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1Scan for outdated or missing drivers - takes under a minute2Clear out junk files and repair common Windows errors3Fix the driver behind crashes, sound loss and screen glitchesFor an accurate reconciliation, set the accounting period and reporting timezone first, then use a processor report that tracks balance activity or payouts—not a sales report alone. Transactions, processor balance movements, payouts, and bank deposits are connected, but they can be recorded on different dates and have different totals.
Set the period, timezone, and payout currency
Before exporting anything, write down the accounting period’s start and end dates, the timezone used for the processor report, and the payout currency you are reconciling. Apply the same date boundaries when comparing processor records, accounting-system reports, payout details, and bank statements. A timezone or cutoff mismatch can make matching records appear inconsistent.
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For Stripe PDF exports, select the date range and applicable timezone. Stripe offers summary and itemized PDF reports; itemized PDFs are limited to 5,000 rows. If you need more detail than that, use an available CSV export or another documented export route. See Stripe’s PDF export guidance.
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Choose the report that matches the reconciliation question
| Question | Use | What it represents |
|---|---|---|
| What activity changed the Stripe balance? | Stripe Balance Summary Report | Stripe recommends this report for accounting and reconciliation. It is similar to a bank statement and includes transactions affecting the Stripe balance, such as successful payments, refunds, disputes, and fees. Stripe report guidance. |
| What Shopify Payments balance activity occurred in this period and currency? | Shopify Payments activity report | Balance activity for the selected period and currency. Shopify says this report is not a statement of revenue for accounting purposes. Shopify activity report guidance. |
| What sales or orders were recorded? | The relevant order- or sales-based finance report | Sales activity, not necessarily balance movements or cash paid out. Shopify notes that Finance reports based on orders or sales can differ in timing and totals from the Payments activity report. Shopify activity report guidance. |
Choose based on what you need to prove: recognized sales, movement in a processor balance, or cash received in the bank. A sales report is not a substitute for a payout reconciliation, and a payout total is not a full account of the transactions and adjustments that produced it.
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Reconcile processor activity to payouts and bank deposits
- Record the opening balance. Use the processor report’s opening balance for the selected period and currency.
- Review the activity components. Identify gross processed activity and separately account for fees, refunds, disputes, and adjustments. Keep transaction identifiers and relevant payout details so each item can be traced.
- Match payout entries to processor payout detail. Identify which activity is included in each payout and note items that remain in the processor balance.
- Match payouts to bank statement entries. Compare the payout amount and date with the corresponding bank deposit, allowing for settlement and bank-posting timing.
- Check the ending balance. Tie the opening balance, balance-changing activity, and payout movements to the processor’s ending balance. Investigate any unexplained difference rather than forcing the bank deposit to equal gross activity.
In Stripe’s Balance Summary Report, “Balance Change From Activity” excludes payouts. Do not compare that subsection directly with a bank deposit as though both represent the same measure. Use the report’s payout entries and balance context to bridge activity to cash. Stripe also explains how to compare Dashboard exports with financial reports.
Investigate timing and special settlement cases
Period-end activity paid out later
Settlement time is the interval from payment capture until funds are available to be paid out to the bank. Shopify says it varies by country and currency, so do not assume a universal number of days. A transaction captured near period end can be paid out in the next period; likewise, a current-period bank deposit can include activity from an earlier period. Shopify’s payout timing guidance.
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Maintain a period-end list of in-period activity paid after the cutoff and payouts received for earlier activity. The appropriate accounting treatment depends on your accounting basis, policies, and jurisdiction; processor instructions do not establish universal revenue-recognition, accrual, tax, or dispute treatment. Ask your accountant to determine the ledger treatment.
Refunds, disputes, holds, and adjustments
Trace these items by transaction ID and payout detail. They may affect a processor balance or payout at a different time from the original sale, so retain enough detail to connect the adjustment to its source and settlement.
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Shop Cash and grouped payout rows
Shopify documents that a Shop Cash portion can settle separately from card or installment portions. Grouped payout rows or payment types may therefore need to be split or explicitly mapped in your reconciliation process. Shopify’s Shop Cash reconciliation guidance.
Review accounting imports instead of assuming they reconcile
Connectors can reduce manual entry, but an import is not proof that the ledger, processor report, and bank agree. QuickBooks’ Stripe connector can import sales, refunds, payouts, adjustments, and other transaction types; its settings include a deposit account and Stripe fee account. Intuit recommends starting with default settings for accuracy, while allowing users to change mappings for business needs. Review the imported records and mappings before relying on them. Intuit’s Stripe connector guidance.
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QuickBooks’ Shopify connector treats payouts as disbursements that aggregate multiple sales and adjustments. Check how those disbursements and underlying activity are mapped, and avoid posting a gross sale a second time if a connector or sales system has already recorded it. Intuit’s Shopify connector guidance.
Keep a traceable reconciliation record
Retain the exported report, chosen period and timezone, payout currency, payout details, bank statement entries, and any notes explaining cutoff items or exceptions. Preserve transaction and payout identifiers so someone reviewing the work can follow an item from processor activity through payout to the bank and accounting ledger. Because report names and feature availability can change, confirm the current labels and export options in your processor dashboard.
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