Paystack with Xero or QuickBooks Reconciliation

For monthly reconciliation without automation:

1. Paystack dashboard → Transactions → filter by date range → Export CSV.
2. Also export Settlements CSV (Paystack → Settlements → Export) — this shows what actually landed in your bank after fees.
3. In Xero: Accounting → Bank Accounts → Import Statement — upload the settlements CSV (may require formatting to match Xero's import format: Date, Amount, Payee, Description).
4. In QuickBooks: Banking → File Upload → upload formatted CSV.

Key reconciliation note: the Paystack transaction CSV shows gross amounts (before fees). The settlement CSV shows net amounts (after Paystack fees). Match your bank statement to the settlement amounts, not transaction amounts.

For real-time accounting entries on every payment:

1. Create a Zap: Trigger → Webhooks by Zapier → Catch Hook (configure in Paystack webhooks).
2. Add a Filter: only continue when event = charge.success.
3. Xero: Action → Xero → Create Invoice (set contact, amount, account, description from Paystack data). Then Xero → Create Payment to mark it paid.
4. QuickBooks: Action → QuickBooks Online → Create Sales Receipt (set customer, amount, product/service, payment method).

// In your Paystack webhook handler
async function syncToXero(transaction) {
  var { XeroClient } = require('xero-node');
  var xero = new XeroClient({ ... }); // configure with your Xero app credentials
  await xero.accountingApi.createInvoices(tenantId, {
    invoices: [{
      type: 'ACCREC',
      contact: { name: transaction.customer.email },
      lineItems: [{
        description: 'Paystack Payment ' + transaction.reference,
        unitAmount: transaction.amount / 100,
        accountCode: '200', // your revenue account
      }],
      date: transaction.paid_at.split('T')[0],
      dueDate: transaction.paid_at.split('T')[0],
      status: 'AUTHORISED',
      payments: [{ amount: transaction.amount / 100, date: transaction.paid_at.split('T')[0] }],
    }],
  });
}

See Paystack with Google Sheets for a lighter reporting option.

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