How to reconcile Stripe payouts in Xero with categorised transactions

This article shows you how to reconcile Stripe payouts in Xero directly against your bank account, using a summary of categorised transactions from Hivepass. The download includes all Stripe transactions in the payout, even non-Hivepass transactions.

This method is ideal if you want Stripe payouts to be automatically split into specific Xero accounts (e.g. memberships, donations, fees, merchandise) during reconciliation.

In this article:

• 🛠️ Before you start
• ⏱️ Step 1. Set your Stripe payout interval
• ⚙️ Step 2. Configure reconciliation categories in Hivepass
• 📤 Step 3. Export your Stripe payout CSV from Hivepass
• ✅ Step 4. Reconcile your Stripe payout in Xero

🛠️ Before you start

If you currently use Xero's Stripe direct feed, you can still follow this process, you'll just reconcile directly against your bank account instead of using a "dummy" (placeholder) Stripe account.

We recommend setting your Stripe payout schedule to weekly or longer to reduce the amount of reconciliation you need to do.

⏱️ Step 1. Set your Stripe payout interval

This step only needs to be completed the first time you set this up.

1. Log in to Stripe with an account that has admin access.
2. Go to Settings > Bank accounts and scheduling. You can also open the payouts settings directly.
3. Under Payout schedule, choose Weekly or Monthly
4. Click Save

⚙️ Step 2. Configure reconciliation categories in Hivepass

Like the previous step, this only needs to be completed the first time you set this up.

1. In Hivepass Admin, go to Settings > Financial Exports > Payouts > Configure

   The first time you open this page, Hivepass will set up default reconciliation categories

   For each category, click the dark blue Xero Account Code link and enter the matching account code from Xero

   • You can find your codes in Xero under Accounting > Chart of accounts (direct link)

     (Optional) Add custom reconciliation categories:

     Example: If you sell merchandise on a Squarespace site, you could:

     • Add a reconciliation category called Squarespace (Application Fee Category Only = ON) with keyword squarespace to capture fees
     • Add a reconciliation category called Merchandise (Application Fee Category Only = OFF) with keyword squarespace to capture revenue
2. Save your changes

📤 Step 3. Export your Stripe payout CSV from Hivepass

1. In Hivepass Admin, go to Settings > Financial Exports > View Stripe Payouts

2. Click Download Balance Transactions

   This will give you two CSV files: one with transaction-level detail and one with a category summary

3. (Optional) Confirm the totals in the transaction CSV match the aggregated totals in the summary CSV

✅ Step 4. Reconcile your Stripe payout in Xero

1. In Xero, go to the Dashboard, find your bank account that receives Stripe payouts, and click Manage Account > Reconcile Account

   Find the payout transaction from Stripe called Stripe Payments. The amount should match the total from your Hivepass CSV export.

   Click Create in the right-hand reconciliation tab

   

   Fill in the fields:

   • Who: e.g. Stripe Payment
   • Why: e.g. Membership

   • What: Choose the appropriate Xero account

     Click Add details and manually enter each category amount from the Hivepass summary CSV into Xero's split transaction table

     

2. 
   

   Attach the summary CSV:

   • Click the Add file button (top right in the reconciliation screen) and upload the Hivepass summary CSV.
3. Click Save Transaction.
4. If applicable, click Reconcile to finish.

Your Stripe payout is now reconciled with the correct categories in Xero.

We 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 so we can update it.