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Choosing the Right Stripe Holding Account in QuickBooks

Acodei keeps your Stripe Balance and QuickBooks in sync by mapping every Stripe balance change to a holding account in QBO.

Because you can have multiple Stripe balances, you can also have multiple holding accounts—one per balance.

There are two account types to choose from:

OptionQBO Account TypeBest‑for
Undeposited Funds (a.k.a. Payments to Deposit)Other Current Assets → Undeposited FundsStraight‑forward setup that only need balance per‑payout accuracy
Non‑UF Asset Account (custom name, e.g. Stripe Holding)Other Current AssetsHigh‑volume or complex Stripe activity that requires daily balance accuracy

“Bank” type accounts
We do not recommend using QBO’s “Bank” type here—too many users accidentally pick the same account for both deposits and holding, which breaks reconciliation.
If you truly need a Bank‑type holding account, reach out to us and we’ll enable it for you.

1. Undeposited Funds (UF)​

What it is
A built‑in QBO account that temporarily parks Stripe sales until they hit your bank.

Why use UF

  • Automatic payout reconciliation – Each Acodei‑created deposit matches one Stripe payout on your bank feed; when you click Match, UF clears itself. (See our Reconciliation of UF article for more information)
  • Zero setup – Every QBO file already has the account.
  • Fewer clicks – Great for businesses that don’t care about daily Stripe balance accuracy.

Limitations

  • Large volume or mixed payment sources can make the UF register bulky.
  • Daily balance will not equal Stripe (fees, disputes, Stripe Capital, FX, etc. only post on payout day).
  • Rules or auto‑add transactions in the bank feed can break matching.

Using UF with Stripe payouts
Payout funds sit in Stripe until the payout starts, so QBO shows them in UF.
Minor differences (fees visible only after payout) disappear once the payout‑deposit is matched.

2. Non‑UF Asset Account (“Stripe Holding”)​

What it is
A custom Other Current Asset account that Acodei updates every day with a single summary journal entry.

Why people choose it

  • Daily, to‑the‑penny balance – Stripe balance in QBO always equals Stripe’s own “Balance Report.”
  • Better visibility – Disputes, fees, and capital loans show up the day they occur.
  • Scales with volume – When coupled with Daily Summary, even tens of thousands of transactions can compress down into one daily entry.

Things to consider

  • One‑time setup – You must record an opening balance that matches your live Stripe balance the day you switch.
    Non‑UF Starting Balance
    Create a journal entry that debits your new holding account and credits Opening Balance Equity (or a similar equity account) so the account begins exactly at the current Stripe balance.
  • Monthly reconciliation – Compare the QBO register’s ending balance to Stripe’s month‑end balance. (See our Asset‑Account Reconciliation article.)

3. Switching Between Accounts​

Switching Accounts

If you move from UF to a Non‑UF asset (or vice‑versa) delete all Acodei‑created transactions tied to the old account first, then pick the new account in Acodei and rerun the sync. Mixing transactions from both models in the same period will create duplicate revenue and mismatched balances. If you have any issues resyncing your data, don't hesitate to reach out to support.

4. Clearing Refunds Account – Handling Negative Payouts​

During onboarding Acodei prompts you to add a Clearing Refunds Account.
Stripe “negative payouts” (when refunds exceed sales) post here instead of sitting in UF forever.

  • The balance in this clearing account should always be $0, unless another negative payout is pending.
  • If it isn’t, email us at support@acodei.com so we can walk through a tidy‑up.

Quick Decision Guide​

If you…Choose…Why
Want the simplest workflow and only need balances correct per payoutUndeposited FundsAuto‑matches deposits, no monthly Stripe reconciliation needed
Need Stripe balance correct every day or have high‑volume / multi‑currency / capital‑loan activityNon‑UF Asset AccountDaily summary entries keep QBO in lock‑step with Stripe

Either model works—pick the one that fits your accounting goals.
Still unsure? Ping us in support and we’ll talk through your Stripe setup.