CrewLAB + Stripe + QuickBooks set-up

This is the working session, written down. Follow it from top to bottom, and you will end up with CrewLAB payments flowing into QuickBooks Online, correctly categorized, with a safety net for anything that is not. It covers the prerequisites that stall most setups, the exact field values to enter, the errors you are likely to hit, and how to confirm it actually worked.

Budget an hour. Ninety minutes if your chart of accounts is messy.

Stop. Twenty minutes of the last two setup calls were lost to things on this list. Handle them first.

In QuickBooks: Accounting → Chart of accounts.

You are looking for the accounts your program revenue should land in. Dues, program income, camps, regattas, merchandise.

There is no “show me only Income accounts” filter here — the dropdown above the table filters by things like balance sheet vs profit and loss, not by account type. Two ways to narrow it down:

Is the account nested under a parent? QuickBooks search results do not show hierarchy, which is genuinely annoying. To check: clear the search, then use Ctrl+F (Cmd+F on Mac) to find the account in the full list where indentation is visible. The chart of accounts is paginated, so if you do not find it, click Next and search the page again.

Is the account already being used for something else? More than one club has mapped fees to an account that turned out to be reserved for regatta processing.

Income accounts in the chart of accounts. The indented rows are sub-accounts of Program Income.

Write your list down. You will need it in Step 5.

This is where Stripe money sits between the charge and the bank deposit. You may already have one.

Look through your chart of accounts for anything called Undeposited Funds, Clearing, or a previous platform’s name — “SportsEngine Clearing,” “TeamSnap Clearing.”

If you find one, use it. Do not create a second.

QuickBooks allows exactly one Undeposited Funds account per company file. If you try to create another, you will get:

Reusing your existing account is also just better: one account to reconcile instead of two.

Accounting → Chart of accounts → New

The catch-all account, filled in. QuickBooks previews where it will sit in your Profit and Loss on the right.

It is not a Bank account type, even though it behaves like one. Other Current Assets, detail type Undeposited Funds.

Do not put “CrewLAB” in the name. That Stripe account may outlive any particular platform, and renaming accounts later is a nuisance. “Stripe Clearing” or just “Clearing” ages better.

Do not lock it. A locked account cannot accept transactions, which defeats the purpose entirely.

Every program you sell has to be mapped to a QuickBooks account. When someone on your team creates a new program and nobody maps it, that revenue needs a destination. Without a catch-all, QuickBooks dumps it into a generic Sales bucket where you will not notice until year-end.

So you build a deliberate landing zone instead — somewhere that is right neighborhood, wrong house.

Accounting → Chart of accounts → New

Three things to get right:

Acodei. Pronounced a-CODE-ee, spelled A-C-O-D-E-I. Write it down — you cannot search for it otherwise.

It is a purpose-built connector that sits between Stripe and QuickBooks and does the parts the free connector does not: payout reconciliation, per-transaction fee breakdown, and mapping each program to the right income account.

Two paths, same result:

Or go directly to app.acodei.com and sign up. There is a free trial, so you can check the sync quality before paying.

Acodei walks you through an onboarding checklist:

You do not create a separate Acodei login with its own password — it authenticates through your existing Intuit and Stripe accounts.
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This is per-organization, not per-person. Once it is connected, anyone with access to your club’s QuickBooks and Stripe is covered. Your colleagues do not need to install anything.

Intuit is QuickBooks’ parent company. Signing in with Intuit is signing in to QuickBooks.

In Acodei: Account Mapping.

Real time.

Stripe holds the money before depositing it. QuickBooks needs an account that mirrors the Stripe balance, and the deposit into your real bank account gets recorded separately when it arrives. If you pick your operating bank account here, your reconciliation will not work.

Your catch-all from Step 3.

The same catch-all. Same visibility logic — you want anything unmapped to be conspicuous.

Toggle on “include Stripe fees as a line item on sales receipts.” Then point fees at an expense account for card processing fees.

On, matched by email address. Email is what follows a member from CrewLAB through Stripe into QuickBooks. Matching by email preserves the billing history you already have on existing members.

Expect a couple of duplicates where someone registered with a different email. Merge them in QuickBooks afterward.

Yes, if your club uses QuickBooks classes. Most nonprofit clubs do — it is how you report by program or squad. Classes are assigned at the product level, which means they are configured in Step 6 rather than here.

Off, unless you sell merchandise through CrewLAB. Dues and registrations are not taxable. Merchandise usually is — if you are selling gear, talk to your accountant before turning this on.

Off. Unpaid registrations do not sync regardless, so this does not do what its name suggests. See “What does not sync” below.

This is the actual point of the exercise. Everything before this was scaffolding.

CrewLAB program → Stripe product → QuickBooks product → income account + class.

One CrewLAB program becomes one Stripe product becomes one QuickBooks product. That QuickBooks product carries the income account and the class. Which is why you get program-level reporting without a separate GL account for every regatta.

A club treasurer’s worry, and the answer:

“We don’t really want to have multiple program incomes for each race or each regatta. We want to be sure that each one hits its correct column.”
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You will not. It is the same income account, a different product, which produces a different class.

Create products in CrewLAB, not in Stripe. CrewLAB is the source of truth. A product created directly in Stripe will not match anything in CrewLAB and has to be deleted and rebuilt.

One product per one-off event. A recurring program — “Youth Row, 3 days/week” — maps once and works for years. A regatta needs a new product each year, because “Portland 2026” and “Lake Las Vegas 2026” are different events that need different classes.

Get this wrong and here is what happens: someone pays for Lake Las Vegas, and it books to the Portland class. Two totally different races, one wrong report.

Stripe → Product catalog → Export products. That gives you the Product IDs (prod_…) you will map against.

In Acodei: Account Mapping → Product Mapping → enable Multiple Product Mapping. “Multiple Product Mapping” then appears in the left menu.

For each program, click Add New Mapping Type:

Three rules per program — Sale, Refund, Fee. Three programs means nine rules.

Use “All Prices (Product ID Only).” A Stripe product can have several prices under it — full pay, payment plan, discounted tier. This option covers all of them in one rule, which is what you want: full pay and payment plan for the same season are the same revenue.

Only use “With Stripe Price ID” if different prices under one product genuinely need to land in different accounts.

Acodei reads your rules top to bottom and stops at the first match. Drag handle is the dots on the left. Most specific rules at the top. Broad rules — anything matching on description text — at the bottom. With clean Product ID rules, there is no overlap and order will not bite you, but it will the moment someone adds a description-based rule.

Go back to the mapping screen and add its rules. Nothing does this for you, and nothing warns you. Until it is mapped, that revenue lands in your catch-all. Make this a checklist item in whatever process your club uses to launch a program.

Do not skip this. It is the step everyone skips, and it is the difference between thinking it works and knowing it does.

A synced payment in QuickBooks. Note the two fee lines, the Stripe payment ID in Reference no., and Deposit To pointing at the clearing account.

Sales → Products and Services → click your product → More actions → Run report. You should see who bought it.

Accounting → Chart of accounts → your clearing account → View register. The charge should be there. When Stripe’s payout lands a day or two later, the balance should return toward zero.

Acodei can pull past Stripe transactions in.

Before you do: if those transactions are already in QuickBooks by another route — manual entry, a previous connector, bank feed matching — pulling history will double-book them.

Safest approach: pull a short range first, check it, then extend.

1. Revenue. Run your Profit and Loss for the month — by Class if you use classes. The numbers should match your instinct for the month. If a program shows $400 when you would expect $4,000, something is mismapped.

2. The clearing account. It should trend to zero. Money in from charges, money out to your bank. A zero balance means everything is matched. A non-zero balance mid-month is normal — that is money Stripe is holding — but it should agree with your Stripe balance.

3. The bank. Did payouts land in the right account? Nonprofits: check this one properly. Restricted and unrestricted accounts often sit adjacent at the same bank with nearly identical numbers, and a month of registration income landing in the restricted account is a real problem to unwind.

4. The catch-all. It should be empty. If something is in it, a program was created without being mapped — find the transaction, add the mapping rules, recode it. That is the account doing its job.

The honest list. Better to know now than find out in October.

Email [email protected]. We will walk through it with you — and if you get partway and stall, tell us where. That is how this guide gets better.