Reconcile Stripe payouts to invoices automatically
Month-end close shortened by a day or two
Illustrative example — a composite of common setups, not a specific business's story.
- Difficulty
- Light setup
- Setup time
- 3-4 hours
- Monthly cost
- $10-$40
- Impact
- Medium
The short version
An agent matches each Stripe payout to the underlying invoices in Xero and flags anything that doesn't line up.
What they did
An agent matches each Stripe payout to the underlying invoices in Xero and flags anything that doesn't line up. The owner started with a small pilot: one workflow, a few days of supervised use where every output was reviewed before it went out, then gradually let routine cases run with lighter oversight.
Agent/tool used: Make + OpenAI module
How it went
In a typical rollout like this: month-end close shortened by a day or two. Most of the value comes from consistency, the task happens every time instead of when someone remembers. Expect a week or two of tuning the prompt and rules.
Worth knowing
AI drafts can be wrong or off-tone. Keep a human approving anything customer-facing at first, don't paste sensitive data (card numbers, health records, SSNs) into general chat tools, and check each tool's data and privacy terms.
Copy-paste prompt
Here is a Stripe payout report [paste CSV] and a list of open invoices from Xero [paste CSV]. Match each payout line to an invoice by amount, date (within [3] days), and customer name. Output a table: payout ID, matched invoice, confidence (high/medium/low), and a list of anything unmatched with a likely reason.
Replace anything in [brackets] with your own details.
Step-by-step setup
- Write down how you handle this today, in 5-10 bullets.
- Connect or export data from Stripe, Xero, Make.
- Set up Make + OpenAI module and paste in the prompt, filling in the [placeholders].
- Test it on 5-10 real past examples and fix anything that's off.
- Run it with you approving every output for one to two weeks.
- Once you trust it, automate the routine cases and spot-check weekly.
Published 2026-10-11. Want help setting this up?