Free checklist

QBO Drift checklist

Twelve checks that catch the drift between Stripe/PayPal payouts and QuickBooks before it becomes a painful month-end. Print it, run it each close.

1
Payout total = bank deposit
Each Stripe/PayPal payout matches the exact amount that hit the bank.
2
Batched deposits split
One bank line that equals several payouts is split to each payout in QBO.
3
Fees booked separately
Processor fees hit a Fees expense account, not netted silently into income.
4
Refunds posted
Every refund/chargeback in the processor export is reflected in QBO income.
5
Effective fee rate sane
Fees are ~2–4% of gross. A spike means international cards or manual invoices.
6
Timing gaps flagged
Payouts near month-end that clear next month are marked, not counted twice.
7
Currency consistent
Multi-currency payouts are converted and reconciled at the right rate.
8
Disputes reserved
Open disputes have a placeholder so a later loss does not surprise the books.
9
Platform fees mapped
Shopify/Woo/app fees have their own account and are not lumped with processor fees.
10
Payout IDs recorded
Each QBO deposit references the processor payout ID for a clean audit trail.
11
Sales tax separated
Collected tax is a liability, not revenue — verify it is split out.
12
Month closes to zero variance
Unexplained variance for the month is $0 (or documented) before you close.

Want the full workflow?

The Reconciliation kit turns this checklist into a step-by-step SOP with ready-to-import Sheet templates.

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