There are several ways to import Stripe sales into QuickBooks Online, but if you’re looking for a fast, reliable, and repeatable method, SaasAnt might be the answer.
In this guide, I’ll walk you through how to use SaasAnt to import Stripe sales into QuickBooks Online. Including tips for formatting your data, troubleshooting import issues, and checking your results.
This method works especially well if you’re manually entering Stripe transactions and looking for a way to save time.
Why Use SaasAnt to Import Stripe Sales?
One of the most common questions I get is: “How do I get all my Stripe sales into QuickBooks without typing them one by one?”
A friend of mine had this very problem. She was entering every single Stripe transaction by hand.
It was time-consuming, and prone to error. So I created this tutorial, and a video (at the bottom), to show her (and you) a better way.
SaasAnt gives you more control over how transactions appear in QuickBooks.
You can include customer names, separate out fees, and post everything to the correct accounts.
It’s flexible, fast, and once you get your template set up, easy to use month after month.
Step 1: Export Your Stripe Data
Start by exporting your transaction history from Stripe to Excel.
You can read a walkthrough on how to do this in How to Export Stripe Data for Bookkeeping: A Step-by-Step Guide
You’ll get a CSV file with columns like date, amount, customer name, and description. You’ll use this data to populate the SaasAnt deposit import template.
Step 2: Prepare Your SaasAnt Template
You’ll want to use the bank deposits tab in the SaasAnt template. You’ll use this to import your Stripe sales into QuickBooks Online.
Copy the Stripe data into the appropriate columns of the SaasAnt template. Here’s a breakdown of key fields:
Date – Format these to exclude time. Use Excel’s formatting tools or enter them manually.
Deposit To – Choose where the money is going (e.g., your checking account or Stripe clearing account).
Received From – Enter the customer name. (Note: this won’t create a customer profile, but it helps for labeling.)
Line Account – Select your income account (e.g., “Stripe Sales” or “Services Income”).
Description – Optional but helpful (e.g., “Consulting Fee”).
Amount – The gross amount paid.
Payment Method and Reference Number – Optional but useful for tracking.
Step 3: Add Stripe Fees (Optional but Recommended)
To reflect the net deposit in your books, you’ll want to subtract Stripe fees from the gross sales.
In the same template, add a second line for each transaction with:
A negative amount (the fee)
The same deposit reference number
An account like “Merchant Fees”
This method makes sure your deposits match what actually hit your bank account.
Step 4: Import Data into QuickBooks Online Using SaasAnt
Once your Excel sheet is ready, log into QBO and launch SaasAnt from the Apps section.
From the SaasAnt dashboard:
Click Import.
Select Bank Deposits as the transaction type.
Upload your completed Excel file.
Choose Deposits from the Select Sheet drop-down.
Review your mapping and click Upload.
Once the import completes, you’ll see a success message and a list of the transactions created.
Step 5: Verify the Imported Deposits
In QBO, go to the magnifying glass (Recent Transactions) and open one of the imported deposits.
Check to make sure:
The amount is correct.
The customer name shows up (if applicable).
The fee is deducted properly.
Bonus: Troubleshooting Customer Names
If the “Received From” field doesn’t show up correctly, you may need to create those customers in QuickBooks first. SaasAnt won’t auto-create them, you’ll need to import a customer list.
You can do this by copying your Stripe customer names into the Customers tab of the SaasAnt template and importing that before the deposits.
Final Thoughts on Using SaasAnt for Stripe Sales
When you import Stripe sales into QuickBooks Online using SaasAnt, you save time and reduce manual errors. This method works best if you already track your sales in Excel or need to upload a batch of transactions quickly.
Just remember:
Use the correct chart of account names.
Add Stripe fees for accurate net deposits.
Verify everything in QBO after importing.
Don’t hesitate to use the undo button in SaasAnt if something looks off.
Once your template is set up, you’ll find this process much faster than entering data by hand, and way more accurate.
Need Help with SaasAnt or QuickBooks?
If this seems overwhelming or you’d like someone to walk you through the process, I offer one-on-one training sessions. Whether it’s Stripe, SaasAnt, or any other aspect of QuickBooks Online, I’d love to help you make it easier: gentlefrog.com/training
