set the standard account to the newly created account.

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DO NOT USE an existing account like 1090 Transfer Account or 1099 To Clarify. Your accountant will thank you 😉

Transaction Rules

Rule	Setup
Standard rule This rule is just a fallback rule if none of the other rules apply. Configure it with - account assign 1099 To Clarify
Charges The amount your customer did pay (before fees) Create a new transaction rule and configure it as follows: - paid by contains charges - account to 1094 Paid By Stripe if you need to link payments to existing invoices in Bexio or 3400 Revenue if you book the revenue directly - tax code to your revenue tax code (only if you book the revenue directly (3400) and your company is not exempt from VAT)
Disputes E.g. if a customer disputed a transaction Duplicate the charge rule and modify it to: - paid by contains dispute - account assign ... (same as in charges) - tax code assign ... (same as in charges)
Other adjustments Other adjustments Duplicate the charge rule and modify it to: - paid by contains other_adjustment - account assign ... (same as in charges) - tax code assign ... (same as in charges)
Refunds If you refunded a customer and sent himt some money back. Duplicate the charge rule and modify it to: - paid by contains refund - account assign ... (same as in charges) - tax code assign ... (same as in charges)
Fees If you use additional paid features in stripe (e.g. Stripe Sigma) Duplicate the charge rule and modify it to: - paid by contains fee - account assign 6940 Bank Fees
Contributions E.g. if you use donate a fraction of your transaction to the stripe climate fund Duplicate the charge rule and modify it to: - paid by contains contribution - account assign 6538 Donations
Risk reserved funds Sometimes stripe reserves funds that when they are not sure that they will receive the amount from the actual credit card institute. Duplicate the charge rule and modify it to: - paid by contains risk_reserved_funds - account assign 1080-risk

3. Process Your First File

After setting up the import channel, follow this guide to process your first file.

4. Book the Payouts

When you receive a payout from Stripe on your bank account, simply book them to the transfer account you set up in the bank rule (e.g., 1080).

5. Validate the results

After you've imported all stripe transactions and booked all payouts to the transfer account, you can validate the results.

• The ending balance in your stripe dashboard's balance summary should match the ending balance on 1080 / your transfer account in bexio.
• If you have multiple currencies, each currency has to be compared separately with the corresponding bexio account.

If the ending balances don't match, check the following:

1. Does your starting balance in Bexio match the starting balance in Stripe?

You probably used stripe before you started using accrio for the stripe import. In this case, you need to create a manual booking entry in Bexio at the first day of your business year to book the difference to an revenue / expense account (ask your fiduciary to do that). After that the starting balance in Bexio matches the starting balance in Stripe.

2. Check in accrio that all transactions were sent to Bexio

• no pending transactions
• no errors
• no duplicates

3. Did you book all payouts to the transfer account?

If your bexio account balance matches the net balance before payouts (marked blue) Go to bexio > accounting > reports > journal and filter by the transfer account (e.g., 1080) and set the counter account to your bank account. Check if all payouts were booked to the transfer account.

4. Check for manual bookings that were accidentally booked to the transfer account

Go to bexio > accounting > reports > journal and filter by the transfer account (e.g., 1080). Check if there are any manual bookings that were accidentally booked to the transfer account. If so, edit them and book them to the correct account.

5. Ask for help

Ask your accountant or our advanced support (fee-based) for help. There are multiple strategies to find the balance difference with the help of technology and custom scripts. We are happy to assist you.