Catch up a new client

Why catch-ups are hard

• Sync tools are built for going forward. Older history is limited by plan or costs extra.
• Every payout mixes sales, fees and refunds, so nothing lines up with the bank until it’s split out.
• Rebuilding a year of deposits by hand takes days, and one slip means reconciling twice.
• You need to know how much work it is before you can quote it.

How to do it

1. Size the job before you quote

   Count what’s already in the client’s QuickBooks, by type and by month, so you know how far behind they are.

   Use: Transaction counter (free) · or the Connected Counter if you count every client

2. Bring in the missing history

   For Stripe, link the client’s account with a read-only key and send every payout to QuickBooks as one deposit, already split into sales, fees and refunds. For everything else, download the exports for the whole period and convert them.

   Use: Stripe catch-up · Conversion Kit for a folder of exports · or one converter (table below)

3. Check for double entries

   Before reconciling, look for anything recorded twice, like a sales receipt and a deposit for the same sale. It’s the most common catch-up mistake.

   Use: Duplicate check, built into the free counter

4. Match to the bank feed

   Each payout comes in as one deposit, dated the day it arrived, so it matches the line on the bank feed. Reconcile month by month and you’re done.

Which tool for which source

Every converter lets you run your first file free, so you can check the result in QuickBooks before paying anything.

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