How to sync Stripe subscriptions to QuickBooks with Pipedream

Dashboard > New Workflow

Create new workflow

Go to pipedream.com and click New Workflow in your dashboard. You'll see an empty workflow canvas with a trigger step placeholder. This workflow will listen for Stripe subscription renewals and create corresponding QuickBooks invoices within seconds.

1. 1Click the blue 'New Workflow' button
2. 2Name your workflow 'Stripe to QuickBooks Subscription Sync'
3. 3Click 'Create Workflow' to open the builder

Workflow > Add Trigger > Stripe

Configure Stripe webhook trigger

Click 'Add a trigger' and search for Stripe. Select 'New Invoice Payment Succeeded' as your trigger event. This fires when a subscription renewal payment completes successfully. Pipedream automatically creates the webhook endpoint and registers it with Stripe.

1. 1Click 'Add a trigger' in the workflow
2. 2Search for 'Stripe' and select it
3. 3Choose 'New Invoice Payment Succeeded' from the event list
4. 4Click 'Connect Account' and authenticate with Stripe

Workflow > Add Step > Node.js

Add subscription filter

Click the + button below your trigger to add a Node.js code step. This step checks if the invoice is subscription-related by looking at the subscription_id field. Non-subscription invoices will stop here without creating QuickBooks records.

1. 1Click the + button below the Stripe trigger
2. 2Select 'Node.js' from the step options
3. 3Name this step 'Filter Subscription Invoices'
4. 4Paste the filter code in the code editor

This code step checks for existing QuickBooks invoices with the same subscription ID to prevent duplicates. Paste it as a Node.js step between your filter and QuickBooks creation steps.

export default defineComponent({
  async run({ steps, $ }) {
    const subscriptionId = steps.trigger.event.subscription;

export default defineComponent({
  async run({ steps, $ }) {
    const subscriptionId = steps.trigger.event.subscription;
    const invoiceNumber = `SUB-${subscriptionId}`;
    
    // Query QuickBooks for existing invoice
    const qbQuery = `SELECT * FROM Invoice WHERE DocNumber = '${invoiceNumber}'`;
    const existingInvoices = await $.send.http({
      method: 'GET',
      url: `${steps.quickbooks.$auth.base_uri}/v3/companyid/${steps.quickbooks.$auth.company_id}/query`,
      headers: {
        'Authorization': `Bearer ${steps.quickbooks.$auth.oauth_access_token}`,
        'Accept': 'application/json'
      },
      params: { query: qbQuery }
    });
    
    if (existingInvoices.QueryResponse?.Invoice?.length > 0) {
      console.log(`Invoice ${invoiceNumber} already exists, skipping creation`);
      $.flow.exit('Duplicate invoice prevented');
    }
    
    // Return subscription data for next step
    return {
      subscription_id: subscriptionId,
      invoice_number: invoiceNumber,
      safe_to_create: true
    };
  }
});

Workflow > Add Step > QuickBooks Online

Connect QuickBooks account

Add another step and select QuickBooks Online. Choose 'Create Invoice' as the action. Click 'Connect Account' and authenticate with your QuickBooks company. Make sure you're connecting to the correct QuickBooks company where you track subscription revenue.

1. 1Click + to add a new step
2. 2Search for 'QuickBooks Online' and select it
3. 3Choose 'Create Invoice' from the actions list
4. 4Click 'Connect Account' and complete OAuth flow

QuickBooks Step > Customer Configuration

Map customer information

In the QuickBooks step configuration, map the customer field using Stripe's customer data. Use steps.trigger.event.customer.email for the customer email and steps.trigger.event.customer.name for the customer name. QuickBooks will create new customers automatically if they don't exist.

1. 1Click in the 'Customer' field dropdown
2. 2Select 'Create new customer if not found'
3. 3Map email to steps.trigger.event.customer.email
4. 4Map name to steps.trigger.event.customer.name

QuickBooks Step > Invoice Details

Configure invoice details

Map the invoice number, amount, and description fields. Use a combination of 'SUB-' plus the Stripe subscription ID for the invoice number to avoid duplicates. Set the amount from steps.trigger.event.amount_paid and include the billing period in the description.

1. 1Set Invoice Number to SUB-{{steps.trigger.event.subscription}}
2. 2Map Amount to steps.trigger.event.amount_paid divided by 100
3. 3Set Description to include billing period dates
4. 4Choose your subscription revenue account from the dropdown

QuickBooks Step > Line Items

Set invoice line items

Add line items for the subscription. Use the subscription plan name from Stripe as the item description and the amount from the invoice. Map the quantity to 1 and select your recurring revenue account for proper financial categorization.

1. 1Click 'Add Line Item' in the invoice configuration
2. 2Map Description to steps.trigger.event.lines.data[0].description
3. 3Set Quantity to 1
4. 4Map Unit Amount to steps.trigger.event.lines.data[0].amount / 100

Workflow > Insert Step > Node.js

Add duplicate prevention

Insert a Node.js code step before the QuickBooks action to check for existing invoices. Query QuickBooks for invoices with the same subscription-based invoice number. This prevents duplicate invoices if Stripe sends the same webhook twice.

1. 1Click + between the filter and QuickBooks steps
2. 2Select Node.js and name it 'Check for Duplicates'
3. 3Add code to query existing QuickBooks invoices
4. 4Use $.flow.exit() to stop if duplicate found

Workflow > Test > Generate Test Event

Test the workflow

Use Pipedream's test feature to simulate a Stripe subscription renewal. Click 'Generate Test Event' in the Stripe trigger step, then 'Run Test' to see the workflow execute. Check your QuickBooks account to verify the invoice was created correctly with proper customer and line item details.

1. 1Click 'Generate Test Event' in the Stripe trigger
2. 2Select a subscription invoice from recent events
3. 3Click 'Run Test' to execute the workflow
4. 4Check QuickBooks for the created invoice

Workflow > Deploy

Deploy workflow

Click 'Deploy' to activate your workflow. The webhook is now live and will process subscription renewals automatically. Pipedream provides a deployment URL and webhook status dashboard to monitor incoming events and any failures.

1. 1Click the 'Deploy' button in the top right
2. 2Confirm deployment in the popup dialog
3. 3Copy the webhook URL for your records
4. 4Monitor the event log for incoming webhooks