How to reconcile Hivepass Stripe transactions in Xero (itemised import guide)

This article shows you how to import Hivepass Stripe transactions into Xero for accurate reconciliation.

It replaces the Xero Stripe direct feed, which does not support splitting application fees into separate transaction lines. By following this setup, you'll be able to itemise Stripe fees, Hivepass fees, memberships, and donations in Xero.

In this article

💡Before you start

If you are currently using Xero's Stripe direct feed, you'll need to switch to this method for proper itemised reconciliation.

We recommend setting your Stripe payout schedule to weekly or longer to reduce the number of CSV imports you'll need to do.

🗓️ Step 1: Set your Stripe payout interval

It is recommended that you set the payout interval from Stripe to weekly or longer as this will be the frequency that you have to import the Stripe CSV into Xero.

How to do this in Stripe:

  1. Log in to Stripe with an admin account
  2. Go to the Payouts page, open Settings > Bank accounts and scheduling (or you can go straight to payouts settings direct link)
  3. Under Payout schedule, choose Weekly or Monthly
  4. Click Save

🏦 Step 2: Stripe Direct Feed replacement (One time setup)

This will be used for manual statement imports.

To set this direct feed, you'll need to initially set up a placeholder bank account called e.g. "Stripe Dummy" in Xero. To do this:

  1. In Xero, go to Accounting > Bank accounts.
  2. Click Add Bank Account, and enter its name (e.g.) Stripe Dummy.
  3. Choose Add an account to manually import statements into Xero.
  4. Enter placeholder details, for example:
    • Bank: "Stripe Dummy"
    • Account name: "Stripe Dummy"
    • Account type: "Other"
    • Account number: "1234567890"

💰Step 3: Set up bank rules in Xero

Next you'll need to set up bank rules in Xero. Bank rules will automatically categorise imported transactions. To create bank rules:

  1. Go to the Xero dashboard page
  2. Create the following rules:

In the Spend money rules tab:

    • Stripe Fee

      Screenshot showing an example Stripe Fee bank rule setup in Xero

    • Stripe Fee – Subscriptions

      Screenshot showing an example Stripe Fee - Subscriptions bank rule setup in Xero

    • Hivepass Fee

      Screenshot showing an example Hivepass fee bank rule setup in Xero

In the Receive money rules tab:

    • Donation – Hivepass or other

      Screenshot showing an example Donation bank rule setup in Xero

    • Hivepass membership

      Screenshot showing an example Hivepass membership bank rule setup in Xero

    • (Optional) Short-term visitor memberships

      Screenshot showing an example short-term membership bank rule setup in Xero

💡 Tip: You can create more detailed bank rules to suit your reporting needs. For example, you might add a rule to categorise short-term memberships into a different account.

Place these rules above the main membership rule. Xero runs bank rules in the order they appear.

Bank rules match on words in the transaction description, which come from the membership package name in Hivepass. If you change a membership package name, remember to update your bank rules so they still match.

Important:

  • Target the placeholder bank account e.g. Stripe Dummy (not your actual Stripe account if you still have the direct feed connected).
  • Use the correct matching settings (e.g. "Contains" vs "Equals", "Any" vs "All" conditions).
  • Rules are executed in order from top to bottom. Put more specific rules first.

📤 Step 4. Export your Stripe payout CSV from Hivepass

  1. In Hivepass Admin, go to Settings > Financial Exports > View Stripe Payouts
  2. Click Download Xero Import. This will give you a CSV file for the next step

📥 Step 5. Import the CSV into Xero

  1. In Xero, open the Stripe Dummy (placeholder) bank account
  2. Click Manage Account > Import a Statement
  3. Select the CSV file from Hivepass and click Import
  4. Map all columns using the drop-downs (only needed the first time you do this)
    • Cheque No., Account Code, and Analysis Code do not need to be mapped
  5. Click Save

✅ Step 6. Reconcile your transactions

  1. In Xero, open the Stripe Dummy bank account and select Reconcile Account
  2. If your bank rules are set up correctly, most transactions will just require you to click OK to confirm

Note: Bank rules currently don't work for membership payments made via the Hivepass web application. These are rare and can be categorised manually.

👍 Next steps

Tip: Check your bank rules every few months, and update them if you've changed any membership package names in Hivepass.

For more tips, take a look at our other Financial articles.

While we aim do our best to keep this information up to date. If you notice any changes or something no longer looks accurate, please get in touch with us so we can update it.

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