Automating Stripe to Quickbooks Invoicing

Case Study: How a Services Firm Automated Stripe to QuickBooks and Saved 20+ Hours a Month

The Challenge: Manual, Fragile Payment Workflows

A fast-growing professional services firm was drowning in manual admin. Every time a client paid through Stripe, the team had to:

• Chase down the payment notification
• Match the payment to the right customer from their sales platform
• Manually create the invoice in QuickBooks field by field
• Apply the payment and reconcile by hand
  

Not only was this time-consuming and repetitive, it was risky. One missed detail meant reconciliation broke down, errors multiplied, and cash flow visibility suffered.

The Solution: Smart Stripe–QuickBooks Automation with Make.com

Instead of patching the manual process, we redesigned it from the ground up. Using Make.com’s automation platform, we connected Stripe and QuickBooks with built-in logic and filters that handled the workflow automatically.

Now, when a deposit hits Stripe, here’s what happens instantly:

1. Detect the payment transaction
2. Identify the correct customer
3. Check if the customer already exists in QuickBooks
4. Create the invoice and apply the payment automatically
5. If needed, create the customer record in QuickBooks too
   

All in one seamless flow. No chasing, no copying, no errors.

The Impact: Efficiency, Accuracy, and Scalability

The results were immediate:

⏱️ 20+ hours saved every month

📉 Elimination of duplicate records and reconciliation errors

📊 Cleaner financial data for better reporting

And importantly—the firm’s finance team no longer worries about bottlenecks every time a payment comes in.

Why It Works: Reimagining the Process, Not Just Automating It

The real win wasn’t just automation—it was rethinking the workflow around the business goal. Instead of replicating every manual step, we stripped the process back to only what mattered, then rebuilt it with efficiency in mind.

As one team member put it:

“THIS IS AMAAAAAAAAAAAAAZING”

What’s Next: Scaling Beyond Invoicing

With confidence in the new Stripe–QuickBooks workflow, the firm is already planning to phase out the human-in-the-loop completely. Invoicing is just the start—every redesigned process creates more time, more accuracy, and more headspace to actually run and grow the business.