CrewLAB Payments → QuickBooks
How every CrewLAB charge, fee, refund, and payout flows into QuickBooks — with full reconciliation at every level.
Charge
- Program name (season, camp, event)
- Amount charged
- Discount / coupon applied
- Member name & email
- Stripe payment ID
Refund
- Reverses original charge
- Stripe deducts from next payout
- Original fees are NOT refunded
Stripe Payout
- Stripe batches charges into a bank deposit
- Net = charges − all fees − refunds
- Typically daily or weekly
Fees (per charge)
- Stripe: 2.9% + $0.30 (card)
- Stripe: 0.8% cap $5 (ACH)
- CrewLAB: 2.75% platform fee
| Transaction | Product | Gross | Stripe Fee | CrewLAB Fee | Net to Stripe | Deposit Batch |
|---|---|---|---|---|---|---|
| Membership 1 | Spring Season | $100.00 | $3.20 | $2.75 | $94.05 | Deposit #1 |
| Membership 2 | Spring Season | $100.00 | $3.20 | $2.75 | $94.05 | Deposit #1 |
| Membership 3 | Spring Season | $100.00 | $3.20 | $2.75 | $94.05 | Deposit #1 |
| Membership 4 | Summer Camp | $100.00 | $3.20 | $2.75 | $94.05 | Deposit #2 |
| Membership 5 | Summer Camp | $100.00 | $3.20 | $2.75 | $94.05 | Deposit #2 |
| Membership 6 | Summer Camp (50% disc) | $50.00 | $1.75 | $1.38 | $46.87 | Deposit #3 |
| Membership 5 Refund | Summer Camp | −$100.00 | $0.00 | $0.00 | −$100.00 | Deposit #3 |
| Totals | $450.00 | $17.75 | $15.13 | $417.12 | ||
At any point in time, you can reconcile balances and generate financial statements at the transaction, product, or payout level.
🔍 By Transaction
Each CrewLAB payment creates a Sales Receipt in QBO with full detail. You can look up any single payment and see exactly what happened.
📦 By Product
QBO items map to CrewLAB programs (Spring Season, Summer Camp, etc.). Run a Sales by Product report to see revenue, refunds, and net per program.
🏦 By Payout
Each Stripe payout is a Transfer in QBO. The Stripe Clearing account should always equal zero — that proves every charge and payout has been matched.
📊 Profit & Loss
📋 Balance Sheet
🔎 Audit Trail
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Discounts reduce the charge amount before it hits Stripe. Only the net amount (after coupon) enters the Stripe Clearing account. Track discount volume in a contra-revenue account for visibility.
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Two separate fee accounts. Stripe processing fees and CrewLAB platform fees are recorded as separate expense lines on every transaction. This gives clear visibility into total cost of payment processing vs. platform cost.
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Fees are per-charge, not per-payout. Every Stripe charge incurs both fees at the time of the charge. Even if the charge is later refunded, the fees stay on the books.
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Refunds don't hit Cash (Bank) directly. Stripe deducts refunds from the next payout. The refund reduces the Stripe Clearing balance, and the next payout to your bank is naturally smaller. No separate bank withdrawal.
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Refunds cost you the original fees. When you refund $100, neither Stripe nor CrewLAB refunds their processing fees. The club absorbs ~$5.95 on every $100 refund (Stripe $3.20 + CrewLAB $2.75).
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The clearing account must always trend to zero. A non-zero balance in Cash (Stripe Clearing) means a charge or payout hasn't been recorded. This is your primary reconciliation checkpoint.
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Disputes / chargebacks work like refunds plus a $15 dispute fee. If the dispute is lost, record the chargeback as a revenue reversal and the $15 fee as an additional expense.
How CrewLAB Payments Get Into QuickBooks
Three options, from "install it today" to "built into CrewLAB." Each stage builds on the accounting pattern above — the journal entries and reconciliation model stay the same.
QuickBooks Stripe Connector Available Now
Intuit ships a free "Stripe Connector by QuickBooks" in the QBO app marketplace. It connects your Stripe account and syncs charges as Sales Receipts automatically. This gets data flowing today with zero cost.
How it works
Install from the QBO App Marketplace → authorize your Stripe account → map Stripe product names to QBO items. Transactions sync automatically after each charge, typically with a few hours of delay.
- Free — no ongoing cost
- Official Intuit product
- Installs in minutes, no dev required
- Auto-creates Sales Receipts in QBO
- Good enough for <100 transactions/month
- Single Stripe account only
- Product mapping by name only — no price ID
- No payout reconciliation (manual bank matching)
- No re-sync if you change mappings
- Hours of delay — not real-time
- Fees may not split into separate accounts
- Still in beta — Intuit hasn't committed to GA
When to graduate from Stage 1
Move on when any of these become true: bank reconciliation takes more than 30 minutes/month, you need more than one Stripe account, transaction volume exceeds ~100/month, or you need automated payout reconciliation.
Acodei — Automated Accounting Sync Near-Term
Acodei is a purpose-built connector that handles everything the stock QBO connector doesn't — automated deposit reconciliation, the clearing account pattern, per-transaction fee breakdowns, and precise product mapping. It's the standard tool we set up for every CrewLAB club.
Why Acodei
CrewLAB payments all flow through a single processor, so multi-channel tools aren't needed. Acodei is Stripe-native, maps products by price ID (not just name), and is the most precise and affordable option for this use case.
What it does
Feature |
Detail |
|---|---|
Product mapping |
Rule-based by product ID, price ID, and metadata — maps CrewLAB programs to QBO items automatically |
Clearing account |
✓ Automated — Stripe Clearing account, same pattern as Part 1 |
Payout reconciliation |
✓ Automated — matches Stripe payouts to bank deposits |
Per-transaction fee detail |
✓ Stripe fee and CrewLAB fee as separate line items |
Refund handling |
✓ Auto-creates credit memos in QBO |
Multiple Stripe accounts |
✓ Unlimited on all plans |
Multi-currency |
✓ Supported |
Pricing |
From $12/month (Scale plan) — free trial available |
Setup process
Install Acodei from the QBO App Marketplace → connect your Stripe account → map CrewLAB programs to QBO items using Acodei's rule engine → configure the Stripe Clearing account and fee accounts. Takes 1–2 hours for initial setup, then runs automatically.
- Automated Stripe Clearing account & payout reconciliation
- Per-transaction fee detail (Stripe + CrewLAB)
- Product-level revenue mapping by price ID
- Handles refunds, disputes, multi-currency
- No development or maintenance
- Trusted by accounting teams — strong reviews
- Free trial to validate before committing
- Monthly cost per club (from $12/mo)
- Third-party dependency
- Club admin manages their own connector setup
- CrewLAB platform fee may need manual config initially
CrewLAB Native Connector On Roadmap
A first-party CrewLAB integration that syncs Stripe transactions to QuickBooks automatically — built into the admin dashboard. Clubs connect their QBO account once, and everything flows: charges, fees (both Stripe and CrewLAB, as separate line items), refunds, and payout reconciliation.
What makes this different
Unlike generic connectors, the CrewLAB connector knows your data model. It automatically maps CrewLAB programs (seasons, camps, events) to QBO items, splits the CrewLAB platform fee into its own expense account, and tags every Sales Receipt with the Stripe payment ID for full audit traceability.
- Zero setup for clubs — connect QBO, done
- Auto-maps CrewLAB programs to QBO items
- Stripe fee and CrewLAB fee as separate expense lines
- Automated Stripe Clearing account & payout reconciliation
- No third-party cost — included in platform fee
- Full audit trail: QBO entry → Stripe payment ID
- Becomes a sales differentiator
- Development investment (2–4 weeks)
- Ongoing maintenance & Intuit API changes
- OAuth token management (tokens expire hourly)
- Intuit app review process for production access
What clubs see in QuickBooks
Every CrewLAB payment creates a Sales Receipt in QBO with this detail:
QBO Field |
Source |
Example |
|---|---|---|
Customer |
Stripe customer email → QBO customer match |
Jane Smith (jane@email.com) |
Item (product line) |
CrewLAB program → QBO item |
Spring Season 2026 |
Amount |
Stripe charge amount (net of coupon) |
$100.00 |
Stripe Fee |
Expense line — Stripe processing |
$3.20 |
CrewLAB Fee |
Expense line — CrewLAB platform |
$2.75 |
Deposit to |
Stripe Clearing account (bank type) |
Cash — Stripe Clearing |
Memo / Private Note |
Stripe payment ID for cross-reference |
pi_3Abc123Def456 |
Start with the free QBO connector to get payment data flowing this week. Set up Acodei in parallel — their free trial lets you validate the sync quality before committing. Go live on Acodei once confirmed, typically by week 4. This is the same process for every CrewLAB club.
The accounting pattern stays the same across all three stages. The journal entries, T-accounts, and reconciliation model described in Part 1 apply regardless of which connector you're using. The only difference is how automated and precise the data entry becomes.