How to tag Stripe refunds when using one batch invoice for sales

Accounting
1

Hi all,

I’m trying to understand the correct way to handle Stripe refunds in QuickFile.

My current setup:

  • I receive payments via Stripe (online course sales, B2C).

  • From time to time, I create one batch invoice that represents all Stripe income for a given period (e.g. all of January).

  • I then tag the incoming Stripe payments to that invoice.

The issue:

  • Refunds appear in the bank/Stripe feed as outgoing transactions.

  • When I try to tag them, I get options like:

    • “Refund to a customer”

    • “Something else not on this list”

But:

  • I cannot see a way to tag those refunds to the same invoice

  • The system doesn’t seem to allow linking them in the same way as income

What I’m trying to understand:

What is the correct way to tag Stripe refunds in this setup?

  • Should refunds be linked to the batch invoice at all?

  • Should they be treated purely as negative sales instead?

  • Is a credit note required in this case, or not?

I’d like to keep things:

  • fully tagged (so I can close accounts properly)

  • simple (without creating an invoice per transaction)

  • accurate for reporting

Any guidance on best practice here would be really appreciated.

Thanks!

2

QuickFile only lets you tag outgoing bank transactions as refunds when they match the full value of a paid invoice, but you can always start from the invoice side, create a credit note from there, and edit it to refund any amount from £0.01 up to the full invoice value. When you save the credit note you’d select the stripe holding account for the refund and QuickFile will create a new pre-tagged money out transaction to match. You can then safely delete the untagged one that came from your feed.