I work for a small happiness research charity, so we’re operating on a limited budget but I’d love to get a sense of costs to see what’s feasible.
We receive donations across multiple currencies for multiple different charities through Stripe, which then come through as consolidated payouts in QuickBooks. This makes it really hard to categorise individual transactions to the right accounts, so I currently do manual journal entries to sort them out which is time-consuming and prone to error.
I’d like to set up an automation so that each Stripe payout is automatically broken down into its individual donations and fees, then categorised into the correct QuickBooks accounts.
For the pros: Could you let me know if this is something you’d be able to help with, and give me a rough idea of cost so I can see if it fits our budget? Happy to share more detail on our current setup.
I’d be happy to help with this. We have experience integrating Stripe and QuickBooks and automating financial workflows, including payout reconciliation, transaction categorization, and journal entry automation.
Please reach me at seth (at) cisinlabs (dot) com with a few more details about your current setup, and I’ll be happy to review your requirements and provide a rough estimate along with the most cost-effective approach for your budget.
Hi! I’m Misha, an automation and LLM integration expert. I can build an n8n workflow that automatically retrieves every Stripe payout, matches it to the underlying donations and processing fees, maps each transaction to the correct QuickBooks accounts based on your accounting rules, and creates the appropriate journal entries or categorised records without manual intervention. The workflow will include validation, error handling, and detailed logs to ensure every payout is reconciled accurately, even when dealing with multiple currencies and charities. This automation will save hours of repetitive bookkeeping, significantly reduce reconciliation errors, and provide a reliable, scalable accounting process. Based on your description, I estimate a typical implementation would range from $300–700 USD, depending on the complexity of your QuickBooks chart of accounts, multi-currency requirements, and any custom accounting rules. Once I review your current setup, I can provide a more precise fixed-price estimate.
Hello @Monika_Conti, This is a very buildable automation and a great use case for Make.com.
What the automation would do:
When Stripe sends a payout, Make.com intercepts it, pulls the individual transactions that make up that payout (donations per charity, fees, currency breakdowns) via the Stripe API, maps each transaction to the correct QuickBooks account based on rules you define, and creates the journal entries automatically zero manual work.
Rough cost:
Build (one-time): $400-$600 fixed price covering Stripe API integration, QuickBooks connection, transaction categorization logic, and testing with your real data
Given you’re a charity operating on a limited budget I’m happy to keep this as lean as possible and work within what makes sense for you.
To give you a more precise quote I’d need to know:
How many Stripe payouts do you receive per month?
How many individual transactions typically make up each payout?
How many QuickBooks accounts do donations need to be split across?
Share more about your setup whenever you’re ready!
Yes, this is definitely something that can be automated with Make.com.
From your description, the workflow would retrieve the individual Stripe balance transactions for each payout, separate donations, Stripe fees and currencies, then create the appropriate entries in QuickBooks so you no longer have to do manual journal entries.
The complexity (and therefore cost) mainly depends on your current QuickBooks setup, the number of Stripe accounts/charities involved, and how the accounts are mapped.
I’ll send you a DM to learn a bit more about your setup and give you a more realistic estimate.
Have sent you a DM as well. I can understand how time consuming it can be for the charity and I’d love to setup this integration between Stripe and Quickbooks using Make. For your particular scenario, please keep in mind different currencies and charities as not taking them into context might result in unstable automations and might create more work in your Quickbooks.
I run an automation studio called Automation Jinn where we help companies automate their processes and increase efficiency. I am Make advanced certified with a background in computer science so quite comfortable in integrating API and custom code. I have experience working with both SMB’s and large enterprises.
Some of my relevant work-
• For a fintech startup(raised €8.1M), automated there lead flows in the CRM and built a custom Slack bot to flag churn risks.
• Built a workflow that enriches and qualifies inbound leads using Bright Data MCP while updating the CRM for both qualified and unqualified.
• For an education company, I integrated LMS with Airtable, Make, and their CRM via API handling complex pagination and syncing data in real time.
I work more as an AI transformation partner for my clients rather than just a builder. Would love to learn about your day to day operations
It’s very hard to give a quote without knowing the exact details of your current setup but it is entirely possible to automate what you’re describing. Happy to also jump on a call if it’s easier- 30 Min Meeting | Sparsh From Automation Jinn | Cal.com
Hi Monika — this is a clean one to automate. The core piece is taking each Stripe payout and breaking it back into the individual charges behind it (donation amount plus Stripe’s fee, per currency), then posting each line to the right QuickBooks account — by charity and by currency — instead of one lump journal entry. The fee and multi-currency split is usually the part that trips people up on Stripe-to-accounting work, so that’s where I’d put the care.
A couple of things will shape the build. Are you on QuickBooks Online or Desktop? And how is the correct account/charity decided today — is there something in the Stripe data (a product, metadata, a statement descriptor) I can key the mapping off, or is it a manual call right now?
Once I know those, I can map out the flow and put together a tight fixed quote that works within the budget. Also, roughly how many transactions land in a typical payout?
Hi Monika — yes, I can build this as a lean USD 250 fixed project, split into two milestones so you can validate it early.
USD 100 proof milestone: map one Stripe payout to its balance transactions, split donations and fees by currency and charity, define the QuickBooks Online mapping, and demo one end-to-end reconciliation. The milestone can be released after that agreed demo if it is pre-funded through a protected payment method.
USD 150 completion milestone: productionize the flow with idempotency so reruns cannot duplicate entries, bounded retries and an error log, up to five mapping rules, one revision, and short handoff notes.
This assumes one Stripe account, QuickBooks Online, and an existing field or rule identifying the charity/account. Historical backfill, multiple Stripe entities, or accounting-policy design would be separate.
I am a backend/API automation engineer with seven years of programming experience. To confirm fit: are you using QuickBooks Online or Desktop, which currencies are involved, what is the typical payout volume, and how is the charity/account chosen today? A sanitized sample or screen-share is enough; no credentials should be posted here. Portfolio: https://shalvpn.ru
